EVENT PROPOSAL

EPMS

THE EVENT PROPOSAL

A response to a request for tender is a common way for an event company to obtain work. In some cases it is the only way a new event company can enter the field. Government and semi government companies are required by law to put their needed supplies and services out to tender. Most private companies will do this as a matter of good business to make certain they are receiving competitive quotes. The event industry is no different. An event company will put together a tender documents in much the same way as any other supplier. Depending on the quality of their work they may be placed on a preferred supplier list and regularly asked to put in a tender. This can be an arduous task as the event company does not want to be dropped from the preferred supplier list but may not want the work .

Below is a checklist of what could be contained in the event proposal.

Cover Letter
Title Page
Proprietary Notice - cautions about unauthorised disclosure
Table of Contents (TOC)
List of Abbreviations
Executive Summary
Body of Proposal:
- Profile of the Event Company:
  - General: including mission, background, credentials
  - Specific: including previous similar events and resources available
- Project partners and their profiles
- Event Specific information:
  - Objectives
  - Scope of Work
  - Stakeholders
  - Themes, design and ideas
  - Site/venue assessment
  - Resources required : AV, entertainment, catering, staff, suppliers...
  - Marketing and promotional services needed
  - Possible sponsorship
  - Budget - corresponding to functional areas of program elements
  - Control management - reporting processes, organisation structure responsibilities
  - Schedules - planning, transport, running order, promotion
  - Environmental impact - natural environment, traffic, transport.
  - Risk issues including insurance.
Appendices

Download a Word 6 outline version of the above Proposal Outline

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