Event planning involves setting clear objectives, responsibilities, timelines, budgets, and risk assessments to ensure successful execution. Key steps include developing a concept, conducting feasibility studies, tasking, budgeting, selecting venues, and marketing, while also preparing proposals to secure client engagement. A successful proposal showcases creativity, professionalism, and credibility to win business in a competitive environment.

1. EVENT PLANNING
EVENT PROPOSALS AND BIDDING

2. PLANNING
• Planning is a process that involves setting the objectives and the
means to achieve them.
• The objective of event planning is to make sure that everybody
involved knows:
1. what they are responsible for;
2. when they must start their tasks and when they must accomplish them;
3. how much funds are available and how they are or will be sourced; and
4. what they must do in case something goes wrong.

3. STEPS IN PLANNING FOR AN EVENT
1. CONCEPT. Create an event concept. Come up with a general objectives and
projects ideas by asking the 5W’s discussed in the first presentation and the
“How”. There is no point in holding an event just for the sake of it. The cost
and energy required to stage the event only make sense if it is relevant.
Therefore, early on, the event organizer must establish the event’s purpose
and relevance. Is the project for profit? Is it for publicity? Is it for charity?
2. FEASIBILITY. Test the ideas by doing a feasibility study like similar past events,
competing events, profile of target audience, available venues and suppliers,
potential supporter and sponsors, timeliness/schedule, etc.

4. STEPS IN PLANNING FOR AN EVENT
3. TASKING. Create a “to-do” list. List all necessary tasks and group
them together.
4. SCHEDULING. Create a timetable. Estimate the time needed to
accomplish each task. Determine the sequence and
relationship of tasks. Set deadlines.
5. BUDGETING. Create a budget by identifying the revenue sources
and expense items. Make an estimate for the revenues
and expenses.

5. STEPS IN PLANNING FOR AN EVENT
6. SITE SELECTION. Upon selecting a project, finalize the theme, date and venue.
Do an ocular of potential venues before deciding which one best fits
your event.
7. MARKETING. Be creative in planning your revenue sources. Ticket sales are
one of the options but it is not the only source of revenue. Prepare
your promotional materials and campaign for sponsorship and
attendance.
8. RISK ASSESSMENT. Expect the worst. Identify all the threats and possible
impediments to the event, note how each can be mitigated, and if
they do happen, what each of the team members should do. Write
a risk management plan and disseminate it to the members of the
team.

6. STEPS IN PLANNING FOR AN EVENT
9. MONITORING AND EVALUATION. Plan how you are going to monitor the
performance of the team. Make room for improvements and
adjustments. Hold coordination meetings regularly. Make sure that
everyone is well-informed and feedback is communicated properly.
After executing the event, evaluate the results. Note areas for
improvement to be included in the terminal report. Thank everyone
after the project, with planning for the next event in mind.

7. WHAT IS A PROPOSAL?
• To get a client to respond to ideas
• A way to present your creative concept
• Opportunity to demonstrate your credibility
• Win business over a competitor

8. TYPES OF RESPONSE
• Response to an individual brief
• This is where you are already known to the client and so you can eliminate
some information such as your bio and portfolio, testimonials, pictures of
previous events, client lists.
• Request for Proposal
• Sent by the client who is seeking the services of an event organizer to
produce the event. This would be a competitive bid.
• Request for Information
• A client asking for information about the company in readiness for
selecting event organizers who will receive the brief.

9. THE PROCESS OF BIDDING FOR AN EVENT
• Receive the inquiry
• Decide on intent to bid for the event
• Event feasibility – decision to proceed or cease
• Form a team to prepare and submit bid document (proposal)
• Acceptance from client, or rejection by client
• If accepted contracts are signed here
• Begin strategic planning, or analyze why rejected

10. WRITING THE PROPOSAL
• Cover page
• Contents List
• Introduction
• Interpretation of the Brief
• Background or Company
background – and Team Member
Biographies
• Terms and Conditions
• Theme and Décor
• Food and Beverage Requirements –
menu
• Details of Proposed Venues
• Timeline
• Event Schedule
• Transport for Guests
• Health and Safety Considerations
• Full Costing or Package Price

12. PRESENTING A PROPOSAL
• Detailed descriptions
• Visuals
• Pictures
• Websites/weblinks
• Creative ideas
• Describe the Theme/Mood

13. WHAT WINS BUSINESS?
• Creativity
• Professionalism
• Experience
• Time in the Industry
• Appropriateness of Experience
• Credibility – references, awards, certificates