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Sector : (HOTEL AND RESTAURANT)
Qualification Title/ Level : EVENTS MANAGEMENT SERVICES NC III
PLAN AND DEVELOP EVENT PROPOSAL OR
Unit of Competency : BID
PLANNING AND DEVELOPING EVENT
Module Title : PROPOSAL OR BID
About this Competency based Learning Material
INTRODUCTION :
CONTENTS:
1. The proposal/bidding process for a specific meeting/event, including
effective assessment of the event brief, coordination of all details and
resources to meet the bid
2. Requirements and professional presentation of bid materials and
documents
3. Typical bid/proposal requirements and formats.
4. Industry practices relevant to event management
5. Organizational skills in terms of event planning
6. Communication skills to be able to present proposal or bid
PERFORMANCE CRITERIA
1. Contents of the event brief are accurately interpreted and the company’s
capacity to meet stated requirements is assessed.
2. Action required for the development of the proposal or bid is identified
and planned.
3. Liaison with customer is undertaken to clarify requirements when
appropriate.
ASSESSMENT METHODS:
Oral questioning or interview
Review of portfolios of evidence of on-the-job performance by
the candidate
Third-party workplace reports of on-the-job performance by the
candidate
Learning Objective: After reading this information sheet, you must be able
to:
1. Define an event
2. To describe the main characteristics of events.
Introduction
What is an event?
In general, events refer to the things that happen around us. These
include:
For example, one has only to consider the average wedding event,
which will likely be composed of various costumes, food and drink,
speeches and behaviours which denote the meanings of the culture
in question.
True or False.. On the space provided before each number, write TRUE if the
statement is correct and FALSE if the statement is incorrect.
1. TRUE
2. FALSE
3. TRUE
4. FALSE
5. TRUE
6. TRUE
7. TRUE
8. FALSE
9. TRUE
10. TRUE
The following are the various kinds of events in leisure and tourism and
other related fields:
If properly done, events can be the thrill of the lifetime. If poorly done, they
can bring about a very unpleasant experience.
All events and their customers are important. Thus, they need the best
attention and treatment they deserve.
Since each event is unique, the event organizer should identify its unique
features before organizing an event
Events have similarities and differences. They are similar because the basic
principles of event organization can be applied to all events. Events have
universal needs such as funding, facilities, transport, marketing, and
staffing. They face common problems and can apply common solutions.
Hence, sports organizers can learn from art organizers and vice-versa.
Events have unique characteristics that make one event different from
another. They could vary depending on the following:
1. Geographical Factor
2. Size of population
3. Age of population
4. Number of voluntary organizations
5. Affluence of the community
6. Ability of the organizers
7. Nature of the site/location
8. Facilities and equipment available
The following are the important steps to follow to achieve a successful event:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Learning Objective: After reading this information sheet, you must be able
to:
1. Differentiate the 4 general categories of events.
INTRODUCTION
These days, event management services are in high demand, as more events
are being arranged in increasing numbers. Over the past ten to fifteen years,
the event management industry has witnessed huge growth. Each year,
across the world, nearly $500 billion is spent on planned events.
b. Leisure Events
c. Cultural Events
d. Personal Events
e. Organizational Events
TEST 1.
IDENTIFICATION
.
_____________1. Events that involve managing facilities like sports
grounds, recreation centers, parks and entertainment
venues. Also, it can involve managing a celebration or
festival, sporting contest or concert.
Test I. Identification
1. Leisure Events
2. Organizational or Corporate Events
3. Cultural Events
4. Personal Events
Learning Objective: After reading this information sheet, you must be able
to:
Explain the general elements of an event.
Introduction
Along with understanding the event objectives, it is also crucial to know the
answers to some other important questions. You will need to know how
much money you have to spend on the event; what is the event’s budget?
Also, how many people are expected to be attending? What is the desired
duration of the event and what time of day should it begin and end? Indeed
it may be an event that continues over several days, you will need to know
how many days it will take place over.
QUESTIONS ELEMENT
What event are we organizing? Type and title of event
Why are we organizing the event Purpose for holding the event
Who are expected to attend and to Participants of the event and the
organize the event? role they play
Place or venue where the event is
Where is it going to be held?
going to take place
When is it going to be held? Date and Time of the event
How much is it going to cost? Resources
Date Develop Document No.
EVM NC III May 2016 Issued by:
PLAN AND Developed by:
DEVELOP EVENT Revision #
PROPOSAL OR BID Orlando G. Umali
These elements will be explained further below.
12. Event titles should not include details like event sponsor.
These details should be included in the event description, which
appears on the event detail page.
Event Descriptions
Examples
[Event title]
Government Careers Forum
[Event title]
Charter Cities: From Idea to Implementation
[Event description]
Paul Romer, a prominent American economist and specialist on
the theory of growth and innovation, will discuss charter cities
and their potential impact on economic prosperity. According to
Romer, a well-run city is an engine for growth and collaboration
among its citizens leads to a more efficient way of life.
[Event title]
Brandeis Theater Company: ‘Ordinary Mind, Ordinary Day’
[Event description]
Experience Virginia Woolf’s darkly elegant voice in an original
stage adaptation of four compelling short stories. Follow her
fascinating characters in a quest beyond fact and reason to the
rich inner life beneath the routines of our days. Discover theater
that brings to life not only the outside world but also the
internal experience of a moment — a moment that may recall a
catastrophic memory, a passionate longing, a forbidden
question or a hidden truth.
[Event title]
‘Winter’s Bone’ Film Screening and Discussion with Filmmaker
Debra Granik '85
[Event description]
Debra Granik '85 will screen and discuss her best-known work
to date – the Oscar-nominated film "Winter's Bone." The movie
tells the story of a teenage girl struggling to survive in the drug-
infested Ozark Mountains while searching for her missing
father. Granik will take questions from the audience after the
screening. This event is sponsored by the Film, Television and
Interactive Media Program and the Edie and Lew Wasserman
Fund
Has the amount of staff time that will be needed for the event
been clearly established? Those planning for the event should
present a realistic proposal regarding the projected time that
staff will be supporting the event. Determine if this timing
conflicts with other known busy times for the organization. As
much as possible, event chairpersons should arrange for the
preparation details to be handled separately from the daily
running of the organizations.
The venue or type of event and its location is vital to success. There
must be a connection between the cause that the organization
espouses, the venue selected and the community being served. This
includes everything from the type of event, the space and the layout
of the event, as well as the convenience and appropriateness of the
location in relation to the community served by the organization. A
special location can spark excitement weeks before the event takes
place.
When you’re ready to search for the perfect venue, consider the
following 10 important factors:
1. Cost
As a cost-conscious organizer, you may want to keep the venue
cost down to allow more room in your budget for food and
beverages and entertainment.
Being flexible on the date can be a great negotiating tool, as
certain days of the week tend to cost less.
2. Location
A convenient location means different things for different events.
For an event with attendees within a limited geographic range, a
venue within a reasonable distance from most attendees’ homes
or places of work may make sense.
If many attendees will be traveling from out of town, hosting the
event at a venue near the airport or their hotels will be
beneficial.
3. Ambiance
Pay special attention to the existing decor inside the venue.
What style is the architecture and what does the building’s
interior convey?
If you’re holding a gala, you’ll likely need different venue
accommodations than you would for an expo.
The less the ambiance matches the desired feeling of your event
(upscale, high tech, etc.) the more decorating you’ll need to do to
make up for it.
Does it have tables, chairs and linens you can use? If a venue
has these items, you can save a great deal of money and effort
by using what they have, assuming it matches your theme and
ambiance.
Date Develop Document No.
EVM NC III May 2016 Issued by:
PLAN AND Developed by:
DEVELOP EVENT Revision #
PROPOSAL OR BID Orlando G. Umali
Does it have a setup/clean up crew? If you’ve found a venue
which provides a setup and clean up crew, rejoice! This isn’t
always the case. If these services aren’t available you’ll need to
build your event team.
What are the F&B Minimums? If your venue offers food and/or
beverages, find out what the food and beverage minimums, also
known as F&B minimums, are and get this information in
writing. If you have past attendance records for this event,
ensure that those records are in line with the minimums. You
may have plans to attract an even larger audience this year, but
you also want to make sure that your bases are covered in case
attendance expectations are not met.
6. Parking
Uber and Lyft often provide a credit to new users. You can work
with them to set this up and let your attendees know the new
user discount code and encourage them to carpool.
You could offer valet parking for the event, even if the venue
doesn’t. Providing a valet may be essential if the event is an
upscale event such as a gala.
7. Layout
The layout and floor plan will greatly affect a few different aspects
of your event:
8. Accessibility
Date Develop Document No.
EVM NC III May 2016 Issued by:
PLAN AND Developed by:
DEVELOP EVENT Revision #
PROPOSAL OR BID Orlando G. Umali
Accessibility refers to the possibility that everyone, especially
those with special needs, can access the building and its
amenities. Before you can answer this question, you’ll need to
understand who your attendees are and what their needs are.
Meg Hall, C.E.O. of PartySpark.com elaborates on the
importance:
9. Insurance
10. Acoustics
Acoustics is just a fancy word for how sound travels through the
venue. A low ceiling will make the venue seem cozy, but it will
make it louder if it’s packed. Alternatively, a large warehouse-
style venue will result in echoes, or what architects refer to as
“reverberation”.
Date Develop Document No.
EVM NC III May 2016 Issued by:
PLAN AND Developed by:
DEVELOP EVENT Revision #
PROPOSAL OR BID Orlando G. Umali
Although, acoustics aren’t the be-all and end-all of your event,
there are things you can do to improve them such as making
good use of patios outside the venue, or as Armstrong Ceilings
states in their article written for the American Institute for
Architects’ website, you can use acoustical clouds or canopies.
Once you decide a right venue, now it is a step for you to consider how
to keep your attendees informed with up-to-date information and how
to engage them and get their feedback to make the event run more
smoothly.
Perhaps you know that about 800 people will attend your event
and the only hotel in the area you’ve chosen that will hold that
many is only available on two dates. That may limit your
options on which date you choose.
You have two choices. You can plan your event around the
dates the hotel has available, or you can change where you plan
to hold your event.
Talk to those who will be the biggest help in planning your event
and find out when they are available to attend and help you out.
It will be next to impossible to hold a successful event if only
You’ll also want to chat with your potential keynote speaker and
find out what dates work best for him. Finding a keynote who
will draw registrations can be a tough task, so the last thing you
want to do is lose your big name expert because that date isn’t
as good for him as it is for you.
6. The Resources
The Event Budget/Costs
Although the budget takes time to develop, there are some basic
rules that should be followed from the outset:
Test 1.
QUESTIONS ELEMENT
Learning Objective: After reading this information sheet, you must be able
to:
Define an event brief
Interpret an event brief
Write your own event brief/ concept paper
An event brief is a complete overview of the event you are planning to run. It
is written before any practical plans are made and long before the date of
the event. It includes any details relevant to the event and how you expect it
to run such as key dates, limitations etc. It is a document that should be
referred to throughout the planning of the event so that you can track your
progress and stay focused.
That being said things do change rapidly when planning events but any
adjustments made should be a development of the original idea set out in
your brief.
• To begin the brief process, you must give a clear overview of the event.
This may include: details of the events structure, the purpose of the
event and a clear description of what you want to happen during the
course of the event. The aim of the project should be included here.
(including targets and/or any ethos)
• If there are any partners from outside groups that you are working
with, they should be included in your brief, stating what they do, and
how they are involved in the event.
• State a clear budget at the start of the event to plan around. This
budget should be outlined in the brief.
• Lastly, any necessary contact details should be put in the brief so that
any questions about the brief can be answered.
EVENT BRIEF
University Programs &
Events
Proposed Venue:
Event Purpose
Other speakers:
Coordination:
1. Use the example of template #2; create your own event brief for a
prospective client who will be celebrating her debut.
2. Present the Brief to your Trainer for checking.
Assessment Method:
Criteria YES NO
Feedback
Learning Objective: After reading this information sheet, you must be able
to:
Understand the importance of bid process and bidding for an event.
Explain the main PURPOSE of the bid process.
Explain the tasks involved in a Bid process.
It is often the case that more than one Event Company will desire to stage
an event. Such a situation is healthy and generally leads to a striving by
each bidding organisation to show that they can put on the best event. The
decision as to which club will host what event is usually taken at meetings
of the organisation that governs the event. For example, the decision as to
which club will host a regional or local event will be taken by the regional or
local association.
It is a normal practice for any representative body, at any level, that has the
responsibility to select which organisation will stage an event, to ask each
and every rival organisation to supply a proposal detailing how they will
organise and stage the event. This process of supplying a proposal is often
referred to as the "bid process". The main purpose of the bid process is to:
When organisations are required to enter into a formal bid process in order
to win the right to stage an event, there are two tasks.
Bid Preparation
Bid Presentation
The amount of detail required in the event proposal will depend on the scale
and importance of the event. However event proposals generally share many
common components.
The information that event proposals should convey includes but is not
limited to the following:
A National Sports A NSO may receive requests from more than one
Organisation (NSO) organisation wishing to organise a National
Championship. The NSO must therefore decide
Example: which organisation has the right to organise the
event. Each state may be asked to submit a
University Athletic proposal to the NSO outlining how they will
Learning Objective: After reading this information sheet, you must be able
to:
Understand WHAT INFORMATION is contained in an event proposal.
Explain the nature of each information contained in the proposal.
Create a simple event proposal.
When writing an event proposal the amount of detail required will depend on
the scale and importance of the event. However event proposals generally
share many common components. The information that event proposals
should convey includes but is not limited to the following:
The organisation or entity bidding for the event should extol its
experience and capability.
It is crucial that whoever assesses the bids firmly believes the bidding
organisation will be able to put on a good show.
The proposal should also describe any training that will be given to
event volunteers.
If the venue has staged similar events in the past, you should make
mention of this.
The event budget should not show a loss when all projected income
and expenditure has been taken into account.
If the budget predicts a loss there will be major concerns in the minds
of those who assess the event bid proposal.
Assessment Method:
Criteria YES NO
2. Event description
Feedback