INFORMATION SHEET 1

PROPOSAL/BIDDING PROCESS THE BID

In events management, the bid is the proposal to host an event. The bid submitted
by a proponent, which can be a supplier/PCO, a destination management
organization /CVB or tourism board or the local chapter of an international
organization. The proponent submits a bid to the owner of the show, wishing to
assume the gains and responsibilities of the event host.

Why would anyone want to assume such responsibility? The primary reason
for bidding for an international event is profit, which can be monetary or non-
monetary. A tourism board - which is usually a government agency — for instance,
bids for assists for bidding for an international event for the tourism receipts, the
resulting multiplier effect and infrastructure development that the event brings to
the destination. Local chapters invite their mother organizations to hold an event
in their locality for prestige, technology transfer and, sometimes, for monetary
profit, too. For example, the local chapter of an international association of dentists
can bid to host the organization’s annual world congress, which is expected to give
the members of the local chapter better access to new techniques and technologies
in the practice of dentistry among other benefits.

The most prestigious international events like the Olympics, World Expo and
World Youth Day are up for bidding as well. Imagine the publicity, income and
developments that these events can bring to the host destination.

There are three stages in the bidding process: before, during, and after bid presentation
of the bid proposal. The next stage is the submission and presentation of the bid to the
organization. The final stage involves the course of actions undertaken upon winning or
losing a bid, such as visitor campaign and preparations for a won bid or bidding again
at the next call for proposal for a lost bid.

Steps in bidding:

1. Before the bid presentation

First come the identification of a call for proposal or opportunity to bid, after
which a preliminary study must follow. The preliminary study for a bid is akin to
an event concept and feasibility study. Hence the format can be used paying a close
attention to the following:

 Historical information related to previous events such as dates, venues,

and attendance - since most events up for bidding have been staged in the
past.
  Hosting requirements, for example number of meeting rooms to be used,
meeting room set-up and technical requirements, number of days, number
and pro-file of guests, lodging requirements, air and land transportation
requirements, social functions, meals, among others.

 Financial responsibilities between the international and host organization.

 Competing countries that have signified interest to bid for the same event.

 Bid presentation procedure, such as date, venue, method of presentation, and
the like.

The bid paper itself contains all the terms of the proposal such as the services to
be provided by the host, the cost the unique selling point. The major parts of a bid
include the following:

 Formal letter of invitation/ proposal to host the event, highlighting the

proponent’s hosting capabilities and unique selling point.

 Package details for hosting requirements - a listing of facilities and services
which will be made available to delegates together with corresponding rates.*

 Endorsement from concerned government agencies

 Information and promotional materials.

* The proponent may seek the assistance of a CVB or tour operator to securing
advance rates from hotels, airlines, transport operators and other suppliers, especially
for events slated five to 10 years from the time of bidding.

2. Presenting the bid

After drawing up the bid proposal, it is then presented to the committee in charge
of the event, the board of directors or at the general assembly of an international
organization. Do follow up after the presentation

3. After the bid presentation

Upon winning the bid, draw a contract or a memorandum of agreement defining

the areas of responsibilities between the bid proponent (i.e. the local association) and
the international organization: or upon losing the bid, evaluate re-bidding possibilities
and revise the bid.
SAMPLE LETTER
11 Jun 2014

Marketing Manager

X Corporation
Address, Makati City

Dear Me. Dela Cruz,

Are students a major part of your target market? Looking for an event where you
can promote your products?

Our Events management Class at the ABC University is organizing a Nihongo

Festival that is expected to attract 500 students from other participating schools, in
addition to the 20,000 students enrolled in our university this semester.

The event will be held on October 30, 2014 (Friday) at our university’s ABC Theater.
The university’s strategic location at the heart of Manila’s university belt will provide our
sponsors with the needed exposure aimed at the student market.

We invite you to take advantage of this opportunity and be one of our partners. We
have attached the details of the program and the sponsorship package, for your reference.

We will be glad to meet with you to discuss our proposal further. Our marketing Com-
mittee Head, Ms. Maricel Alano, will call your office to follow up on our request. Ms. Alano
may be reached through her mobile 09xx-xxx-xxxx and email maricelalano@info.com.

Thank you and we look forward to your most favorable response.

Very Truly Yours,

Bernice McFlurry

Bernice McFlurry

Class Chairman

Noted:

Bernette H. Bogsiwara

Class Adviser
 INFORMATION SHEET 2
TYPICAL BID/PROPOSAL REQUIREMENTS AND FORMATS

Event Proposal Template

If you are about to write an Event Proposal, a template may save you hours of work and
provide greater assurance of completing the task successfully.

An event proposal template in Microsoft Word format is available on this website that
has sections for the following:
 Event details
 Event description
 Proposed event program
 Human resource
 The venue
 Equipment
 Scope of work
 Budget
 Evaluation
 Risk management

The template provides examples and guidance on how to fill out each of the above sec-
tions. Not all sections will be needed for every event and much depends on the scale
and purpose of your event.

This template will be useful in a variety of contexts including:

 key personnel in an organization are putting an event proposal together for
consideration by the committee or board of directors
 your organization is proposing a special event which involves other
community organizations
 your organization is bidding for a special event and you are competing
against other bidders
 you are applying for government funding or seeking commercial sponsorship
The legacy that special events leave includes:
 Raising performance standards
 Raising the profile of the organization in the community
 Providing promotional opportunities for sponsors
 Improving facilities
 Upskilling volunteers

Sometimes is not easy to make a decision on whether to bid for, and then organize, a
major event. People will have differing views dependant often on how comfortable they
are with the extent of work that is involved.

Selecting the Venue

Step 1: Analyze the event's need for a venue

It is necessary to ask many questions about what sort of venue is needed. Here are just
a few of the questions that should be considered.

 Do we need an indoor or outdoor venue?


 What audience capacity does the event require?

 How long do we need the venue for, including setup and takedown?

 Is it necessary to select a venue with good public transport access?

Step 2: Investigate possible venue

In a large metropolitan area there may be a great variety of venues from which to
choose. However, outside of the metropolitan areas choice may be extremely limited.

On the assumption that your organization does not own and operate a perfect venue for
their event, event organizers should research possible venues by:

 Contacting government agencies who may maintain and publish a database of

sporting, cultural and educational venues

 Consulting industry peak bodies that represent organizations in the sport and
recreation industry and/or the entertainment industry

 Searching the "Yellow Pages" Directory or the "Yellow Pages" Internet web site
  Utilizing one of the CD ROM products on the market to search an electronic data-
base of telephone numbers by name field or business category field

 Contacting schools, colleges and universities individually

 Telephoning a venue and asking for assistance, if they cannot help they will more
than likely refer you to someone who can

 Telephoning experience event managers and/or sports administrators.

All information, even subjective comments, found as a result of researching venues

should be retained for future use. Event managers should create their own database

Step 3: Make site visits

Once some possible venues have been identified, it is important to make a site visit.
Venue staff are usually only too pleased to show prospective customer's around. The
purpose a site visit is to determine the suitability of the venue. The table below identifies
and explains five facets of suitability.

Venue suitability

Dimensions  Area must be appropriate to cater for the event i.e. abide by rules (if a sport). For indoor
venues, ceiling height must be sufficient.

Environment  The venue needs to be appealing to all participants. The venue should appear to be well main-
tained and clean.
 Indoor venues - consideration needs to be given to lighting and air temperature control. Seating
needs to be comfortable and in good view of the performance area. Places to relax away from
the performance area also a beneficial feature.
 Outdoor venues - advantageous elements include sufficient drainage, lighting, shading and pro-
tection from wind.

Facilities  Sufficient changing areas, showers, sauna, etc

 Kitchens, canteens and food serving areas
 Offices or meeting rooms for Media and the Event Staff
 Telecommunication facilities - telephone, fax, Internet
 Public address system is available

Position  Can be accessed by public transport

 Nearness to majority of participants
 Sufficient accommodation within reasonable distance 
 Shops in close proximity

Cost  The cost of the venue need to be within the realistic limitations of the event budget.
Equipment has been left out of the above list. Organizations booking venues
can be rea-sonably expected to supply and transport to the venue the
equipment that their event needs. Some exceptions to this rule may be items
related to popular indoor sports such as basketball hoops and backboards,
indoor soccer goals, volleyball nets, etc. However this may only apply if the
venue being sought is an indoor sports center. Clearly if a cultural venue such
as a theater is being sought for a sport such as Olympic Weightlifting, venue
managers cannot be expected to provide equipment.

Step 4: Agree on price and terms

Once you have identified some possibly suitable venues, your next step is to
enter into negotiations with venue managers to get the best possible deal that
you can. Although venue managers will have standard prices you should not
think there is no chance of bar-gaining the price down, or alternatively,
bargaining for extra services.

If it proves to be difficult to get a reduced hourly rate, you may be able to get
some free time, or use of an additional part of the facility free, or obtain access
to sound equipment at no cost, or even get some additional personnel at a
reduced price e.g. security.

Step 5: Make a booking and confirm

When you have selected which venue is the best for your event, it is time to
make a booking. Although the venue will take a booking over the phone, it is
likely that you will be sent within a few days a contract that states:
 Facilities booked
 Dates and times booked
 Payments required e.g. deposit and final payments
 Other contractual obligations e.g. cleaning
 Your contact details

After you have signed and returned the contract together with a cheque
deposit, you should never assume that your booking is safe and forget about it
until the last week be-fore the event. It is well worth your while to keep lines of
communication open with the venue manager and to keep checking that you
booking is safe (i.e. does not get double booked).

Step 6: Make further site visits

The purpose of making further site visits is to assure yourself that nothing has
changed, or at least that any changes that do occur will not affect your event.
Changes that could occur include lighting, fixtures removed, equipment and
decor.

Further site visits are useful also to plan your event e.g. shipping in
equipment.