CHAPTER 4

THE PROPOSAL /
FINALIZE WORKING PAPERS
WORKING PAPER SUBMISSION

• Send working paper to Dean/HEA/HEP for approval

• Communication process (Practical)
• Speaker/trainer/facilitator
• Venue
• Various Departments (e.g- maintanance, transport, security, etc
• Caterers
• Sponsors
• Participants
• Others
PREPARATION

• Draft Items (Practical)

• Draft letters
• Audiovisual aids, video, canopy,tables/chairs, equipment,etc
• Acknowledgment note (letter/card, etc) to Dean,VIP, speaker,
trainer, facilitator, and participants/persons involved.
 PREPARATION

• Draft speeches/forewords-Dean(or person officiating).Program Director, M.C address

and others.
• Draft promotional Materials :
• Poster, banner, invitation card and program book, radio or social network
annoucements
• Draft logo
• Draft design of t-shirt
• Draft program book
• Draft committee/participant name tags
• Etc (if appropriate)
PROPOSAL REQUEST

• Written in response for receiving proposal request from

parties intending to hold an event.
• Some requests are unclear outline and extremely brief
such:
• Phone calls(unclear)
• Formal written inquiry(detailed)
• Some requests much detailed on formal requests
• Planners who off and running upon receiving proposal
request without taking time are:
• running the risks (time, energy and money)
• Clients normally looking for planners who request a
qualification meeting
• demonstrating that they won’t proceed haphazardly.
QUALIFICATION MEETING

• Diving right into proposal focus.

• Proposal request is the shell from which planners build the
event.
• As you won’t build house on shaky structure – plan event
begin with solid foundation of information.
• Proposal request provide planners with outline – not
detailed.
• Company representative or committee ranging size - 2 to
20 or more.
• Review-type, objectives, mark et,etc.
• Narrowing down choices-select major opinion.
• Recommendations-strategies, planning, and operational activities.
SEVERAL TOPICS DISCUSSED AT
QUALIFICATION MEETING
• Who the client?
• Audience, speaker, trainer, or facilitator

• Why are they holding the event?

• Scope, topic, market.

• Who will the guests be?

• VVIP,VIP, or special guest.

• What is the event objectives?

• Related to the event purposes
• Findings on events results.
PLANNERS NEED TO KNOW
AND UNDERSTANDING PAST
CLIENT HISTORY
• What have they done before?
• Where have they done it?
What type of venues have been used?
• What type of event elements have been included?
• What were the event objectives in each of those cases?
• How successful have their events been in the past at
meeting their objectives.?
• What worked and didn’t work from the client’s
perspective?
• What was the final bill – the actual total cost of the event
THE PROPOSAL

• Proposal speaks volumes about the quality,quantity

and care their actual event.
• A proposal:
• Shows work ethic and level of standards
• Attentive to details
• Knowledgeable
• Thoroughly researched the destination and possible
venues
• Creativity
• Operation skills
• Can whatever proposed be actually done
• Level of expertise
WINNING PROPOSAL

• Presentation designed to be pleasing – not just a show but should

attract buyers.
• How good/skillful is the company at producing a successful event?
• First step in producing successful event is producing successful
proposal.
• Could be a deciding factor
• Remember – the person you presenting may not the final decision
maker
• They may take the proposal and using it to present the idea to their
executive committee
• There may be other scheduled presentation on the same day
• The proposal has to speak for itself
• It has to shine on its own
• Proposal can set event planning company apart from their competition
PROPOSAL PREPARATION:
THE INITIAL STEPS
• Qualification meeting has taken place with client
• Thorough review of all the client’s requirements and event
objectives has been conducted
• Client’s budget guidelines have been determined
• Client history is known – avoid duplication (unless client is
open)
• Familiar with client’s likes and dislikes
• Begin research availability, feasibility and to enter into
negotiations with suppliers
• Start collect material to be used to prepare proposal
• Cost sheet covered in detail
• Clearly defines event elements and the cost breakdown
PRESENTATION

• Proposal portion where event planners utilize

visualization techniques
• Painting picture in their minds using words
• Visual images
• Must incorporate what guests will actually be seeing,
what they will be feeling, hearing, tasting or smelling.
• Obtain an emotional response from client
• Let them clearly see themselves standing there,
experiencing what their guests will be feeling
• Proposal should contain both suggestions of event
elements and what can be added– depends on budget
• Do not limit client options or creativity
The End