Group One

Event Proposal

I- Come up with a very good cover letter

Executive Service Director

Mr. Anton G. Niegas
College of Hospitality Management and Tourism Laguna State Polytechnic University
Dear Mr. Niegas,
Thank you for contracting the event planner to organize the combined seven famous
festivals in the Philippines called the “Madayaw Festival”. We are so glad that you
choose us to organize the event and we ensure you that we will provide a meaningful,
safe, and fun event.
We would like to convey our interest in your event. Our preceding roles in event planner
covers the responsibilities of managing the event staff and coordinating the details that
your event would need. And our team would hold responsible to give your event
valuable experience in all of the areas of the event planning. We are determined to
enhance the aspects of our job. We would like to have the opportunity to overcome this
event and have the satisfaction of seeing and outcome of this event. We would like to
gain your trust and hope working with you again.

Thank you.
Sincerely,
Nicole L. Apolinar
The event planner manager
Email: nicole.apolinar@lspu.edu.ph
Contact no. 09202735580/09361589334
II- Prepare the introduction
1 Event logo, name, theme, Music video, official theme song and type

MADAYAW FESTIVAL
Madayaw means “Good, Valuable, and superior.
It is the celebration of life, a thanksgiving for the gifts of nature, the wealth of
culture, and bounties of harvest and serenity of living.

2.2 Venue
PHILIPPINE ARENA – we choose this event venue because it the
world's largest indoor arena. It is a multipurpose indoor arena with a
maximum seating capacity of 55,000 at Ciudad de Victoria, a 140-hectare
tourism enterprise zone in Bocaue and Santa Maria, Bulacan, Philippines
about 30 kilometers north of Manila. And it can accommodate the one-week
celebration of the Seven Festivals in the Philippines.

2.3 Target Date and time

Our Target Date and Time is on the 11th to 17th day of October 2021, because
October is the best month of the year to see the Grandest celebration of
Festivals in the Philippines. And in this time of month we can really enjoy the
festival vibe because of the hot sunny days and fully accessible country of the
Philippines.
 2.4 Duration and timing

Time and Date Activities / Festivals

Day (1) One 6:00 – 7:30 AM Parade

October 11, 2021 7:30 – 8:30 AM Holy Mass

8:30 – 12 NN Opening Program

1:00 – 3:00 PM Cultural Show

3:00 – 5:00 PM Mugna Kadayawan - Doodle Competition

6:00 – 8:00 PM Hablon Weaving face mask making (Dinagyang)

Day (2) Two 7:00 – 8:30 AM Floats Parade (Panagbenga, Pahiyas, Kadayawan)

October 12, 2021 8:30 – 10:00 AM Ati- Atihan Costume Making Contest

11:00 – 12:00 NN Flowers Arrangement (Panagbenga)

3:00 – 8:00 PM Street Dancing

Day (3) Three 9:00 – 12:00 NN Masskara Fashion Show and Costumes Exhibit

October 13, 2021 2:00 – 4:00 PM Longanisa fusion on the spot cooking competition
(Pahiyas)

4:00 – 5:00 PM Lechon Eating Contest

Day (4) Four 8:00 – 9:00 AM Tunog Kadayawan

October 14, 2021 10:00 – 12 NN Dinagyang Warrior Fashion Show

1:00 – 3:00 PM Singing Contest

5:00 – 7:00 PM Electric Zumba MassKara

Day (5) Five 8:00 – 10:00 AM Kadayawan Floral Parade

October 15, 2021 10:00 – 12 NN Photo Contest

 2:00 – 5:00 PM Motorcycle Show

Day (6) Six 8:00 – 10:00 AM Larong Pinoy ‘Carrera de Bao’ (Pahiyas)

October 16, 2021 10:00 – 12 NN Landscape Competition

7:00 – 11: 00 PM Pageant

Day (7) Seven 10:00 - 12 NN Ati- Atihan Themed PPE Making

October 17, 2021 6:00 – 7:00 PM Awarding Night

7:00 – 8:00 PM Pyromusical Competition

8:00 – 10:00 PM Live Band

2.5 Overview of the event

Madayaw Festival is a grand feast that will be celebrated on Monday, October

11, 2021 – Sunday, October 17, 2021 at Philippine Arena Ciudad de Victoria,
Santa Maria, Bulacan. It is a one week celebration of the seven famous
festivals in the Philippines to commemorate the glorious heritage, culture and
traditions of seven festivals in a one grand event.
We will use Google meet as tool to support the Madayaw Festival.

Monday, October 4, 2021 (Registration for the participants)

2.6 Purpose/objectives of the event, it has to be based in SMARTER

figure.

 To celebrate and showcase the goods, commodities and other crops of

the different provinces.
  To promote primes tourist attractions and celebrate the fruits of its land
and creativity of the people.
 To recall the traditions and cultures of the different festivals to the
people.
 To regain the spirit of the faith on the people to their gods/goddesses.
 To contribute to the development of a culture of inclusion and sharing
in the community.

III- Discuss event feasibility

3.1Management commitment to the event

Management Commitment to the Event entails direct participation by the highest level
management, as well as important considerations such as the safety of all candidates
and guests who attended the event, as well as the quality of the environment, security,
and so on. To manage our employees, we need to gain their trust, integrity, honesty,
and consistency. Management commitment must be motivated by a strong desire to
increase the quality of our event festival, and top management must not only lead but
also ensure that appropriate choices and actions are implemented. Only top
management has the drive and power to make changes

3.2 Marketing tactics

Marketing tactics is a method of utilizing the marketing mix to satisfy and attract all
participants in order to make an event more engaging. Marketing Methodologies These
actions assist us in achieving our goals.We can use our video presentation, logo, and
soundtrack from this statement to promote a good Marketing tactic and feedback for our
upcoming big event of the seven festivals from different place in the Philippines, by
posting it on social media websites like Facebook, Youtube, Tiktok, Twitter, Instagram,
and others.

3.3 Staffing

Staffing is an operation of recruiting the employees by evaluating their skills, knowledge

and experiences before giving them what job is compatible to them. Choosing a perfect
job role in every member may can get quality presentation in our event.

Event Manager
Nicole Apolinar
 Assistant Event
Manager
George Michael
Cahanap

Program Venue Equipment Promotions

Coordinator Coordinator Coordinator Coordinator
Prince Cj Ellaine Mariz Mark Jude
Carpio Carlos Agapay Basas

Officials Hospitality Merchandising

Coordinator Coordinator Coordinator
John Ronald Joydelle Jason
Cadapan Acu Cristoria

3.4 Risk management plan

Risk Management plan

In this part of the event proposal, we will identify different risk possible to happen in the
event. It is important to identify the possible risk to minimize the impact and to plan an
action in the risk.

High - High risk

Medium - Medium risk
Low - Low risk

Possible Risk During Risk Risk Impact Severity Possible Action

The risk
management
team needs to
put a staff that
will secure the
emergency exits
to make sure the
exits is wide.
During an
earthquake, the
risk
management will
help the people
Earthquake High High High to remain calm
and command
them to do the
duck, cover and
hold action. The
aiding team must
ready their tools
and equipment’s
outside the
Philippine arena.

Risk
management
must do a
checking of bags
Unexpected High Medium Low and physical
fights including inspections to
Risky tools avoid people to
bring risky
weapons

Look for more

sponsors as
Back out of High High High soon as possible
Sponsors and overcome
the expected
sponsors.
Ready the
equipment’s like
generators and
Electricity High Low Low solar panels
blackout energy. Prepare
emergency
power backup if
it is available in
the venue.
Give an extra
time extensions
in every activities
and update the
participants to
Late Participants High Medium Low come early in the
venue and give
deduction for
late participants.
The first aid kit
team must ready
Accidents Low Medium High their tools and
equipment’s to
give first aid.
Every participant
must undergo
Covid-19 Virus High High High swab testing and
Spread online
registration for
the event.
The event
manager must
have a backup
Suddenly the High Medium Medium venue near in
venue is no the place where
longer available the event will
happen.
Fire activities will
be prohibited
and make sure
Fire High High High that all
equipment’s that
can make fire is
 in condition.

3.5 Physical requirements

- The We Got You Events management team requires a swab test or rapid test result for
those attending the event. We will be conducting health checks such as temperature
screening and other symptom checking in a way that is safe and respectful, and in
accordance with any applicable privacy laws and regulations.
- Physical (Social) Distancing is advised upon arriving on the event venue. Stay at least
6 feet away from people. There will be tape on floors or sidewalks and signs on walls, to
ensure that people remain at least 6 feet apart in lines and at other times.
- We require that everyone wear well-fitting masks that fit completely over their nose
and mouth.

3.6 Financial aspect management

Financial management is the management of firm’s financial resources, in relation to its

acquisition and application. It is that branch of management, which deals with the
procuring, financing and managing business assets, to achieve the objectives of the
concern.
CATEGORY DESCRIPTION ESTIMATED COST ACTUAL COST

Philippine Arena 7 days 200,000.00 1,400,000.00

Equipment’s 7 days 100,000.00 100,000.00
Catering service 7 days 100,000.00 700,000.00
( Decoration, additional
table chairs)
Light and sound system 7 days 30,000.00 210,000.00
Photographers and 7 days 50,000.00 350,000.00
Videographers
Travel Expenses Participants 100,000.00 100,000.00
Advertising Promotional video, 50,000.00 50,000.00
Social media
account banner,
brochure etc.
Entertainment MC/Host 100,000.00 100,000.00
Security and Medical 100,000.00 100,000.00
assistance
Total 3,110,000.00
 3.7 Event check list in general preparations and Impacts

Event Checklist
7 to 12 MONTHS YES NO
Concrete the main goal of the event (To showcase the Abundance and gifts
and talent of seven (7) Festival in the Philippines )
Choosing event venue
Selecting a theme( design ,decoration)
selecting committee and delegate
Create an event Budget
computing cost estimate
Selecting Event Date
decide the equipment’s needed
choosing list of activities
Selecting the speakers of the event
Create event Logo w/ Tagline
Compose banners layouts, Brochure and invitation
Contact with event suppliers such as (Sound system, Lightning system,
catering, photographer, Videographer, Media)
Create promo video
Create Emergency Plan
Crowd controlling measure
Selecting Volunteers
Conducting a potential incidents and conflicts
Plan for a fund raising
Book Event Venue
Brand the event ( creating social media pages)
Preparing Awards (medal, Trophies and Certificate)
Write and contact request for sponsors
Create event goals and objectives
Creating Master plan
Hired Security personnel
Create promo video
Get Event permit
4 to 6 MONTHS YES NO
Finalization of the activities of the event
Finalize the venue
Finalize the date
Distributing invitations
Confirming event supplier( Sound system, caterer, Media, Lightning system,
photographer and etc.
Confirm designated task for every team assigned
Finalized emergency plan
Contact Security officers
Checking event facilities ( Rooms, Toilets )
Finalize event theme
Confirming attendees such as Sponsors, Delegates and Committee
Confirm request approval
Check the parking place
Check remaining funds
Finalize Event script
1 to 3 MONTHS YES NO
Advertise in social media
Hang a poster/ banner
Meet all the staff ( Delegate, committee and sponsor)
Create meeting in all participants
Review the plan, activities and assigned task
Print event program such as schedule, script
Check and prepare emergency supplies
Finalize of all participants in events
Check supplies and equipment
Give the list of all participants
2 WEEKS BEFORE THE EVENT YES NO
Finish plan follow up
Double check the details( such as schedules ,activities,)
Double check the facilities
Check the remaining funds
Remind participants
Remind, VIP, delegate and etc.)
Secure all item needed in the event
Give final schedule and mechanic of every activities
DAY BEFORE THE EVENT YES NO
Last call meeting for the event
Remind all you teams and volunteers to be well prepared
Prepare all things you will needed
Make sure all supplier did their part( sound system, lightning system and
etc.)
EVENT DAY YES NO
Go Early to the event
Be sure all tables of the committee and delegate organized
Assist sponsors, delegates, committee and etc.
Preparation food and snacks for the Committee , delegate and volunteers

3.8 Timelines or flow of Program activities per day

DATE AND TIME PROGRAM VENUE

DAY 1

October 11, 2021

6:00 – 7:30 AM Parade Philippine Arena Ciudad de Victoria,

7:30 – 8:30 AM Holy Mass Santa Maria, Bulacan.
8:30 – 12 NN Opening Program
1:00 – 3:00 PM Cultural Show
3:00 – 5:00 PM Mugna Kadayawan - Doodle
Competition
6:00 – 8:00 PM Hablon Weaving face mask
making (Dinagyang)

DAY 2

October 12, 2021

7:00 – 8:30 AM Floats Parade (Panagbenga, Philippine Arena Ciudad de Victoria,

Pahiyas, Kadayawan) Santa Maria, Bulacan.
8:30 – 10:00 AM Ati- Atihan Costume Making
Contest
11:00 – 12:00 NN Flowers Arrangement
(Panagbenga)
3:00 – 8:00 PM Street Dancing

DAY 3

October 13, 2021

9:00 – 12:00 NN Masskara Fashion Show and Philippine Arena Ciudad de Victoria,
Costumes Exhibit Santa Maria, Bulacan.
2:00 – 4:00 PM Longanisa fusion on the spot
cooking competition (Pahiyas)
4:00 – 5:00 PM Lechon Eating Contest

DAY 4

October 14, 2021

8:00 – 9:00 AM Tunog Kadayawan Philippine Arena Ciudad de Victoria,
10:00 – 12 NN Dinagyang Warrior Fashion Santa Maria, Bulacan.
Show
1:00 – 3:00 PM Singing Contest
5:00 – 7:00 PM Electric Zumba MassKara

DAY 5

October 15, 2021

8:00 – 10:00 AM Kadayawan Floral Parade Philippine Arena Ciudad de Victoria,

10:00 – 12 NN Photo Contest Santa Maria, Bulacan.
2:00 – 5:00 PM Motorcycle Show

DAY 6

October 16, 2021

8:00 – 10:00 AM Larong Pinoy ‘Carrera de Bao’ Philippine Arena Ciudad de Victoria,
(Pahiyas) Santa Maria, Bulacan.
10:00 – 12 NN Landscape Competition

7:00 – 11: 00 PM Pageant

DAY 7

October 17, 2021

10:00 - 12 NN Ati- Atihan Themed PPE Philippine Arena Ciudad de Victoria,

6:00 – 7:00 PM Making Santa Maria, Bulacan.
7:00 – 8:00 PM Awarding Night
8:00 – 10:00 PM Pyromusical Competition
Live Band

3.9 Agencies and major stakeholders

3.10 Evaluation strategy
IV- Highlight approvals and consultation

 Police
Police typically are responsible for maintaining public order and safety,
enforcing the law, and preventing, detecting, and investigating criminal
activities.
In the Event they usually policing principles of preventing crime, keeping
the peace and helping reassuring the event is safe.
 Government
Government authorities play a key role in ensuring community events are
organized, supported and facilitated. The government also help through
providing venues, funding, skilled labor or access to resources, or by
taking on event management responsibilities to deliver a public event.
 Environment
Considering environment for choosing a good location or potential venue
that will help attendees to feel comfortable and safe.

 Health

There should be a fine balance between implementing safety

guidelines, while also ensuring participants benefit from the event.
 Even with the general community quarantine (GCQ) underway, the
health and safety of everyone is still the top priority these days. Event
organizers face numerous challenges given the COVID-19 situation.
Amidst the government’s advisories, there are health protocols to keep
in mind when holding events.

 Have a floor plan that observes social distancing

 Consider pre-registration
 Manage the entry flow of participants
 Employ a “no mask, no entry” policy
 Regular sanitation of the venue
 Stay updated on the latest health protocols
 Go cashless
 Opt for pre-packaged meals

 Building

Capacity – can your attendees be safely accommodated inside the

venue? Will they be standing or seated? Is there room to circulate? Are
there pinch points where overcrowding could occur?
Access – is there sufficient access to the event site/venue for
pedestrians and vehicles? Are people with disabilities, wheelchairs or
pushchairs able to access the venue? Are there enough emergency
exits?
Hazards – does the site have any existing hazards, such as overhead
electric power lines or buried services that your structures could
interfere with? Is it prone to flooding or high winds? Consider ground
conditions and topography when positioning any temporary structures.
Facilities – how far away are the nearest hospital and fire station?
What are the public transport links like? Consider the infrastructure you
need for your event.

 Insurances

1. Event planning liability insurance

Liability insurance protects you financially if you’re sued for personal
injury or property damage. With liability insurance, if a guest or worker
gets hurt or someone’s valuable possessions are damaged at your
event, a lawsuit over these issues won’t drain every cent from your
coffers and put you out of business. A liability insurance policy covers
lawyers’ fees and any money awarded to the plaintiff.
 2. Event planning professional liability insurance
Professional liability insurance protects you financially if you’re sued by
clients who are dissatisfied with your work. This type of insurance is
sometimes called ‘errors and omissions insurance’, and in some
industries it’s called ‘malpractice insurance’.

3. Event planning liquor liability insurance

This type of insurance protects you against personal injury and
property damage claims when people have been drinking at an event.

4. Hired and non-owned auto insurance

This type of insurance protects you against lawsuits for personal injury
or property damage when an employee is driving for work. It covers
vehicles that aren’t owned by the business: rental cars, buses, and
employees’ personal vehicles.

 License on liquor

- A liquor license states where and when you can serve alcohol.
Different licenses are available to suit different businesses or
community organizations. Fees and legal obligations for liquor licenses
vary, depending on the type of business and license.

• Apply for business permit and licenses from the city or municipality
where your business is located. (1) brgy. Clearance (2) business
permit
• Apply for mayor’s permit
• Sketch for business location
• Fire extinguisher
• After releasing the mayor’s permit, you will receive a business
plate.
• Register with the BIR district office where the business is to be
located for authority to print invoice and book of journal.
 Contracts for service

• Payment, Deposit
• Scope of Services
• Amendment
• Termination
• Liability insurance
• Confidentiality
  Security

Uninvited guest can be expected in the event. Security helps keep

guests and staff safe at any event. A good security team will also help
reduce the risk of damage to the venue, keeping those all-important
costs down. Security can prevent such intruders and ensure only your
invited guests gain access to your event.

V- Enumerate marketing strategies

Make your tickets easy to buy

A big part of effective event promotion is meeting your ticket buyers where
they are. That means making it easy for them to buy tickets from whichever
environment they’re already in.

This includes:

Third-party ticketing platforms

If you sell your tickets through a third-party ticketing platform like Billetto, you
should consider keeping all of your events under the same profile. That gives
people a super quick overview of all your upcoming events.

How to promote an event: Event list

There’s an added benefit here. Someone who comes to check out one of your
events might get interested in some of the other ones. Or perhaps they have
a friend who’s interested. Either way, it’s a great way to give some exposure
to all events you’re organizing.

Your own website or blog

If you already have a website, the last thing you want is having people click
away from it to buy tickets or register for your event. They should be able to
do that directly on your site.
 Many ticketing providers (including Billetto) offer you a ticket widget that you
can embed on your site; that way, people can buy tickets and register with
just a few clicks...and without ever leaving your online space.

Social media channels

If you’re pasting links to your event on social media, make sure there’s a “Get
tickets” call to action in your post (and preferably on the page you’re linking
to).

Quick tip: If you create a Facebook event using your Facebook page (rather
than a personal profile), you’ll be able to paste a direct link to your event page
within a separate “Ticket URL” field, like so:

How to promote an event: Facebook ticket link

That way, people will get a “Find tickets” link on the Facebook event, which
should make buying tickets more straightforward:

How to promote an event: Facebook find tickets

The key takeaway here is: Don’t make people click more than necessary.

VI- Enumerate possible ways to get sponsorship

1. GOALS

The first thing that you need to do is revise your event goals, understand what
you can bring to the table, and identify how your event will provide a unique
value to potential sponsors.

Tip: Have an airtight event purpose and end goal. Start by having a deep
understanding of the event’s purpose and end goal. Think about why you are
producing it? What is the outcome you are hoping to achieve? What sets you
apart from other similar events? Sponsors will be asking these questions
when receiving your proposal. Doing this exercise will help you create
enticing proposals that showcase your unique incentives, also, it will make
you appear organized and passionate, which builds trust with your prospects.

2. DEFINE YOUR SPONSORSHIP CRITERIA

Defining your criteria will help you determine whether or not a company is a
good fit for your event. Not only you’ll be able to save time by avoiding
reaching out to companies that don’t align with your brand, but also you’ll
bring value to your existing audience by introducing them to companies that
offer a product or service they are looking for.

To secure profitable and productive sponsorships, focus on identifying which

associations would make great partners. Are you looking for sponsors that
understand the value of event marketing? Or whose target audience matches
yours in demographics and interests? You’ll see how you end up with a broad
range of options where you can choose from.

3. BUILD RELATIONSHIP WELL BEFORE YOU ASK FOR SPONSORSHIPS

Building relationships with companies before asking for their support will help
you successfully sponsor your event. Going to the same events decision-
makers attend, interacting with them, or attending their events are great
alternatives to start building connections with these companies. Don’t forget
that your goal is to create a relationship that isn’t an “ask” from the get-go.

4. RESEARCH SIMILAR EVENTS AND FIND OUT WHO SPONSOR THEM

Do your homework! Another way of finding sponsorship is to reverse engineer

the process and search for events similar to yours to discover which
companies offered financial support. Since these associations understand the
value of event sponsorship, they very likely will keep investing in this type of
marketing. Likewise, they already know that their target audience aligns with
yours, which makes it easier to approach.

5. LIST OF POTENTIAL SPONSORS.

Based on this information, you should compile a list of potential companies

that might be interested in what you have to offer. Once you have narrowed
down your options, the next step is crafting a tailored sponsorship proposal
that aligns with your sponsor’s needs. Like any other business deal, it needs
to be a win-win situation. When you have that ready, you can start doing the
event outreach to your prospects. Be confident in your approach, you’ll be far
more successful if you’re able to reflect this in your delivery. Getting funding
for any type of event can be an attainable goal, it just requires a well-thought-
out event strategy. To secure success, you need to find companies that align
with your values. These five tips will help you identify your event purpose and
goals, know what you want out of sponsorship, and get clear about the type of
companies you’re trying to attract.
Tip: Get sponsorship suggestions from your audience. While looking for
events that share your target audience, why not also ask your attendees for
sponsor suggestions? This will make them feel valued because you’re letting
them know their opinions matter. You want to have companies in your event
that resonate with your attendees, that makes them feel like they belong to
the same causes. For an attendee, seeing a brand on your sponsor list that
they’re already familiar with makes it easier to connect with it. Ask your
audience for potential sponsors.

6. FIND ALL RELEVANT INFO ABOUT YOUR POTENTIAL SPONSOR

Getting to know your sponsors better will help you address questions like:

Who is the key decision-maker, is there any initiator, influencer or gatekeeper

you need to be aware of?
What’s in it for them in the sponsorship?
How are you helping them meet their objectives?
The more information you have on each company, the better you’ll be at
communicating the event value in your pitch, which is essential to secure
partnerships.

7. DEFINE THE UNIQUE VALUE FOR EACH POTENTIAL SPONSOR

A sponsor will financially support your event if there’s an equal exchange of

value that benefits both parties. Think about what you are offering them in
return? VIP treatment? Subscriptions to a product or service from your
company? In any case, you need to determine the unique incentives that your
sponsors will get from funding your event.

8. PRESENT YOUR CONTINGENCY PLAN

In the case of an emergency or funding falling through, your sponsors might

want to know that they’re safeguarded. To be prepared for all scenarios, draw
up a contract with terms that benefit them if they pull out, but protect you if
they do as well. Keep in mind that if you decide to move forward with no
guarantee other than your word to back up their investment, it’s very unlikely
that any company will commit their money, causing your deal to fall apart.

9. USE DATA IN YOUR EVENT SPONSORSHIP PROPOSAL

Companies that sponsor events have their own financial goals, and data is
important in order to predict the success of the investment.
To present the most relevant information in your sponsorship proposal, think
first about why funding your event can benefit them and their customers the
same way they’ll benefit you and yours. Have you landed some big clients
lately? Do you have a new product on the horizon?

Use this opportunity to show your sponsors your biggest wins. Rail them in
with strong data visuals that outline relevant facts, figures, dollar amounts,
and anything else “shiny” and enticing about your event. Make sure to keep
your data up to date for when you present it in your proposal.

10. REACH OUT TO THE DECISIONS MAKERS AND OTHER KEY

STAKEHOLDERS

When reaching out to companies, don’t “cold pitch” sales associates who
can’t help you and probably won’t pass your information along. Also, don’t
randomly message people at the company in hopes they’ll put you in touch
with the right person.

These approaches are just a waste of time and it will not help you attract your
potential sponsor, at least not in a good way. There are several decision-
makers for event sponsorships, so make sure to find the right people to
communicate with and cut out the middlemen. You can start within your
network and reach out to people who you already know.

It is important to understand the buying center (see customer roles below) for
your Sponsorship and craft a pitch that answers questions from all the
relevant stakeholders.
Your sponsor opportunity may not be well received by others if that generates
a ton of extra work or may limit other important marketing initiatives.

11. FOLLOW UP AFTER YOUR PRESENTATION

Once you have pitched your proposal, don’t forget to follow up in a timely
manner. Not having an answer back from decision-makers doesn’t
necessarily mean that they are not interested. They are very busy people, so
it’s understandable if they missed your initial emails and/or social media
messages. Wait for a week or so to follow up at least once more.

Often making a quick call can be more effective than sending another email. If
they don’t get back to you within an acceptable time, move on with another
potential sponsor. It’s not recommended to put all your eggs in one basket, so
don’t rely solely on just one option.
VII- Discuss how financial aspect will be managed
Financial management is one of the most important responsibilities of owners
and business managers. They must consider the potential consequences of
their management decisions on profits, cash flow and on the financial
condition of the company. The activities of every aspect of a business have
an impact on the company's financial performance and must be evaluated
and controlled by the business owner.

It takes a lot of effort to arrange a festival, from setting goals to getting a crew
to making it all happen. This year, in particular, will necessitate even more
planning and preparation to guarantee that everyone has a fantastic and safe
experience at your festival.

Addressing COVID-19 Public Health & Safety Consideration

COVID-19 has had a tremendous impact on events all around the world, but
with the licensing and distribution of vaccines, there is a light at the end of the
tunnel.

As you begin to prepare a festival, you must be aware of what local public
health officials require in terms of health and safety regulations. As you
arrange your event, keep an open line of communication with the relevant
health officials and consider going above and beyond minimal health
regulations to protect the safety of your staff, volunteers, guests, and the
general public.

Step 1) Set specific goals for your festival.

Before you begin preparing a festival, it is critical to establish precise goals

for what success looks like for your festival this year. These objectives should
serve as a guidepost, directing you on what steps to take during the planning
process to achieve success. Your objectives should include both broad and
specific objectives.

Example:

1. Provide the most environmentally friendly festival experience possible.

2. Go above and beyond the minimum health and safety regulations.
3. Increase media coverage and social media involvement.

Step 2) Establish your festival's budget.

Now that you know your festival goals well, it's time to allocate a festival
budget to achieve these goals. There are many moving aspects of a festival
for which your planning is necessary to be examined and financed.

Example:
1. Event venue rental fee
2. Catering fee
3. Light and sound system fees
4. Rental of equipment
5. COVID-19 health and safety measures
6. Budget event planning

Step 3) Find a festival location.

Now that you've set your budget, it's time to start looking for a festival location
or venue. A festival venue can actually tell how participants and performers
perceive the festival, and it is therefore important that you choose a place that
is demographically accessible to the target and that suits the experience that
you want to offer.

Step 4) Arrange the lineup and merchants for your event.

Step 5) Create a marketing strategy for your festival.

It is critical to have a distinct sales proposition in all of your marketing

messaging. Essentially, you should have a marketing hook that distinguishes
you from the competition and inspires consumers to act correctly so they don't
lose out.

Here are some marketing platforms to explore for your festival:

1. A social media account, such as YouTube or Facebook, where you can

broadcast the event live.
2. Local media - Reach out to your local press, radio stations, and
organizations to expand your giveaway and paid advertising to these
channels.

Step 6) Organize volunteers and on-site personnel for your festival.

There can be no event without a dedicated team of event personnel and

volunteers. It is critical to the success of any event that they can adequately
staff their event, which for many events means enlisting volunteers to get the
work done.

To recruit volunteers for your event, you must develop a volunteer

management plan. To successfully and efficiently develop and execute a
successful event volunteer management plan, consider investing in an event-
specific volunteer management solution.

Step 7) Create a detailed agenda for your festival.

It's time to take a look at the event's schedule, logistics, and all of the details
that go along with it. Keeping your event schedule on track is critical to ensure
that your attendees have a positive experience while also ensuring that your
food vendors and staff can keep up with everything.

Step 8) See how your festival preparations pay off on event day.

Nothing beats the satisfaction of seeing all of your festival planning and
preparation pay off. However, there are always last-minute issues that arise in
the lead-up to and on the day of the event. You should also try to plan for
those last-minute situations. you should always have a Plan A, Plan B, Plan C
and so on.