MODULE: MANAGEMENT OF EVENT OPERATIONS

SAMPLE PROPOSAL

Requirements:
• Number of members in each group: 6-7 students/group.
• Duties for each member
o Leader (setting strategy and monitoring progress towards goals, manage
the operation, sponsor),
o Account (viết creative brief từ client briefs, propose solutions for crisis
management)
o 2 Copywriters (lên ý tưởng, content, concept, agenda, messages)
o 1 Designer (thiết kế slides, ấn phẩm cho sự kiện, key visual)
o 2 Planners (Media activities, general timeline, on the day staffing,
budget)
Forms & Proposal Writing Formats:
- Proposal is limited to 50 pages
• The 1st page: Cover proposal
• The 2nd page: Member roster (including photo, Student’s ID code and their roles)
• The 3rd page: Table of Content
• The 4th – 49th page: Main content
• The last page: Group Evaluation Form (is created by Leader) along with this
paragraph
We hereby confirm that the proposal was created and completed by our ideas. We
also take all responsibility if our proposal overlaps with any previous proposal due
diligence checks to carry out fraud prevention checks. This is an imaginary proposal for
the subject of Management of Event Operations, thus everything particularly mentioned
within the plan isn't real and is not the official event nor legality related to the actual
operation of the enterprises or organizations.
Process 1: PRE- EVENT
1. Overview of the organizer and client (Account)
2. Event description (Account + Copywriter)
• Event name
• Event concept
• Type of event:
• Target audience
• Objective
• Site description
• Venue/ location:
• Main timeline:
Event start date/s: Event end date/s:
Event start time: Event end time:
• Event organizers contact details
3. Event Management (Leader)
• Major stakeholders and agencies
• Sponsorship opportunities
• Venues/ locations
• Event map
4. Approvals and consultation: (Leader)
• License to Organize/ Licensing of related parties/ Event-Facility Rental Agreement
• Music or Image Licensing
• Security
• Facilities
• Waste and environmental management (for Music concert or outdoor events)

5. SWOT Analysis (Account)

 STRENGTHS WEAKNESSES

OPPORTUNITIES THREATS

6. Timeline (Copywriter)
(As detailed as possible)
Duration Duty Person-In-Charge Note
From….to……. All teams/
……Section
7. Ticket and price program (Planners)
(Including event ticket types, sample of the ticket)
How many tickets?
Benefits of each type of ticket
How to Sell Event Tickets: Online or Offline?
Payment methods: Bank transfer or cash?
Place of selling Event Ticket
▪ Venue:
▪ Time:
8. Advertising and Promotion (Designer)
• Message (Copywriter)
• Color Codes (explanatory)
• P.O.S.M
(Including sample for each one and technical specifications)
Ticket size
Main banner
Standee
LED Screens
Another banner (if any)
 Promotional event items (if any)
P.O.S.M for each article on social media (Team design MUST cooperate with
Copywriter to complete these tasks)

9. Media activities (Planners + Copywriter)

• Target media
No. Detail Target Prediction
….. ….. ? likes/ views/ reaches….
• Media planning or Marketing timeline
No. Date Channel/ Press Content Details Notes

10. Budget (Planners)

Currency: Vietnam Dong (VND)
Description Unit Rate Quantity Total
Nội dung cần chi Loại Đơn giá Số lượng Thành tiền

Covering three main stages of event operation

11. Risk Management (Account)

Situations Solutions

12. Pre-Event Staffing (Leader)

• Rosters: Including…. groups
• Organizers:
✓ Designation: …………….
Name: …………………….
 In charge in: ……………….
…….
• Volunteers (no salary) and Coordinators (get salary)

No Team/ Position Responsibilities Requirements Quantities

Section

• Functions of different teams

CONTENT TEAM
▪ ….. Organizer - …… Volunteers/ Coordinators
▪ Duties:
DESIGN TEAM
▪ ….. Organizer - …… Volunteers/ Coordinators
▪ Duties:
COMMUNICATION AND MARKETING TEAM
▪ ….. Organizer - …… Volunteers/ Coordinators
▪ Duties:
LOGISTICS
▪ ….. Organizer - …… Volunteers/ Coordinators
▪ Duties:
EXTERNAL RELATIONS AND FINANCIAL TEAM
▪ ….. Organizer - …… Volunteers/ Coordinators
▪ Duties:
(Tên các bộ phận có thể thay đổi tùy theo Ban tổ chức sự kiện)
Process 2: ON THE DAY
1. Event Staging (Planners + Designer)
• Main stage decoration
• Equipment’s
• Services
Electricity
Parking
Notification about the traffic
Dressing rooms or preparation rooms
Toilet facilities
Emergency area (if any)
2. Agenda (Copywriter)

3. On the day staffing (Planners)

Team: ………….
Time Work content Number of Note
people
…. AM - …. AM - ………………...
…….

4. Buffet of the event (If any) (Planners)

✓ Time:
✓ Target participants: All participants of the event
✓ Buffet’s menu:
Process 3: AFTER EVENT

1. Event Evaluation (Leader + Planner)

• Objective
✓ The aim of the event organizer is to improve the feasibility and to reduce risk
✓ Creating good reputation and good impression for students as well as artists
✓ There is going to have season 2
✓ Building long-term relationships with the artists and stakeholders
• Planning
• Papers Đặt ra những câu hỏi để đánh giá
• Media advertisement mức độ thực hiện từng bộ phận
công việc
• Set up, decorate
• Set up, decorate Ex:

• Logistics
• Personnel
• Organization of implementation
• Coordinating events, solving risks
• General evaluation after the Event
2. Event Feedback (Gather data after the event)
Channel/ Press/ Journal
Ex: Official Channel
Kenh 14….
…..
Papers
- The application for a license of the
local authorities (is it smooth, is it
on time?)
(Planners)
Detailed information
…. views/ likes/ comments
• Positive feedback: …. comments
• Negative feedback: …. comments
 3. Thank you letter (Design + Account)
Write thank you letters (paper letters and email letters) to guests, sponsors,
participants, and other stakeholders (Post articles, video clips, photos on social media)
Including samples
4. Group Evaluation Form