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Develop an Event Concept

Plan and Develop Event Proposal and Bid


Develop Event Program
October 23, 2012

Sir Benedicto Capule
Event
What is an EVENT?
FACTORS TO BE
CONSIDERED
1. Geography
2. Size of Audience
3. Age of Audience
4. Number of Orgs.
5. Affluence
6. Ability of organizers
7. Nature of the site
8. available facilities and
equipment
Event Management
involves studying the details of the brand,
identifying the target audience, creating the
event concept, planning the logistics and
coordinating the technical aspects before
actually executing the modalities of the
proposed event. Post-event analysis and
ensuring a return on investment have
become significant drivers for the event
industry.
Event Management as Marketing
Tool
Event management is considered one of the
strategic marketing and communication tools
by companies of all sizes.

^ Ramsborg, G.C.; B Miller, D Breiter, BJ Reed & A Rushing (eds), Professional meeting management:
Comprehensive strategies for meetings, conventions and events, 2008, 5th ed, Kendall/Hunt Publishing,
Dubuque, Iowa. ISBN 0-7575-5212-9
Bowdin, Glenn; Johnny Allen, William O'Toole, Rob Harris, Ian McDonnell. Events Management (Events
Management S.) ISBN 0-7506-6533-5
Goldblatt, Joe. Twenty-First Century Global Event Management (The Wiley Event Management Series)
ISBN 0-471-39687-7
The early event development
stages include:
Site surveying
Client Service
Brief clarification

Budget drafting
Cash flow management
Supply chain identification
Procurement
Scheduling
Site design
Technical design
Health & Safety
First Aid Services
Environmental and ecological
management
Risk management
The key disciplines closer to
the event are:
Health & Safety including
crowd management

Logistics and vehicle selection
Rigging
Sound
Light
Video
Detailed scheduling and
agenda planning
Security
Event Classification
Events can be classified into four broad categories
based on their purpose and objective:
Leisure events e.g. leisure sport, music, recreation.
Cultural events e.g. ceremonial, religious, art,
heritage, and folklore.
Personal events e.g. weddings, birthdays,
anniversaries.
Organizational events e.g. commercial, political,
charitable, sales, product launch, expo.
The Event Planning Process
Cruz, Zenaida. Convention and Event Management
The Event Proposal and Bid
The BID is the proposal of the Planner to host the Event
1. PREPARATION request for BIDFORM
2. PRESENTATION
3. PLAN THE EVENT:
Goals and Objectives
Audience
Program
Budget
Site Selection
Negotiations and Contracts
Committees
Marketing and Promotion
Food and Beverage
On Site Management
Evaluation
Event Proposal
Opening Letter
Company Profile
Event Description
Objectives and Action Plans
Event Theme, Venue
Event Timeframe
Program
Checklist
Venue Layout
Committee Planning / Staffing
Marketing
Financial Planning
Event Contract / Payment Contract

EVENT PROGRAM
1. Program Type
2. Program Content
3. Scheduling
4. Refreshments / Meals
5. VIP for Events
6. AVP and Equipments
7. On Site Management
8. Ancillary Activities
9. Registration

PLANNING
Planning the event
How would the company and its staff
participate in planning meetings?
How many staff members are assigned to
manage this kind of event?

Arrange a meeting to establish what work needs to be undertaken, by
whom and set timescales.
Obtain handover notes if this event has been previously organised by
other committees.
At this initial planning meeting it is essential that we set our event
objectives.
For example these can be along the lines of:
What is the event aiming to achieve?
What as an organization are we trying to achieve by hosting
the event?
Who are you trying to impact?
Define the target audience in terms of delegates and
sponsors.
Ask the group to define success.
In event planning, we decide who is going to be
involved in organising the event.
Set up a event planning committee.


Also, we decide on dates for regular planning meetings
and produce notes from meeting together with action
points. From the planning meeting, we draw up an
activity schedule together with list of actions, status of
actions and deadline dates. This will become our
working schedule. At each planning meeting we produce
an agenda based on the headings of the activity
schedule. Produce meeting notes together with actions.
These together with the activity schedule will be what we
use to plan our event.
PRODUCING THE EVENT
To put the event product in place, we will need to action the
following:
Event Budget: This needs to be drawn up and must contain a
revenue and expenditure section together with an actuals
column. Always include a contingency figure, say 10% of the
estimated total.
Programme: Clearly we identify our objectives so that both we
and our speakers know what the conference is aiming to
achieve and delegate expectations are met
Marketing and PR plan: We need to identify how we are going
to reach your target audience. Websites will need to be
designed or updated.
Event Schedule: This is used to plot all the various activities
that are taking place throughout the event

PRODUCTS AND SUPPLIERS
Once we have produced our event budget we can confirm our
suppliers and product requirements like:
PCO: Professional event organisers can help us plan the event as
well as manage delegate registration.
Venue: Ensure it is big enough to hold all the various event
activities. Confirm with the venue all costs to be incurred
Accommodation: This may need to be placed on provisional hold if
the event venue cannot provide or has insufficient space
Audio Visual equipment and production: This is something either
the venue can provide or we can source in-house. Alternatively
obtain up to three quotes from conference / AV companies
Catering, entertainment, transport, delegate bags etc: We make
sure that we have thought of everything at this stage so that there
are no surprises in the budget later on
IMPLEMENTATION
We make sure that we have procedures in place for
managing all the various event activities. These
procedures and booking forms should cover
processing registrations and finance, speaker,
session, workshop requirements, sponsorship and
exhibitor guidelines, venue and accommodation
requirements.
Remember to update our activity and events
schedule and to attend regular planning meetings in
order to report back on progress.
POST EVENT EVALUATION +
REPORTS
Produce and hand out evaluation forms
for delegates, speakers, sponsors and
exhibitors.
Arrange a meeting straight after the event
in order to obtain feedback from the
organisers / committee members.
Set a final meeting in order to review the
budget, evaluation feedback, outstanding
delegate payments etc.

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