An Event Proposal Template You Can Use

 

Every event needs an event proposal. Here’s how to build a great event proposal template that you can utilize time and time again, it’s great because it’s simple and because you can modify it to fit any of your event needs.

Whether you’re planning a small department party or a grand charity gala the most appropriate way to present your event to clients or management is by creating an event proposal. This is the most serious and professional way to go about planning your event and actually the most appropriate way to keep your own organizational sanity.

What is an Event Proposal?
An event proposal is basically the business plan of your event. It starts with an “executive summary” and goes on to cover every detail of the event.

Why do I need to have an event proposal?
You need an event proposal so that everyone on your team and everyone you’re working for are clear on what the event is about, know all the details of the event and can refer to it if any questions arise during your absence.
Imagine a situation when a venue calls to confirm the dates for an event you’re organizing and you’re out of the office and can’t be reached. The event proposal is something that your team can refer to for this vital information. Yes this seems unlikely however it has happened in the past especially for events that are happening far in advance or when multiple events are running at the same time.

Keep in mind that the event proposal will be viewed by many different stakeholders; marketers, finance, potential sponsors etc. Each with their own goals and targets, therefore the proposal should be general enough to paint the overall picture yet specific for each party to be able to make decisions based on the details provided in the proposal. Click here for an example of how your stakeholders will be reading and analyzing the event proposal.

Event Proposal Template in Detail:

I find it most useful to use my own custom made event template based on a number of templates I’ve used in the past and a number of non event planning templates. When you’re presenting your event idea listen and note the questions you are being asked, then incorporate them into the event proposal.

You’ll find a great event proposal sample here.

Introduction: In this section you are introducing your event, this is where you “write to impress.”  Use this space to sell your event by introducing the event concept, the event title and outline the event program.

Venue/Entertainment/Food & Beverage: This section will expand on your introduction and cover the main questions about the event; this is where you answer the 4W’s [Who, What, Where and When.]

Event Logistics: This is one of the more complex parts of the event proposal template and I suggest using an event planning template to complete this section. In this section you will explain how exactly you are going to attain what you’re promising in the first two sections. For example: how much are tickets going to cost, how are the invitations/registrations going to be managed, will this be an evening or daytime event? Will you be purchasing event liability insurance or just event cancellation insurance? Provide a detailed description of all products, giveaways, brochures, flyers, etc. intended for distribution at the event.

Finance: Your budget proposal, your anticipated expenses and anticipated revenue from the event. This is the place to state how you are going to report on the finances and how often.

Marketing: Present a general marketing strategy for your event or how you are going to work with the marketing department to market the event. Talk about your target audience and what need you are fulfilling with your event and why you think it is going to be successful. In addition: list PR companies, media coverage, celebrities and sponsors that you are going to be working with. Note: depending on the size of the event you might need to create and use a sponsorship proposal template when working with event sponsors.

Additional Points to Mention:

Key people: Who is on your team? What departments will you be working with and who is accountable for what. List all the key people who are going to be involved in producing this event and get approval for these names. You don’t want to be planning an event mid way and discovering that your marketing manager is tied up in two other events. Click here for more great tips on event proposals.

Important to Remember: The physical appearance of the proposal is important. Make it presentable, something that you wouldn’t be ashamed to show to a company CEO. It should be professional, appealing, exciting and to the point.

Source – Event Management Tales

 

Top 9 Catering Considerations When Planning an Event Menu

When planning the food and beverage for any event, it’s important for event planners to consider several “not-so-obvious” catering menu planning items to help ensure a successful program. Consider the following when planning your menu:

1. Know Your Guest Profile

What is the profile of the guests being invited to the event? For example, most business people attend many events throughout the year, and the phrase “rubber chicken circuit” is common among political, business and fundraising circles (and others). To prevent your event from having this description, consider the following:

• The professional level of your guest.
• The frequency your guest attends similar events.
• The location where guests reside.
• The ethnic background of your guests.

2. Know Your Guest Preferences

Understanding the profile of your guest, this allows the event planner to begin considering what menu options to offer. The following will help you better plan to meet their needs:

• Older groups of attendees may prefer a milder menu.
• Attendees concerned about health may prefer more seafood and vegetable options.
• Younger or middle-aged attendees may prefer spicier, more adventurous meals.

The idea here is to consider what your guests will enjoy the most based on the type of event you are planning.

3. Provide Menu Choices

Anyone planning an event should offer several choices so that all guests will be pleased with what’s available. Some general guidelines:

• Offer at least two choices of entrees (three is better).
• Offer three or more salad dressing options.
• Serve all condiments on the side.
• Offer two dessert options: one very indulgent, one healthy.

4. Incorporate Seasonal and Fresh Items

When selecting the menu, the time of year should play a large factor in determining food and beverage. Take into consideration which items are in season for spring or winter menus. Another important factor is to consider the region or location of the event and popular food items from the area. Incorporate fresh seafood or regionally grown produce.

5. Select a Menu that Fits the Event Schedule

Sometimes the clock will be the greatest guide to determining the menu for an event. Some examples:

• Box lunches are best if you have 30 minutes or on the go.
• Plated meals usually requires at least 1.5 hours.
• Buffets may be finished in about 1 hour.
• Cocktail receptions require a minimum of 1 hour before dinner.
• Working breakfasts or lunches should incorporate menu items that can hold up for longer periods of time than others.

6. Anticipate Special Needs

Before any event, it is critical for an event planner to find out if any of the guests have a special need so that the catering manager can address those needs prior to the event. Considerations include:

• Food allergies
• Religious requirements
• Dietary restrictions

7. Allow for a Comfortable Room Setup

Choose the appropriate room layout that supports your event objectives. If you’re serving a meal, the tables will be filled with used dishes and glassware, in addition to binders, notepads and pens. That’s why it’s important to choose the best room setup, and allow space for people to move. Examples:

• Boardroom setup should be for a maximum of 15 guests.
• U-shape and rectangle table layout to promote discussion.
• Classroom style is great for a presentation.
• Banquet style promotes small group discussions.

Regardless of the setup, allow for people to spread out. Tip: Setup for 8 in a 10 person banquet table.

8. Create Ethnic or Regional Menus

I’m a huge fan of planning events that have ethnic-specific themes. This allows an event planner and the executive chef to work together to bring region-specific and international foods into your event, and this will definitely please guests. Common ethnic catering includes the following:

• Asian/Chinese/Japanese
• French
• German
• Greek
• Italian
• Mexican
• Middle Eastern

Source – Rob Hard, About.com

10 Tips for Event Planners

This is obviously not an all-inclusive list, but here are some tips that can guide you in planning events for your clients.

Key elements for consideration before you start planning any event.

1. Key Objectives

• Be sure to set out and understand the objectives of the event.
• Consider what you are trying to achieve and how you will achieve this.
• Who are you trying to target and where do you need to be to reach them?
• Be sure to identify the unique selling point (USP) of your event and make sure you shout about it when marketing and advertising!
• Be original – don’t aim to copy other similar events.

2. Budget

• Decide on your budget and set it out in an easy to follow format. An Excel spreadsheet is more than adequate for this.
• Keep this budget sheet up to date and review regularly.
• Carry out a cost analysis to establish how much of the budget needs to be allocated to specific tasks. It’s no use planning a gala dinner dance if you have allocated 75% of your budget to the entertainer and then can’t afford to feed all of the guests.
• Be sure to set aside an element of the budget as a contingency – (approx 10% should be sufficient).

3. Team

• Establish a Planning Team and nominate one person as Project Manager to coordinate and oversee the progress and budget planning.
• Make sure everyone else knows who this person is and ask them to provide regular updates on their activities to the Project Manager.
• Agree a schedule of regular planning meetings. Make sure these meetings are minuted and clear action points assigned.
• Be certain to allocate timelines to each activity and set clear deadlines to avoid any creep in the overall project timeline.

4. Venue

• Compile a list of venue ‘must haves’ and appoint one person to research suitable venues.
• Be sure to check availability dates, seating and catering capacity, facilities and parking and any other events that might be taking place on the same day.
• Produce a shortlist for inspection and book the venue before announcing any dates to your attendees

5. Action Plan

Set out key procedures for the following:

• Advertising/Ticket processing.
• Invitations/Location Map/Parking Permits
• Dress Code/Theme
• Delegate/Guest arrival and/or registration.
• Managing entertainers/speakers/sponsors/exhibitors and guests.

6. Catering

• Source caterer and ask for referrals from previous satisfied clients.
• Wherever possible ask to attend a tasting before making your final choice from the menus available
• Make sure they can accommodate the date you require.
• Establish menu and any special diet menus.
• Check available facilities for catering at venue.
• Agree timings and numbers of servers with caterers. Hire additional staff if necessary.
• Keep caterer up to date with guest numbers and dietary requirements.

7. Guests/Delegates

• Ensure all guests receive tickets/passes/parking permits in advance of the event.
• Check for any special dietary requirements.
• Check parking and accessibility for any wheelchair users, disabled or infirm.

8. Entertainment/Speakers

• Secure any entertainment, special guests or keynote speakers early on to avoid disappointment.
• Make sure the venue can accommodate their set up requirements.
• Check any licence requirements for the type of entertainment you are planning.
• Provide all entertainers/speakers with a clear itinerary of how the event will progress. Make sure they understand what is expected of them, at what time, and for how long.

9. Check, Double Check and Check again.

• Use checklists, plan ahead and don’t leave anything to the last-minute
• Always double-check rather than guess.
• Make sure that all bookings with caterers, entertainers, flower arrangers, key speakers are confirmed in writing and always, wherever possible, hold back a final balance payment until they arrive at the venue on the day.

10. On The Day

• Make sure that one person is ‘in charge’ on the day.   Yourself or someone from your team should serve as the point of contact for all onsite staff, contractors, caterers etc. Whoever you decide to use it is vital that you have one person who can stage manage every aspect of the ‘on the day’ activities.
• Be sure to signpost the venue well so that guests/delegates understand where they need to go.

Source –  Heather Noble, Salt Solutions