When writing an event proposal the amount of detail required will depend on the scale and importance of the event. However event proposals generally share many common components. The information that event proposals should convey includes but is not limited to the following:
It is important to provide the reader of the event proposal with an overview of what the event is about. Some events need very little explaining because they are commonplace. However, it is unwise to rely on the title of the event alone to explain it purpose. In providing an overview for the reader, it may be important to describe the main participant target group(s), the main goals to be achieved in running the event and, if the event is somewhat unusal, one or two sentences that provide the reader with mental picture of what the event will be. A more full description of the event program is dealt with separately (see below).
The organisation or entity bidding for the event should extol its experience and capability. It is crucial that whoever assesses the bids firmly believes the bidding organisation will be able to put on a good show. The proposal should contain succinct information about the event management experience of the proposed event team.
If experience in staging events is limited then it is useful to mention any managerial, project management or co-ordination experience in any other field. Qualifications of persons in the event management team may also prove useful to mention.
The proposal should also describe any training that will be given to event volunteers.
The reader of the proposal will want to know whether the venue is suitable for the event. The proposal should outline all facilities available at the venue, everything from toilets to car-parking. For indoor events, the type of surface, lighting, air-conditioning, seating, electronic equipment should be well described. For outdoor events, the level of maintenance on turf, seating and shading for spectators, fencing, drainage and floodlighting is worthy of mention. The number of change rooms and their condition for teams/participants is always important. It is often worthwhile to include a map or floor diagram. Photographs of key features of the venue may assist.
There needs to be a detailed description of what would be attractive to event goers and how the venue will fully cater for the needs of the event, including performers, officials and spectators.
Don't forget to include information about public transport to the venue, and car parking for those who arrive by car.
If the venue has staged similar events in the past, you should make mention of this.
It is often the case that the host club or organisation has little or no say in setting the competition program when the date, or dates have been set by the sport governing body.
However, at the initial stage of bidding, the event proposal may suggest a competition program in terms of the number of days, and the start and finish times each day. It is important for decision makers to know how many hours a day the venue is available.
It is worthwhile to consider that the program should also include ceremonial events with visiting dignitaries who may make speeches or present awards Furthermore the event bidding team can proposed entertainment 'extras' that may start or finish the program or fill any gaps.
The club or organisation bidding for the event should draft a budget of probable income and expenditure. It is important that such a budget is realistic and therefore some care and consideration needs to be given to suggesting sponsors that have not yet formalized any sponsorship agreement.
The event budget should not show a loss when all projected income and expenditure has been taken into account. if the budget predicts a loss there will be major concerns in the minds of those who assess the event bid proposal.
The club or organisation that wins the bid may be entitled to an amount of funding from the sport governing body to alleviate certain costs that will likely be incurred. However, there is also an expectancy that the host club or organisation will have an opportunity to make money through the canteen, bar, fundraising raffles and merchandising. These forms of income should be reflected in the budget in the event proposal.
More information on event budgeting