EVENT PROPOSAL TEMPLATE

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Austin Lawrence
5 years ago
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EVENT PROPOSAL TEMPLATE Name of event what (building opening, sports day, art show, launch of new program) Date of event Time of event Location of event Contact - Event coordinator/contact person and

1 EVENT PROPOSAL TEMPLATE Name of event what (building opening, sports day, art show, launch of new program) Date of event Time of event Location of event Contact - Event coordinator/contact person and phone number Target audience who Who is this promotion targeted at? What does the audience need to know? What will hold their interest? Message what What do you want to say to the target audience? What do you want them to know/do? Objectives why Be clear about what you hope to achieve with this event. Description of event what Risk assessment what Identify possible risks and develop strategies to minimise risks.

2 POST EVENT Evaluation criteria established What were our aims/objectives? Did we achieve what we set out to do? Did it come in on budget? What were the intended/unintended outcomes? How do we measure effectiveness? What tools do we use to measure our success? Checklist o Who will be involved in the event o Date/s of event determined o Location/venue for event booked o Target audience determined o Message determined o Objectives set o Risk assessment o Evaluation criteria established

3 template Budget o Source identified o Sponsorship o Break even point established osee BUDEGTING FORM Invitations o Mailing list generated/updated o Invitation composed o Invitation checked o Printer o Social Media o RSVPs o Invitation list compiled o Names on list and titles/addresses checked for accuracy o Special guests/speakers alerted to make time in diaries o Invitations sent Catering o Cost per head or upfront o Upmarket or casual o Beverages orange juice, mineral water, tea and coffee (instant or percolated) o Food platters, catering, etc. o Hot or cold o Self service or waiting staff o Internal or external catering o Power required o Equipment required o Tables, tablecloths, cups and saucers o Plates, napkins, knives and forks (disposable/nondisposable) o Can the theme of the event be followed through in catering? o Special dietary requirements of guests o Menu Advertising o Press, radio TV, newsletter, flyers, etc. o Public or private event Talent o Book and brief (auditions) o Rehearsals

4 Signage o Banners, flyers, sponsors, etc. o Seating arrangements o Directional Signs o Other signage produced Program/running sheet/speeches o Program finalised o Running sheet written o Program/running sheet sent to speakers o Speakers fully briefed o Speeches written o Let caterers know program - when to serve drinks/ food Value added for guests o Copy of publication, CD-ROM o Gifts o Programs o Catalogues o Special offers/discounts o Competitions o Prizes Security o Security alerted o Occupational health, welfare and safety concerns addressed o Provision of first aid Audio/visual requirements o PA system o CD or tape player o Lapel or handheld microphone o Lighting o Extra electrical requirements o Lectern Staffing o Extra required o Staff to meet and greet guests Ambience o Floral arrangements, pedestal, decorations can the theme of the event be followed in flowers? o Background music Guest comfort o Wheelchair access o Toilet facilities Hospitality o Welcome signage at entrance o Bathroom, food and beverage signage o Staff identifiable and available to assist o Red carpet?

5 Housekeeping o Cleaning before and after o On standby during the event On the day o Time for set up by whom o Time for dismantle by whom o Tables, chairs layout o Chair covers o Floor plan o VIP seating o Transport? o Name tags? o Clear location directions o Registration/Information desk/area After the event o Person responsible o Debrief o Comments on all aspects (negative and positive) o Guest feedback o Guidelines for improvement next time o Evaluation against criteria o Thankyou s

Event Planning Checklist

Event Planning Checklist Lead Times: (C) Conferences, (W) Workshops, (O) Other Stage I: EVENT APPROVAL Lead Time: (C) 6-12 months* (W) 6 months (O) 3-4 months Submit appropriate forms to your Ministry