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Client: You are required to choose a regional or provincial Society/Foundation that will be your “client”. This can be an existing foundation such as the BC Cancer Foundation or you can create a fictional foundation.

Event Goals:

  • To plan a themed gala dinner in either the fall or spring
  • To generate $500,000 in gross revenues (meaning before expenses)
  • To keep expenses at 20% of gross revenues
  • To include various fundraising activities, a dinner and entertainment
  • To attract new sponsors to the event

Marks will be based on the following criteria:

1. INTRODUCTION (5)

  • Proposal Title Page with appropriate visuals with proposed name, dates and venue. Include your company name
  • Letter of Introduction to prospective client introducing your company and your proposal

2. DEFINE THE EVENT (5)

  • Define your proposed event. What is it? Who is it for? How many will attend?
  • State a minimum of 5 success factors that need to be in place to will help you achieve your goals.

3 EVALUATE THE EVENT (5)

  • Explain which areas of the event you will evaluate.
  • When will the evaluation be carried out?
  • What will happen with the information you have gathered?
  • Include at least 10 questions you might ask in your evaluations

4. THEME CONCEPT AND CREATIVE BRIEF (10)

  • Describe your theme concept and colour palette
  • Prepare a creative brief describing the event from first arrivals until the last person leaves.
  • Provide photos to illustrate your creative vision and support your theme
  • Incorporate your theme into an invitation or some promotional item

5. DATE, & VENUE (10)

  • Recommend the best date for the event and provide reasons for your selection. When and why that date? Why not another? Compare and contrast two dates.
  • Identify a Venue. Why have you chosen this particular place/location? Compare and contrast two venues
  • Describe the chosen venue in a descriptive proposal format. Use photos.

6.ESTABLISH A BUDGET (10)

  • Identify your various revenue streams and show how you plan to generate $500,000 in revenues
  • Identify your costs to produce this event.
  • Identify Fixed & Variable costs in your budget..
  • Use the internet as much as possible for supplier info.

7.CRITICAL PATH / TIMELINE (5)

  • Outline your plan in a critical path/ timeline format. This should be in a logical format by category and date.
  • This must include the major milestones for you and the client. Should include any major milestones (ie: venue deposits) that would need to be made to fulfill contract obligations.

8. MARKETING THE EVENT (10)

  • Complete a SWOT analysis of your event
  • Describe your target market using demographics, psychographics and geographics
  • What marketing methods will you use to reach your target market?
  • How will you encourage ticket sales or attendance?
  • What social media will you use to market the event to your specific target market?

9 SPONSORSHIP (5)

  • Identify potential sponsors suitable to your event for both monetary and in kind sponsorship
  • Outline the various levels of sponsorship and their related benefits. How will sponsors be recognized at the event?

10 EVENT MANAGEMENT (20)

    • Include a production schedule (actual timing of the event in progress including set-up and strike)
    • Include a floor plan to show your understanding of space usage during the event.
    • Outline insurance requirements, licences or other permits required for your event.
    • Provide a list of all volunteer and staffed positions and the required numbers of persons

11.COMPANY PROFILE (5)

  • Create and include your event management company profile
  • Who are the team members?
  • What is your area of specialty, why should they hire you, what other events have you done?
  • Provide testimonials, referrals

12. LAYOUT AND PRESENTATION (5)

  • Layout and presentation marks will be given for spelling, grammar, presentation of information, relevant photos and overall professionalism.

13. ORAL PRESENTATION (5)

  • Group is organized and prepared for their presentation
  • Presentation visuals are clearly presented and easy to follow
  • All group members participated in the presentation
  • Presentation was within the allotted time
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