DESIGNING A WINNING EVENT PROPOSAL

Photo courtesy of designanddexecute.com

It’s Saturday evening, am thinking of when I last published an article in this blog. A lot has happened in the “Events World” but I have not been able to tell you about it. 

I have been stuck in the house doing research to make sure you have the best article that will inform you about how to design  a winning proposal. I wrote and shared what should be present when writing a Proposal ( view previous article, How to Write a Winning Event Proposal).

Writing a proposal is not enough to gurantee you a win against your competitors. You need to be creative when making one. Most Event proposal are long and filled with alot of information that the client may not understand.

First, take time to know your clients. Find out as much as possible who your clients are and what they need from you-in your probe you can get to know company colours, obtain pictures (with permission) from there website. This will allow the event planner come up with a tailored proposal for client.

Colour. The document should consist of different colour scheme that will highlight different parts of the document. Make sure that you don’t over do it.(You can seek the help of a graphic designer).

In addition, logo of the event can also be used as an element of design when making a proposal. It can be used as a watermark for the whole document; this will give your document a professional touch (You can design a logo or be given by a client).

Lastly, the proposal should be short and precise. A picture is worth a thousand  words. Remember you are the expert and you need to impress the client in order to win the job. Ensure their are fewer words and the document can be understood.

An event proposal is like telling a story with a beginning, middle and an end. A story has a staring actor and supporting actors; so is the proposal you can’t creat it yourself. You can delegate some parts of the document to different team members so they are working in their stengths.

If you address those five things, you will be on your way to one winning event proposal that works for your client.

Call to action

If you are an aspiring event planner or you want to venture into the event industry. Try and create an event proposal and tell me what you thing?

The writer is an event professional and loves to blog about events.For questions or clarification send an email to 2baevents@gmail.com or visit our social media pages @2baevents that is facebook, instagram, twitter and youtube.

HOW TO WRITE AN EVENT PROPOSAL

This week I was a part of a committee that was organizing an event and I was tasked to come up with an event proposal. This got me thinking how many people are in the event industry and do not know how to write a good event proposal. How many event student and practioners know how to present one.

In this series of articles I will be giving you insight on how to write, design and present a winning event proposal. Today I will be talking about things that should be present in an event proposal.

An event proposal is a comrehensive document that outlines the event and service you will provide. In simple terms this document is your oppoturnity to sell your business, skills, ideas and vision of an event to a prospective client. Without taking too much of your time lets get into the agenda of the day.

What to have in an Event Proposal:

1. Cover Page

This is first page of the proposal and it contains both the contacts of you (Event planner) and the recipient ( client). This makes your proposal have a professional touch. For example, you are an event manager and you receive an event proposal without a a cover page will you accept the proposal, (for me wouldn’t).

                                     

   2. Business Introduction

This is a brief introduction of the company or  individual on what you will do, where you are located and experience you have. In addition,  what you will do for a client and if you are proposing for an event this is the right time to let your intention be known.

  3. Description of the event

In this section you outline the whole concept of the event. This is where the 5W’s come into play; these are:

• What – This is where you give a description on what the event is all about.
• Why – You will come up with objectives for the proposed event.
• Where – The site and venue that you will hold the event will have to be included.
• Who – The target market that will be attracted to the proposed event.

  4. Service provided

 (The event planner) will highlight the service that he/she  will be providing to the client. For example, planning and consultation, decoration and set up etc.

  5. Example of your works

(The event planner) show his/her prowess and a sure the client on the experience and qualification they have. This is done by providing evidence inform of pictures of your past event or videos. If you do it well this is the part that is going to give you marks and the client may decide to seal the deal with you or your company.

  6. Proposed Cost

This is where the budget for the proposed event is shown.For those people who disliked accounting and don’t like numbers am sorry, but you will have to bare it or the alternative is to look for some one who is good in numbers to help you. For example things to be in the budget are like venue, audio- visual, decor, entertainment etc.

The writer is an event professional and loves to blog about events.For questions or clarification send an email to 2baevents@gmail.com or visit our social media pages @2baevents that is facebook, instagram, twitter and youtube.

A look at GELIAN HOTEL as an event venue

Gelian Hotel is located at the heart of Machakos Town at Mwatu wa Ngoma street, Machakos. It is just opposite County Assembly of Machakos.

Accomodation

Gelian hotel has for catrgories of room with different ammenities to suit each person different taste. All rooms are fitted with DSTV and have a mini bar in them. The categories are:

• Executive Suite – This room is for the people who like luxury, class and style at the same time. 
• Ambassadorial Rooms – This room is after Executive room and it is for the guest who like luxury and at the same time want to save a bit of money.
• Deluxe Rooms – This room is for the who like comfort and same time a bit of space to enjoy coffee with a friend.
• Superior Rooms – This rooms are for people who travel group and would wish to stain in one room. This room has twin beds

Entertainment

The hotel has one club called club Euphoria and 2 bar, Breezer and cloud 9

Club Euphoria has host a number of celebrity and artist to mention a few Alikiba, Mejja, chipukeezy e.t.c. It has an ample space for any one who wishes to throw an event such as a product launch, a party, a club concert since it has a stage.

The club has state of the art facility like the lighting is on point, it has screens on the wall. Just before I forget it has two of the best Mixologist who know their way around the bottle.

 Breezers bar  it is located in breezers Restaurant inside the hotel; where you can be served with a cold or chilled drink of your favourite brand.

 In addition,  Cloud 9 bar  is situated at the roof top where you can have your drink of your favourite brand while looking at the hills surrounding Machakos Town.

Event you can hold at Gelian Hotel:

1.  Conferences Gelian hotel has 3 conference rooms that can be set up in any conference style that you as a client wish.
2. Boardmeetings Gelian hotel has 3 boadrooms that you can use to hold on to board meetings.
3. Dinner,product launches and birthday parties.  Roof top can serve as a good place to throw such kind of an event since the breeze, lighting and the ambiance at the rooftop would make it an event to remember.

Surely it is well placed to hold an event and did I mention, that when you have an outdoor event and looking for a good hotel to do an outside catering then Gelian hotel has got you covered. They have a  modern foodtruck that can prepare any meal.

The photos are courtesy of Gelian Hotel.

For more venue review for events and events planning, visit us at facebook, twitter and instagram @2baevents. Don’t forget to hit the like button and follow this blog.

DESIGN IN EVENTS

Time and time again, you have seen pretty similar design when it comes to event planning. Still when people here about themed events they start thinking of drapes being the main decor of an event.

Look at weddings for example you find that people will copy paste what another person did his/her wedding thus killing creativity but also somebody might argue that coming up with a concept or designing an event, its expensive.

Imagine a wedding that has been held in a forest for example; the seats are roughly chopped timbre, sandpapered so as it does not tear clothes, the venue perimeter its marked by flowers that has formed something like a hall or a shade. And the lights are dropping from the holes that the flowers would leave on them, meaning using natutal lighting.

Who would not want to go to such an event? For you to fulfil a design in events this are the factors that you will consider: space, Form, line, textute, value and lighting, color. For your event to come up and be unique

Look at the video below of a zoombie themed wedding courtesy of series lucifer

What are you good at?

Events, events, events; so many people think that its an easy task to plan an event, until they try it themselves thats when they know its not an easy job. The pressure that you go through if you can’t handle it will force you to quit and vow never to plan any event at all.

Some of the pressure that you might expect is from service providers, meetings prior to the event, logistics and safety precautions etc. that you should consider before doing an event that will give you sleepless nights.

This beg me to ask this question what are you good at? Many people maybe confuse as to why am saying this; let take art for example there those artist that are gifted with the gift of writing songs and singing, but also there those artist who have only been gift with either writing songs or singing. The same applies for Events.

There are those event organizers who are good in planning it on paper upto to the required detail but they are very poor in executing what they have plan i.e they don’t have good negotiation skills to bring service providers to their events, they have no field capacity I mean in terms of problem its hard for them to come with a solution quickly. Don’t get me wrong am not saying that this are criterias to distinguish them but but he/she may not be good at this area but planning he is good.

There are those who have execution skills they can’t put anything on paper but they know what and where things should be and everything run and when they encounter some problems they can come up with solutions immediately. There are those with that bear both the planning and execution skills altogether.

Ask yourself where do you fall in is it planing , execution skills or both.