This document outlines the requirements for a formal proposal to plan and host a hospitality event. The proposal must include details on the date, time, description of event, legal constraints, number of attendees, facilities, duration, location, catering, staffing, entertainment, publicity, costs, contingency plans, and organization structure. It emphasizes providing clear descriptions for each section that are inline with the client brief and cover all necessary aspects of planning the event.
2. Learning Outcomes
• Describe the structure of a formal proposal
• Break down the requirements of the client
brief
• Organise themselves to create the proposal
4. Date and Time
• Date and Time
• Description of Event
• Legal Constraints
• Number of Attendees
• Facilities
• Duration
• Location
• Catering
• Staffing
• Entertainment
• Publicity
• Costs
• Contingency Plans
• Organisation Structure
5. Description of Event
• Inline with the client brief
• Clear description of what is being proposed
• A very small reference to everything else
6. Legal Constraints
• Health and safety
• Negligence
• Hazardous substances
• Insurance requirements
• Fire regulations
• Provision of first aid
7. Numbers of Attendee
• How many
• All at once / staggered
• Control of attendance
– Invitations
– Guest lists
– Ticketing
15. Costs
• A detailed list of how much this event will cost
• Include items which are free
• Do a breakeven analysis
– Does your ticket price cover the breakeven cost?
16. Contingency Arrangements
• What is something you need doesn’t happen?
– Its not sunny
– A performer doesn’t show
– Your catering lets you down
• What’s your Plan B?
18. Learning Outcomes
• Describe the structure of a formal proposal
• Break down the requirements of the client
brief
• Organise themselves to create the proposal
