The amount of detail required in the event proposal 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:
The Event Team
The proposal should provide information about the event management team in terms of the experience and qualifications of key team members. It is important for the reader of the proposal to feel that the event team have the capability to run the event and to be able to do what they say they will do.
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.
Venue and Facilities
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.
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.
The Program
It is often the case that the organization has little or no say in setting the competition program.
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, and also possibly entertainment events that may start or finish the program or fill any gaps.
The Budget
The organization bidding for the event should draft a budget of probable income αnd expenditure. It is important that such a budget is realistic, and does not show a loss.
The organization 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 organization 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.