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CHAPTER 5
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Event initiator
Suggestevent for approval by senior management of
the division or corporation. Event partner
Each participating organizationssend itseventmanager or a coreteam to become part oftheevent.
Event assessor Whentheevent managementis completely
outsourced, the organizationhasto assesstheviability oftheevent and monitor its progress.
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A formal feasibility study isgenerally done for
largeevents
The major purpose- isto provide a choice ofvarious models for theevent and to present
to cost and benefits ofeach
The outcomeis a decision-making documenton whichthe pros and cons oftheevent canbe assessed.
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Importantsectionis- the comparison ofthe
event models.
The comparison mustusethesame aspectsoftheevent.
Visualizingtheeventis animportant part of a
feasibility study and any graphs, photo,videos and chart canhelp.
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SWOT analysis
Strengths
Weaknesses
Opportunities
Threats
Gap analysis
Risk managementtoolsthat looks for gapsinthefeasibility study and event best practice
Carried out by using checklists or by comparing
elementsto previousevents.
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Cost-benefits analysis
Event manager should prepare a rough cost-
benefit analysis on whether to conduct afeasibility study.
Depend onthesize and uniqueness oftheevent;FS may take a week or longer to complete.
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In marketing, anevent proposal is far more
than a documentselling a service.
It may be a one-page proposal, a detailedfolder or a presentation.
Most cases, event proposal is presented inperson.
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Checklist for event proposal: Cover page Title page Proprietary notice caution aboutunauthorized
disclosure Table of content List of abbreviations
Executivesummary Body of proposal
Profile ofevent company
Mission, background, credentials
Specific-including previoussimilar events
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Project partners and their profiles
Eventspecific information
Objective
Scope of work
Stakeholders
Themes, designs and ideas
Site/venue assessment Budget
Schedules
Appendices
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Few hints:
Clarity must be clearly written
Requirementsmust beinthe point ratingsystem with
the requirement rate from 1-10 Alternativesupport-multimedia presentationsuch as
video, CD-ROM, special web page or computerpresentation will assistthe acceptance of proposal
Cultural differences-should besensitiveto various cultures
Informal help-itis wiseto have aninformalcommunication channel withthe decision makingorganization
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Theevent officehasto decide whether to bid
for theevent.
This may be aninternal company bid. Competitive biddingincreasingly beingused
to ensurethatinternal department areefficientin practices.
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The factorsinvolved inthis decisionincludes:
1) Isthis a real request, a requirement ofthe
organization or just a feeler?2) How muchtheenergy and time will bespent on
the bid?
3) Can you deliver to win?What will you lose-otheraccounts?
4) Who is likely the competition?
5) Whatsinit for me?
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THANK YOU