Session 4 Writing the proposal

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Writing a proposal?

A proposal is a plan or an idea, often a formal or written one, which is suggested for people to think about and decide upon.

Source: https://www.collinsdictionary.com/dictionary/english/proposal

What goes in a proposal?

A proposal starts with an overview of what you are trying to achieve, followed by details such as objectives, outcomes, resources required, marketing and promotional requirements, strategy, training needs, target audience, timeframe, and budget.

Here is an article on writing an event business plan
https://www.eventbrite.com.au/blog/event-business-plan-ds00/

Key Planning Elements

The Basics include:
  • Aims and objectives
  • Target audiences
  • Stakeholders
  • The basic details (Who, What, When, Where)
  • Budgets
The following topics will be covered in upcoming weeks
  • Marketing and communication (Topic 3)
  • Personnel
  • Compliance (OHS, insurance etc)
  • Contingencies
  • Event outcomes and evaluation
  • Risk Analysis

Aims and Objectives 

  • Goals are broad; objectives are narrow.
  • Goals are general intentions; objectives are precise.
  • Goals are intangible; objectives are tangible.
  • Goals are abstract; objectives are concrete.
Read the following articles on setting aims and objectives:


Target Audience

Who are you running the event for? Who will attend the event? Will you have people attending that are not the primary target audience (eg. carers)

Stakeholders

Who are the Stakeholders for your event? These could be your customers/patrons, local businesses or even volunteers. 

Basic Details

Outline the basic details of your event. These are what I call the Who, What, When and Where for your event. 

Budget

What will the event cost to run? What equipment do we need? Do I need to hire a venue or purchase supplies?

Class Activity 1

The following article from Eventbrite outlines 7 essential skills for event planners.

https://www.eventbrite.com.au/blog/event-planning-skills-ds00/

Do you agree with this list? What else would you add?

Choosing the Venue

Read the following article on choosing a venue
https://www.visitmonmouthshire.com/events-management/venue-planning.aspx

Note: Once you have chosen a venue, make sure that you comply with any licensing requirements for the venue and for the town/city/shire that the venue is located in.

City of Casey - Events

Bunjil Place

Class Activity 2

Many library services run events at locations other than the actual library. The list below is quite extensive and only large events would require you to consider all of these.
  • Number of people
  • Seating and table layout
  • Foodservice needed
  • Parking
  • Sound
  • Ease of audience viewing
  • Directional signs
  • Air conditioning
  • IT capabilities
  • Additional staff
  • Bathroom facilities
  • Change room for performers
  • Others?
Consider the following potential events and find 2 venues at each location that you believe would be suitable. Justify your response taking into account the relevant items in the above list.

How to grow your own vegetables.
Location 1: Cranbourne
Number of people expected: 50
Expected Duration: 2 hours

Location 2: Frankston
Number of people expected: 25
Expected Duration: 2 hours

Indigenous Art Exhibition
Location 1: Hastings
Number of people expected: 500+ over the duration of the event
Expected Duration: Saturday/Sunday 9:00am - 4:00pm

Location 2: Pakenham
Number of people expected: 500+ over the duration of the event
Expected Duration: Saturday/Sunday 9:00am - 4:00pm

Pop-up Repair Cafe
Location 1: Berwick
Number of people expected: 50 (including volunteers)
Expected Duration: Saturday for 4 hours

Location 2: Cowes
Number of people expected: 50 (including volunteers)
Expected Duration: Saturday for 4 hours

Teams

Element 1 - Plan to achieve team outcomes

1.1 Lead the team to identify, establish and document team purpose, roles, responsibilities, goals, plans and objectives in consultation with team members

1.2 Engage team members to incorporate innovation and productivity measures in work plans

1.3 Lead and support team members in meeting expected outcomes



What is a work team

Whatever job you land in life, you'll also be on a team.

Basically, a team is any group of people organized to work together interdependently and cooperatively to accomplish a purpose or a goal.

https://www.thebalancecareers.com/what-is-a-team-1919226


Watch the video: The meaning of TEAM
https://www.youtube.com/watch?v=x0LiIWpitkM

Watch the Video: The Cart - The 4 Types of Team Members You Can Hire:
https://www.youtube.com/watch?v=O9_EHU5BKnQ

Class Activity 3


Describe a work team that you are or have been a member of.

What type of team was/is it?

How many team members were there?

Was the team effective? Why do you think the team worked or didn't work?

Answer the questions on this quiz in relation to the team.

https://www.mindtools.com/pages/article/newTMM_84.htm

Does the response to the quiz match the team's performance?



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