Everyone must be familiar with any form of events, from a simple seminar to trade shows. This activity is usually carried out by inviting special guests including some influential individuals. However, did you know that in order to hold any form of event, it takes a special paper work called event proposal form? The first step in holding any event must start by preparing an event proposal.
Event proposal form is a work plan made before an activity is carried out to obtain permission and to simultaneously look for willing sponsors of the event.
Steps and Structures of An Event Proposal Form
Step 1 – Name of event. The name of the event as important as the title of an article. So, the name of the activity must be made as attractive as possible so that it can arouse curiosity of the reader. In making the name of the event, it is better to make one in accordance with the topic of activity. Additionally, it should be written clearly and concisely and expressed in the form of phrases.
Step 2 – Introduction. This section presents reasons why an activity should be carried out. Therefore, the proposal drafter is expected to be able to demonstrate the importance of the activities to be carried out.
Step 3 – Purpose. The purpose is to direct and focus the activities to be carried out.
Step 4 – Target. This section contains specific institutions, personnel, organizations, or community groups that will be participants of the activity.
Step 5 – Schedule. This section contains the time and place to carry out the activities.
Step 6 – Arrangement of Events. In the composition of the program explained about the composition of activities that will be held.
Step 7 – Committee. This section mentions the composition of the committee responsible for carrying out the event.
Step 8 – Budget. A good proposal must always include details of the costs of conducting activities. The cost should be calculated logically and realistically, both income and expenditure. Estimated financing made by a drafter will be considered by potential funders or donors. Budget costs can be divided into three parts, namely preparation, operational, and reporting.
Step 9 – Closing. Closing is the end of the activity planning talk. Therefore, this section is the final ‘flirtation’ of the proposal drafter to the reader to determine whether or not a proposal is accepted. For this reason, in this section, the proposal drafter must be able to motivate potential funders, donors, sponsors, or participants by showing optimism about the planned activities.
Any proposal has its own specific function and purpose for both the party making the proposal, and for those who accept the proposal. The first function is in the field of general research.In this case, the proposal serves as the basis for conducting research relating to social, cultural, religious, economic, and other fields.
Next, another function of a proposal form is to provide detailed information about an activity when applying for funds for the implementation of activities, such as celebrations, seminars, training, and others.
Additionally, in a project, the proposal serves as the basis for conducting tenders, both from government and private institutions.
Educational Event Management Form
Fundraising Event Proposal Form
Health Care Event Proposal Form
Major Event Proposal Form
School Event Proposal Form
Special Event Proposal Form
Types of Proposal Forms
Based on the its form, the proposal can be divided into three, namely:
- Formal Proposal
Formal proposals are usually completed with three main parts. The Introduction includes cover, title page, preface, summary, table of contents, and affirmation sheet. The content of the proposal includes background, problem restrictions, objectives, scope, committee composition, time, and cost. Lastly, the complementary data for proposals includes attachments, tables, and heirlooms.
- Semi-formal Proposal
Semi-formal proposals are generally not as complete as formal proposals and are still in standard form. In semi-formal proposals usually consist of information about the problem, suggestions, solutions, and requests.
- Non-formal Proposal
Non-formal proposals are usually almost the same as semi-formal proposals and submitted in the form of letters or memorandums. In the informal proposal there are also several things such as problems, suggestions, solutions, and requests.
As you can already tell, an event proposal has its own benefits. It is strongly advised to make the best out of it so you can easily gain your event approval from concerning parties.
Additionally, you should always write an event proposal form in the most respectable manner in order to show a sense of reliability and responsibility throughout the event. This will also help in building a long-lasting relationship that might be beneficial in case of another future event.