TO,

THE PRINCIPAL
IHM LUCKNOW-226021.
SUB: Proposal to Manage and Organize food fest.
AVENUE-Event Is pleased to put forth our proposal to manage and
organize a Career and Education Fair e v e n t t o b e h e l d i n
I ns t i t ut e o f Ho te l Ma na ge me n t, Lu ck now, o n be ha l f o f
Abraham Tertiary College. With its brand name as an emerging,
preferred career source provider, -Event is in a position to deliver the
service aligned with the expecta tions of many clients and
establishments, and create the occasion as an event to remember.
Together with this cover letter, we enclose herewith the proposal that
outlines the details and management plan for the event for your kind
perusal. The proposal covers the project and timeline, scope of work and
responsibilities and professional fees. A detailed, follow-up
proposal that underlines the details of the event tentative, costing
and other related matters will follow should welcome to agreeable terms
during the preliminary discussion. Should you have further inquiries
regarding the above mentioned matter, please do not hesitate to contact
the underneath. You can also contact our Project Manager, for further
rounds of discussion.
Thank you and best regards,
Yours truly,
Consultant, AVENUE-Event.

Content:
1. Project and Timeline
2. Scope of Work and Responsibilities
3. Professional Fees
4. Workflow Process
5. Terms of Services
6. Supplement.
1. Project and Timeline
1.1.Event details
PROPOSED EVENT:
ORGANIZER

DATE/TIME

DURATION

VENUE

Timeline process
a. Discussion round development of proposal, discussion and
consultation with joint committee, Jan 2014 (W2)
b. Appointment and confirmation of event, subject to
approval,Feb2014(W3)
c. Project kick-off meeting with members of the organizing committee
and Project Manager, setting up of detailed management plan,
marketing and promotion, PR, feedback system and so on, Feb
2014(W4)

d. Submission/feedback of project progression with the Project

Manager(bi-weekly basis)
e. Project Execution, May 2014(TBD)
f. Project wrap up, completion and post mortem, MARCH2014 (TBD)
2. Scope of Work
Scope of work leveraged by AVENUE-Event will cover the following:
a). P r o m o t i o n a l , p u b l i c i t y a n d m a r k e t i n g v i a v a r i o u s
m e t h o d s a n d P R s t r a t e g i e s t h a t i n c l u d e running telefaxing software, cold callings,VIP invitation, press releases,
media advertising and so on
b). Invitation to targeted booth participants which range from corporate
organizations, government-linked bodies and agencies, entrepreneurs,
private and public colleges and universities and so on.
c.) Sub or mini-event organizations this refers to development of
anchored and sub-events which include talks, games, featured minievents, launching and more
d.)Booth and system set up and design development of
theme and concept, flow of events, PA system and logistics
coordination.

3. Workflow Process
3.1. Workflow Process
Each of our events is carried out not without due and extensive
planning strategies. This ensures all key aspects for successful
event coordination are covered. Our events follow the
strict guideline and the following signature processes:
a. Design, Plan and Execution under One Roof
From the design, plan, execution and closure of a project, we
ensure the smooth running of all aspects in the imple mentation.
All critical areas such as Guest Invita tion and
Management, Speakers & Talent A c q u i s i t i o n s , V I P

Protocols, PR and Media Relation, Corporate

S p o n s o r s h i p s , R i s k E v a l u a t i o n & Management and Logistics
& Safety will be given the utmost care and attention.
b . Backdrop and Stage Creation
To create a long lasting impression to your event audience, the
need for an attractive yet meaningful and targeted stage
presentation is inevitable. Our production and design teams work
hard to provide you the very much needed customized backdrops
and stage sets, tailored accordingly towards the theme of your
event project.
c. Presentation Tools
Leave the engineering and technical parts to us. Just tell us what you
want to do and we will assemble the l a t e s t s t a t e - o f - t h e - a r t
t e c h n o l o g i c a l t o o l s a n d e q u i p m e n t f o r y o u r u s e . We
e v e n c r e a t e P o w e r P o i n t Presentation Materials, Promotional
Videos, Speech and Script Writing and other tools as required.

d. News Releases and Promotion Drives.

Off course, no one knows the existence of a major, upcoming
event unless it is properly promoted to the right channel and
audience. We help to create a buzz and presence with fast and efficient
marketing drive that includes Press Releases & Conferences, Cold
Calling, Leaflet Distribution, Faxing Service and Online Promotion.
ATSB initiates press releases and ensure your upcoming event is
captured by your targeted audience. We create a buzz using multifaceted approach to ensure maximum exposure and benefit.
e. Closure and Post Mortem Report
Our credibility is built through our strong and consistent
communication with the client throughout the project. Just
because an event ends, it does not signa l the end of
relationship. We at ATSB are able to assist our client to discuss
and provide feedback about the overall running of the project from the

planning stage until the last guest leaves. By doing so, both parties can
learn to continuously improve the next event and make it an even bigger
success.
4. SUPPLEMENTS
Map to ihm Lucknow
5. Terms of Services
The work commences upon the signing of the agreement between
AVENUE-Event and, together with a deposit amounting 50% of
the overall project cost. The remaining 50% is to be paid latest
2weeks before the start of the event. AVE N U E - E v e n t r e s e r v e s
the right not to commence the project until the
d e p o s i t i s p a i d a n d t h e agreement is signed.

EARLY EVENT PLANNING FOR FOOD FEST IN IHM LUCKNOW

NAME OF THE EVENT-WHAT
(LAUNCH OF THE PROGRAM)
DATE OF THE EVENT
TIME OF THE EVENT
LOCATION OF EVENT
EVENT CO-ORDINATOR
(CONTACT PERSON)
TARGET AUDIENCE
*who is this promotion targeted at?
*what does the audience need to know?
*what will hold their interest?
MESSAGE- WHAT?
*what do you want to say to your target audience?
*what do you want them to know?
OBJECTIVES- WHY?
DESCRIPTION OF EVENT- WHAT?
EVALUATION CRITERIA ESTABLISHED
(DID IT COME UNDER BUDGET ?)
CHECKLIST
*who will be involved?
*dates of an event determined?
*location/venue for event booked?
*Message determined
*objectives set

FOOD FEST

ALL CHECK

EARLY EVENT PLAN

EARLY EVENT
PLANNING
BUDGET
(SPONSERSHIP)
PROTOCOL
(ANYTHING THAT
NEEDS TO BE
APPROVED BY
SYSTEM).
INVITATIONS
*Special guests
*Invitations sent
CATERING
Beverages
Food
ADVERTISING
Press, radio
Education news
Media release
STAFFING
EXTRA REQUIRED
WELCOME THE
GUESTS
AMBIENCE
ARRANGEMENTS
BACKGROUND
MUSIC
GUEST COMFORT
WHEEL CHAIR
ACCESS

PERSON
RESPONSIBLE

ACTION

DATE TO BE
COMPLETED/STATUS

 TOILET
FACILITIES
HOSPITALITY
WELCOME GUEST
AT ENTRANCE