COMPETENCY-BASED LEARNING MATERIAL

Sector TOURISM

Competency PLAN AND DEVELOP EVENT

PROPOSAL OR BID
Module Title PLANNING AND DEVELOPING EVENT
PROPOSAL OR BID
Prepared by JENNIFER RUTH M. ARCANGELES
Provincial Training Center-Capiz

HOW TO USE THIS LEARNING MATERIAL

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 Welcome!
The unit of competency, Plan and Develop Event Proposal / Bid is one of the
competencies of Events Management Services NC III, a course which comprises the
knowledge and skills that a person must achieve to coordinate events, functions and/or
conferences which may be held in conference centers, hotels, motels, restaurants,
clubs, resorts and luxury liners
The module, Planning and Developing Event Proposal / Bid contains
knowledge, skills, behavior and motivations required to plan and develop proposals and
bids for the staging of meetings and events. Depending on the context, this role could
be performed by a wide range of individuals including event managers, local or regional
tourism managers, venue managers and marketing managers. In this module, you are
also required to go through a series of learning activities in order to complete each
learning outcome. In each learning outcome are Information Sheets, Self-Checks,
and Task Sheets. Follow and perform the activities on your own. If you have
questions, do not hesitate to ask for assistance from your facilitator.

Remember to:
 Read information sheets and complete the self-check. Suggested
references are included to supplement the materials provided in this
module.
 Perform the Task Sheets and Job Sheets until you are confident that
your outputs conform to the Performance Criteria Checklist that follows
the sheets.
 Submit outputs of the Task Sheets or Job Sheets to your Facilitator for
evaluation and recording in the Accomplishment Chart. Output shall
serve as your portfolio during the Institutional Competency Evaluation.

When you feel confident that you have had sufficient practice, ask your trainer to
evaluate you. The result of your assessment will be recorded in your Progress Chart
and Accomplishment Chart.

Recognition of Prior Learning (RPL)

You may already have some of the knowledge and skills covered in this module
because you have been working for some times already have completed training in this
area.

If you can demonstrate to your teacher that you are competent in a particular skill
or skills, talk to him/her about having them formally recognized so you don’t have to do
the same training again. If you have a qualification or Certificate of Competency from
previous trainings show it to your teacher. If the skills you acquired are still current and

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relevant to this module, they may become part of the evidence you can present for RPL.
If you are not sure about the currency of your skills, discuss it with your teacher.

You must pass the Institutional Competency Evaluation for this competency. A
Certificate of Achievement will be awarded to you after passing the evaluation.

EVENTS MANAGEMENT SERVICES NC II

COMPETENCY-BASED LEARNING MATERIALS
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 List of Competencies
No Unit of Competency Module Title Code
.
EVENT PLANNING SERVICES
1. Plan and develop event Planning and developing TRS342315
proposal or bid event proposal or bid
2. Develop an event concept Developing an event concept TRS342316
3. Develop event program Developing event program TRS342317
4. Select event venue and site Selecting event venue and site TRS342318
5. Develop and update event Developing and updating event TRS342319
industry knowledge industry knowledge
ON-SITE MANAGEMENT SERVICES
1. Provide on-site management Providing on-site management TRS342320
services services
2. Manage contractor for indoor Managing contractor for indoor TRS342321
events events
3. Develop and update Developing and updating TRS342322
knowledge on protocol knowledge on protocol

MODULE CONTENT

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UNIT OF COMPETENCY : Plan and Develop Event Proposal or Bid
MODULE TITLE : Planning and Developing Event Proposal or Bid
INTRODUCTION : This module covers the knowledge, skills, behavior
and motivations required to plan and develop
proposals and bids for the staging of meetings and
events. Depending on the context, this role could be
performed by a wide range of individuals including
event managers, local or regional tourism managers,
venue managers and marketing managers

SUMMARY OF LEARNING OUTCOMES:

Upon completion of this module the trainee/student must be able to:
LO1. Interpret event brief
LO2. Develop proposal and bid details
LO3. Develop bid materials
LO4. Submit or present the bid or proposal on time

ASSESSMENT CRITERIA:
1. The contents of the event brief are accurately interpreted and the company’s
capacity to meet stated requirements is assessed.

2. Action required for the development of the proposal or bid is identified and
planned.

3. Liaison with customer is undertaken to clarify requirements when appropriate

4. Details for inclusion in the proposal/bid are developed after consultation with
suppliers and other relevant agencies.

5. Options to meet and where possible, exceed the expectations of the customer
are developed including integration of current and emerging technology.

6. Possible competitors are evaluated and strategies to address competitive issues

are developed.

7. Bid materials are prepared within the designated time lines in accordance with
the requirements of the brief.

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 8. Materials are presented in a format that maximizes the use of presentation and
promotional techniques.

9. The proposal/bid is delivered within the prescribed time line.

10. Proposal/bid presentation is conducted with maximum visual/retention impact.

METHODOLOGY:
Brainstorming
Focus Group Discussion
Case Study
Blended learning
Simulation
CONDITION:

Computer set with internet

Metacards
Writing tools
LCD projector
Printer
Software for presentation skill
Sample bids or proposal
Reference book for business proposal writing

ASSESSMENT METHOD:

1. Oral questioning or interview

2. Review of portfolios of evidence of on-the-job performance by the candidate
3. Third-party workplace reports of on-the-job performance by the candidate

LO1. Interpret Event Brief

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CONTENTS:
1. Event Brief and Its Requirements
2. Liaise with Customers
CONDITION:
 Computer set with internet
 Metacards
 Writing tools
 LCD projector
 Printer
 Software for presentation skill
 Sample bids or proposal
 Reference book for business proposal writing

ASSESSMENT CRITERIA:
1. The contents of the event brief are accurately interpreted and the company’s
capacity to meet stated requirements is assessed.
2. Action required for the development of the proposal or bid is identified and
planned.
3. Liaison with customer is undertaken to clarify requirements when appropriate

METHODOLOGY:
 Brainstorming
 Case Study
 Simulation

ASSESSMENT METHOD:
 Oral questioning or interview
 Review of portfolios of evidence of on-the-job performance by the candidate
 Third-party workplace reports of on-the-job performance by the candidate

LEARNING EXPERIENCES

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 LEARNING ACTIVITY
1. Read Information Sheet No. 1.1-1 on
Event Brief and Its Requirements
2. Answer Self-Check No. 1.1-1
3. Compare your answers with Answer
Key No. 1.1-1
4. Read Information Sheet No. 1.1-2 on
Liaise with Customer
5. Answer Self-Check No. 1.1-2
6. Compare your answers with Answer
Key No. 1.1-2
7. Perform Task Sheet No. 1.1-2 on
Liaising with Customer
8. Evaluate your performance using the
Performance Criteria Checklist No. 1.1-
2
Information Sheet 1.1-1
SPECIFIC INSTRUCTION
If you have some problem on the content
of the information sheet don’t hesitate to
approach your facilitator
After completing the Self Check, discuss
your answer with your Trainer for
evaluation
If you have some problem on the content
of the information sheet don’t hesitate to
approach your facilitator
After completing the Self Check, discuss
your answer with your Trainer for
evaluation
After completing the task; approach your
trainer and discuss your performance
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 “An Event Brief and Its Requirements”

Objectives: After reading this INFORMATION SHEET, you must be able to:
1. Define event brief.
2. Describe the requirements of an event brief.
3. Discuss actions required in the development of a proposal or bid.

Introduction:
A great event planning brief helps the production team understand objectives, the
environment you will be working in, the desired experience and journey of attendees,
and overall look and feel. It will also help you to build up your run-sheet and avoid any
mistakes on the big day.

An Event Brief
An event brief is a complete overview of the event you are planning to run.
Written before any practical plans are made and long before the date of the event. It
includes any details relevant to the event and how you expect it to run such as key
dates, limitations etc. It is a document that should be referred to throughout the planning
of the event so that you can track your progress and stay focused. That being said
things do change rapidly when planning events but any adjustments made should be a
development of the original idea set out in your brief. (Amy Tucker)

Tips for writing an Event Brief

 To begin the brief process, you must give a clear overview of the event. This may
include: details of the events structure, the purpose of the event and a clear
description of what you want to
happen during the course of the
event. The aim of the project should
be included here. (Including targets
and/or any ethos).

 The date of the event must be

specified, including dates of any
interviews, meetings and other times
in which you must attend) In this
point, the commitments people need
to make, in terms of times, should be
made clear.

 The venue/location must be specified

 Your target audience should be decided on before planning to put in the brief.

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 If there are any partners from outside groups that you are working with, they
should be included in your brief, stating what they do, and how they are involved
in the event.

 State a clear budget at the start of the event to plan around. This budget should
be outlined in the brief.

 Income and expenditure targets should be included. For example, stating ticket
prices if applicable, and expected profit from event.

 All management/main roles in the event must be specified, with a brief

description for each so people know what they are putting themselves forward
for.

 Lastly, any necessary contact details should be put in the brief so that any
questions about the brief can be answered.

 An event brief can be used as part of a recruitment process for leadership roles
on the event you are planning. Application forms can be attached. In the
professional world an event brief often accompanies job adverts for freelance
project coordinators.

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 SELF-CHECK 1.1-1
Multiple Choice:

Direction: Read carefully the questions below, write the letter or letters of the
correct answer or answers. Write your answers on a separate sheet
of paper.

1. A complete overview of an event that is planned is called:

A. Event organizing
B. Event Brief
C. Event plan
D. Event overview
2. To have a clear overview of an event, it should include:
A. specific date
B. event structure
C. event organizer
D. specific venue or location
3. The following are income and expenditure that should be included in an event brief
which may include:
A. ticket price of people involved in the event
B. expected profit from event
C. food provision
D. touring
4. The importance of including necessary contact details of event is to:
A. to answer questions about the brief
B. to determine application to bid
C. to know if profit will be achieved
D. to outline budget
5. If there are any partners from outside groups that you are working with, what should
you do?
A. include leadership roles in the event
B. include job search in the event
C. include what they will do and what involvement they will have in the event
D. include ticket for their travel

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 ANSWER KEY 1.1-1
1. B
2. A, B, D
3. A, B
4. A
5. C

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 Information Sheet 1.1-2
“Liaise with Customers”

Objectives: After reading this INFORMATION SHEET, you should be able to:
1. Describe activities done in liaising customers.
2. Discuss these activities and its importance.
3. Simulate these activities within your group.

Introduction:
Businesses must cooperate with customers to meet their needs if they expect the
customers continued business. This may be as simple as answering the phone in
person, pressing the shirts with or without starch as the customer requested, or putting
the salad dressing on the side when asked. It may also be more complicated, but critical
to meeting the needs of that customer and others like them. (Dr. Philip R. Geist, Area
Director, Ocala.com)

What LIAISE Encompasses: (Dr. Philip R. Geist, Area Director, Ocala.com)

Listen to your customers. Take the time to identify customer needs by asking
questions and concentrating on what the
customer is really saying. Listen to their words,
tone of voice, body language, and most
importantly, how they feel. Beware of making
assumptions – thinking you intuitively know
what the customer wants. Do you know what
three things are most important to your
customer? You should, or you risk losing the
customer to your competition.
Interact with your customers. If your
customers are mothers with young children in
car seats that they have to unbuckle and carry into the business, ask them what would
be more convenient for them. It may
be adding a delivery service,
switching to a location with a drive-up
window, or creating a “5 minute only”
parking spot directly in front of the
business so they can leave the
children in the car and watch them
from the business. Interaction begins
with greeting the customer when they
enter the business, inquiring about
how they can be helped today, and
insuring that all staff are friendly and
smile at customers.

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 Accomplish meaningful change. Listening and understanding to customers’
needs is the beginning of improving customer service, actually making changes to
facilities, layout, policies, or procedures is the follow-through that will make a difference.
But you do need to be consistent about the changes you make. And you need to keep
doing them or you won’t see the outcome you want.
Inform customers of the changes you have made to improve service to
them. You can tell them personally, post
notices and signage in your business, put a
“new changes,” “our policies,” or updated FAQ
section on your website. You can also set up
Facebook page if you don’t have one and
update the page if you do, or send Tweets to
existing customers. However, don’t post items
for the sake of posting, make sure that your
information is meaningful and useful. Adding
useless information to your sites to boost SEO
will not create satisfied customers.
Survey your clients to identify
emerging needs, and to confirm that
existing ones are being met. A customer satisfaction survey encourages your clients
and customers to give your business vital feedback on issues that can affect customer
retention. There are many templates available
online for customer service surveys, and you can
either e-mail them to clients or use a service like
Survey Monkey.

Encourage your employees to focus on

customer service. Each employee represents
your business to the people he or she is
interacting with. Each transaction represents a
‘moment of truth’. After the experience, the
customer can be a raving fan/advocate for your
business, merely satisfied, or an unhappy customer who can destroy your business
through bad word-of-mouth.

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 Self-Check 1.1-2

True or False: Write TRUE if the statement is true and write FALSE if the
statement is not correct. Write it on a separate paper.

_____________ 1. In liaising with customers, beware of making assumptions.

_____________ 2. Unhappy customer can destroy your business through bad word-of-
mouth.
_____________ 3. A customer satisfaction survey does not encourage your clients and
customers to give your business vital feedback on issues that can
affect customer retention.
_____________ 4. Set up social media page if you don’t have one, and update the
page if you do, or send Tweets to existing customers for better
business relationship.
_____________ 5. In order for customers to understand agreements, you do not need
to be consistent about the changes you make.

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 Answer Key 1.1-2

1. True
2. True
3. False
4. True
5. False

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 Task Sheet 1.1-2

TITLE: Liaising with Customer

Objectives: Given the tools, materials and equipment, liaise with customers to
determine their requirements of an event
Condition:
 Computer with internet connection
 LCD projector

Procedure/Steps:

1. Read the case study below:

CASE STUDY: (Garnier by Amp Agency)

To reach the audience of over 13 million consumers aged 18-24 who attend
major music festivals each year, we created #GarnierMusic, an innovative product
immersion experience at five of the nation’s hottest festivals: Bonnaroo, Coachella, Big
Barrel, Firefly, and iHeartRadio. #GarnierMusic provided festival-goers with a shareable,
lasting experience, designed for full brand immersion with direct on-site product
sampling that included free hair-washing and styling.

At the heart of our program, we provided something all festival fans crave – a
cool hair wash and hot new style, delivered via a multi-sensory experience that
maximized brand immersion. Over the course of these three-day festivals, our 40'x40'
custom-built, fully-enclosed Garnier Salon provided on-site hair washes, color
consultations, and styling by professional stylists, using Garnier products, for up to 80-
90 concertgoers at a time. To manage the crowds that would start forming as early as
7:00 AM, we developed a sophisticated digital queue system that ensured a seamless,
hassle-free brand experience. The Salon experience also allowed attendees to ‘Rock
Their Style’ socially via photo activations and social integration on-site.

Given the nature of camping-based festival weekends, on-site showers are

always in hot demand. So, Garnier took over all showers on the grounds at each of the
five festivals during the dirtiest of days, providing free product upon entrance and exit,
thus allowing every consumer who showered to directly experience Garnier products.

We also distributed festival survival kits to festivalgoers, featuring sample product

and free branded swag, like sunglasses, bandanas, and hair ties, to support festival
style. The kits were sampled to artists, VIPs, and early arrivals at the hair-washing
queue, and were also seeded socially to contest winners online. For concertgoers
rushing between catching their favorite music acts, we set up Garnier self-style stations
throughout each festival. These mini-stations enabled attendees to quickly touch up
their looks using Garnier’s hottest styling products, while the brand benefited from
engagement across the entire festival footprint.

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 2. Conduct interview of similar product provider to answer the following
questions:

a. List important requirements of customers for an event to become

successful. What are the requirements of the above customers that were addressed by
the sponsoring agency?

b. Benchmark strategies that are important to be included in your proposal

as customer requirement. If you were to liaise with your customer who would like to
have similar event, what do you think would be his/her requirements? Will it be similar to
the above study? If not, are there others that could be added? What are they?
c. Name other customer requirements that maybe included in your
proposal aside from those found in the case study given. If you were to stage a
wedding event, what would be the requirements of your customer that you will
include in your proposal?

3. Look for a partner and discuss on your activity before submitting it to your
trainer/facilitator.

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 Performance Criteria Checklist 1.1-2
Did I? … YES NO

1. Conduct interview with a customer to determine his/her

requirements?

2. Identify his/her specific requirement in relation to the event

he/she is wanting?

3. List down information that would add to the requirements

aside from what has been already identified from the case
study given?

4. Discuss your output with a partner for better result?

5. Submit output on time

The trainee’s performance is

Satisfactory Unsatisfactory

Trainee’s Signature: Date:

Trainer’s Signature: Date:

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LO2. Develop Proposal and Bid Details

CONTENTS:
1. Developing Event Concept and Its Details
2. Presenting Options for a Proposal or Bid
3. Addressing Competitive Issues

CONDITION:
Computer set with internet
Metacards
Writing tools
LCD projector
Printer
Software for presentation skill
Sample bids or proposal
Reference book for business proposal writing

ASSESSMENT CRITERIA:
1. Details for inclusion in the proposal/bid are developed after consultation
with suppliers and other relevant agencies.
2. Options to meet and, where possible, exceed the expectations of the
customer are developed, including integration of current and emerging
technology.
3. Possible competitors are evaluated and strategies to address competitive
issues are developed.

METHODOLOGY:
Brainstorming
Simulation
Case study
Fishbone

ASSESSMENT METHOD:
 Project to bid for a meeting or event being staged within the local community
 Case studies to assess knowledge of the components required for inclusion
in different types of bids
 Review of portfolios of evidence of activities conducted such as a) liaising
with event organizers or other related organizations; b) benchmarking

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 Learning Experiences

LO2. Develop proposal and bid details

LEARNING ACTIVITY SPECIFIC INSTRUCTION

1. Read Information Sheet No. 2.2-1 on If you have some problem on the content of
Developing an Event Concept and its the information sheet don’t hesitate to
Details approach your facilitator
2. Answer Self-Check No. 2.2-1 After completing the Self Check, discuss your
answer with your Trainer for evaluation
3. Compare your answers with Answer Key
2.2-1
4. Perform Task Sheet 2.2-1 Developing an After completing the task; approach your
Event Concept and its Details trainer for evaluation
5. Evaluate performance using the
Performance Criteria Checklist 2.2A:
Developing an Event Concept and its
Details
6. Read Information Sheet 2.2B: If you have some problem on the content of
Presenting Options for an Event Proposal the information sheet don’t hesitate to
or Bid approach your facilitator
7. Answer Self-Check 2.2B: Presenting
Options for an Event Proposal or Bid
8. Compare your answers with Answer Key After completing the Self Check, discuss your
2.2B: Presenting Options for an Event answer with your Trainer for evaluation
Proposal or Bid
9. Perform Task Sheet 2.2B: Presenting
Options for an Event Proposal or Bid
10. Evaluate performance using the After completing the task; approach your
Performance Criteria Checklist 2.2B: trainer for evaluation
Presenting Options for an Event Proposal
or Bid
11. Read Information Sheet 2.2C: If you have some problem on the content of
Addressing Competitive Issues the information sheet don’t hesitate to
approach your facilitator
12. Answer Self-Check 2.2C: Addressing
Competitive Issues
13. Compare your answers with Answer Key After completing the Self Check, discuss your
2.2C: Addressing Competitive Issues answer with your Trainer for evaluation

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 INFORMATION SHEET 2.2a
“Developing An Event Concept and Its Details”

Objectives: After reading this INFORMATION SHEET, YOU MUST be able to:
1. identify an event concept
2. describe the phases of an event concept
3. give example of a proposal or bid according to the desired concept.
4. describe the details of an event concept

Introduction:
Guaranteeing freshness consistently over time is a common hurdle we face in
our event career. We may nail a concept and understand what works well over time.
Nonetheless it comes a time when we are forced to refresh our concept. This is when
inspiration is needed. Looking at what others are doing around the world may help to
think differently and create something unique. Research has shown that innovative
concepts lead to competitive
advantage, increased market share and
revenue streams. Therefore, it is proven
that ignoring innovation is a risky
strategy. Contents here will stimulate
your event concept design process by
looking at scarcity, secrecy, off-peak
planning, collaboration, collectiveness
and technology as content. These are
recurrent items in concept design. (by
Julius Solaris)
For an event to be successful it
requires a clear and robust concept,
which is aligned with the event aims,
the needs of the target market and
other relevant stakeholders. As part of the event design process, you should ask and
answer the 5 W’s – what, why, who, where and when? (monmouthshire)
The Event Concept (by Dr. John V. Padua)
The event concept iIncludes clear event objectives, a profile of the audience or
participants, a working budget, and a clearly stated event vision.
A. Stakeholders – is a person who can affect or will be affected by the event. They are
the person of influence but not directly involved in the work. This also includes
organization such as a goverrnment. Getz (1977) states that stakeholders are people
and groups with a stake of the event and its outcomes, including all groups participating
in the event production, sponsors and grant – givers, community representatives and
anyone impacted by the event.
(Example): Wedding, where everyone has an opinion about how things
should be done, including the mother-in-law.
These stakeholders may include:
event principal (key person in host organization or client).
Organizing committee

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 Sponsors, donors
Local community
Local authorities (e.g. council, emergency services, environmental authority)
Service contractors (e.g. staging, cleaning, catering, security)
Suppliers
Performers, entertainers, participants
Audience, spectators
Media

B. Purpose of the Event

Although the purpose of the
event is strongly linked to both the
theme and the venue, in some
instances defining the purpose is
difficult.
However, they will need to work
out the purpose summaries that the
primary purpose of the wedding is to
ensure its success.

C. Objectives of the Event

The objectives of the event may include:
Number of people attending
Number of participants
Contributions of the sponsors
Value of grants and donations
Break even or amount of profits
Goals for charitable contributions
Level of media exposure
Number of repeat visitors
Value of merchandize sold
Value of food and beverage sold
Number of exhibitors or stall holders
Establishing an objective helps the organizer or the event manager focused on
what they want to achieve. Measuring the outcomes against objectives, assists planning
of future events.

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D) Scope of the Event
This are related to the purpose and
obejctive of the event. It encompasses the
date, time, duration of the event and its
size. Scope depends on the available
resources. Resources that maybe required
include human resources (e.g. the
number of volunteers); physical resources
(e.g. equipment or infrastructure), and
financial resources (e.g. sponsorship).
Timing is another factor here. It is essential
to ensure that the event will not clash with
other similar events during peak season.

E. Event theme
The event theme should be linked to the
purpose. It should be compatible with the
guest/audience needs and consistent in all
respect. Most event adopt a color scheme that
is repeated on all items produced for the event
such as ticket, program, uniforms, décor, posters
and merchandize. These help attendees to
identify with the theme. Potential themes are
endless, limited only by your imagination and
customer’s pocket. (Example): historical,
artistic, musical

F. Venue
The event manager needs to carefully consider the planning implication of
choosing an unusual venue in preference to a standard venue requiring decoration to
match the theme. Lighting, sound and catering also provide challenges in an unusual
setting.
Many venues provide enormous flexibility and can be transformed to meet the
requirements of the theme. The range is
extremely wide from hotel banquet rooms,
conference centers and theaters and sporting
venues. When considering the choice of venue,
the organizer needs to look at a number of
factors like:

a) potential to fulfill the purpose of the theme

b) ambience
c) location
d) access by public transport
e) parking

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f) seating capacity
g) built features such as stages
h) cost of decorations, sound and lighting
i) cost of labour
j) logistic setting up
k) food and beverage facility
l) safety

G. Event Audience
When organizing an event, the needs of all participants must be considered
before finalizing the concept. Every audience is different and the event manager needs
to go with the flow and direct the event to meet the audience response. This can involve
sudden changes in plan. It is an important consideration at this early stage of event
concept and design. Initial financial estimates can get out of control very easily, and the
choice of event concept can certainly contribute to this.

H) Financial Consideration
It is an important consideration at
this early stage of event concept and
design. Initial financial estimates can get
out of control very easily, and the choice of
event concept can certainly contribute to
this.

I. Timing of the Event

This is often linked to the season or weather.
(Example):
a) Rainy season certainly is not the time to hold flower festival.
b) The timing of sporting season and their traditional competition.
c) broadcast to international audience is another consideration.
Television schedule for local and international events are tightly managed and
lived television broadcast need to be carefully planned. Not every sporting enthusiast is
keen to stay up all night for a delayed broadcast.
Evaluation for an event concept must take into account the following four-times
related factors: a) season; b) day of the week; c) times of the day; and d) duration.
Close linked to this concept of timing (in the sense of scheduling on the event
calendar), is the topic of lead time. This is the time available for planning and
implementation. Last-minute request is very difficult to manage. For an event manager,
a long lead time is preferable, allowing adequate time to develop the event
specifications and commence contract negotiations with suppliers and other contractors.
The duration of the event is another consideration, with multiple-day events providing
the best challenges as the venue has to be cleared, cleaned and restocked between
session.

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 Self-Check 2.2a

Multiple Choice: Choose the letter of the best answer or answers and write them on
a separate sheet of paper.

1. This detail of an event brief is often linked to the season or weather.

A. venue of the event
B. financial consideration of the event
C. timing of the event
D. theme of the event
2. What should you include in your proposal to ensure success of an event?
A. Audience of the event
B. Purpose of the event
C. financial consideration of the event
D. Theme of the event
3. A person who can affect or will be affected by the event.
A. Stakeholders
B. Organizer
C. Staff
D. Guests
4. When considering the choice of venue, the organizer needs to look at a number of
factors like:
A. construction
B. access by public transport
C. comfort of the facilities
D. parking
5. It is an important consideration at the early stage of event concept and design.
A. Audience of the event
B. Purpose of the event
C. financial consideration of the event
D. Theme of the event

26
 ANSWER KEY 2.2A

1. C

2. B

3. A

4. B, D

5. C

27
 TASK SHEET 2.2a

Title: Developing an Event Concept

Objectives: Given the tools, materials and equipment, develop an event

concept of your forthcoming Christmas Celebration.
Condition: situationer, computer with internet connection, metacards, writing
materials.
Procedure/Steps:
1. From the illustration below, develop your concept of a Christmas event to cater
at least 100 persons.

2. Submit your output within 1 hour.

28
 Performance Criteria Checklist 2.2a

Did the trainee… YES NO

1. Develop an event concept based on the theme required?

2. Followed the requirements given from the illustration?

3. Describe the requirements completely?

4. Submit output on time

The trainee’s performance is

Satisfactory Unsatisfactory

Trainee’s Signature: Date:

Trainer’s Signature: Date:

29
 Information Sheet 2.2B
” Presenting Options for an Event Proposal or Bid”

Objectives: After reading this INFORMATION SHEET, YOU ARE EXPECTED TO:
1. define presentation options for your proposal.
2. discuss the importance of these options.
3. describe how these options will be used in the presentation.

Introduction:
Without a winning delivery, even the best-laid business plans are at a
disadvantage. “The idea may be great, but if it’s not communicated well, it won’t get any
traction.” (Nancy Duarte, HBR Guide to Persuasive Presentations)
A memorable presentation transforms “numbers on a page” into something more
tangible. “It becomes a business opportunity that we’re grasping, a problem we’re
resolving, a step forward for the company.” (Raymond Sheen, HBR Guide to Building
Your Business Case)

Presenting Business Proposal

Do:
• Tell a story — it will make your case more persuasive and memorable
• Spell out the business need — it gives the audience a reason to listen

30
Don’t:
• Overlook stakeholders’ pet concerns — address them directly to win allies in the room
• Overwhelm your audience with needless detail
• Read directly from your slides — no one wants to attend a boring read-along

Top Tips For Winning Clients with a Great Business Proposal Presentation
Cut to the chase & get to the point.
Pause and ask questions.
Sell the vision.
Lead with stories, not data.
Use PowerPoint or Keynote wisely.
Keep it short & precise.
Have a clear agenda.

31
 Self-Check 2.2B

Answer the questions below. Write your answers on a separate sheet.

1. Read the case study below, identify the different tips on how it was presented in order
to win the proposal.

2. From the tips you identified, which among them is best effective that persuade your
client? Why?

CASE STUDY:
When the 2008 financial crisis necessitated painful cuts at a Silicon Valley
insurance company, chief information officer Jag Randhawa knew he needed a creative
solution to boost morale and keep employees engaged. He decided to try to launch a
bottom-up innovation program, which would allow IT employees to submit ideas to
improve customer service, business processes, and products. But first, he needed the
approval of management.
Randhawa didn’t yet have data to illustrate how the program might work, only
anecdotal evidence from companies in other industries. He knew that if he wanted to
persuade management, he would have to make an emotional appeal.
When it came time to present, Randhawa began by asking his audience to do a
selective attention exercise, also known as the “invisible gorilla” exercise. The task
involves watching a video and counting how many basketball passes are made between
players wearing white jerseys. Most viewers are so focused on counting the passes that
they completely overlook the man dressed as a gorilla who walks through the frame.
Randhawa’s audience was no different.
Not only did the video lighten the mood, “it was also very relevant to my core
message,” says Randhawa. “It demonstrated the need to have extra sets of eyes on a
problem and the importance of diverse perspectives that employees can offer.” As the
management team asked questions about how the program might work, it was clear
that anecdotal evidence from companies in other industries. He knew that if he wanted
to persuade management, he would have to make an emotional appeal.

32
 Answer Key 2.2B
1. A. Pause and ask question
B. Lead with stories, not data.
C. Have a clear agenda.

2. Lead with stories, not data. - It demonstrated the need to have extra
sets of eyes on a problem and the importance of diverse perspectives that
employees can offer.

33
 TASK SHEET 2.2A
Title: Presenting a Proposal
Objectives: Given the tools, materials and equipment, present a proposal. Include
some options such as short story, questions and the major agenda of your
proposal.

Condition: computer with internet connection, LCD projector writing materials.

Procedure/Steps:
1. Set up your presentation using the multi-media equipment
available.
2. Present your proposal to your classmates and trainer.
3. Ask questions after the presentation.
4. Summarize the salient points from your presentation.
5. Submit your presentation to your trainer for comment and/or
suggestions.

34
 Performance Criteria Checklist 2.2B

Did the trainee… YES NO

1. Set up properly the equipment to be used for the

presentation?

2. Followed the requirements given included in the

presentation?

3. Are questions given relevant to the presentation and its

requirements?

4. Summarize the salient point in the presentation?

The trainee’s performance is

Satisfactory Unsatisfactory

Trainee’s Signature: Date:

Trainer’s Signature: Date:

35
 Information Sheet 2.2C
“Addressing Competitive Issues in Business”

Objectives: After reading this INFORMATION SHEET, YOU MUST BE ABLE TO:
1. Identify competitive issues arising in business.
2. Discuss these issues with a partner.
3. Describe ways to address/resolve these issues
Introduction:
Competition forces you to give your best. Having that challenger right on
your heels pushes you to run faster, work harder and think deeper. You can also learn
plenty from the successes and failures of a worthy adversary. Plus, competition just
makes the game more interesting and a whole lot more fun. So don’t be afraid of
competition -- just learn to deal with it in an advantageous way. (Mike Kappel; Serial
Entrepreneur, Patriot Software Company CEO)

Responding to Competition (https://www.vintage.com)

Understanding what your customers want and reacting to their needs quicker
than your competitors can give you a crucial advantage in a tough market. To be
competitive, you must ensure the main focus of your business is on your
customers.
You must also understand
your competitors' strengths and
weaknesses and how they will
react to customer needs and
changes in the industry, so you
can stay one step ahead. At the
same time you must make sure
your business complies with
relevant competition laws.
How will this matter? Try to
consider these tips:
A. Understand your market
and competitors. Growing
your business without
understanding your
competitors is risky. Market research can prepare you for changing markets and
prevent your business being left behind by the competition.

B. Conduct market research. Market research involves collecting and analyzing

information about your market, including your customers and competitors. It is

36
 vital to research any new market you are moving into to avoid wasting time and
money on failed projects.

C. Assess what competitors offer. Researching your competitors is easier than it

may seem - for example, you can simply collect any flyers and price lists they
produce for customers, read their online material, or even buy their products and
services to compare them with your own.

D. SWOT analysis. A SWOT analysis can be a useful way to assess where you
stand in your market in relation to your competitors. It is a common and easily
used business analysis tool.

E. Find a unique selling proposition. The most effective way to stand out among
a field of competitors is to have a unique selling proposition (USP). Undertaking
market research is an important first step to creating a USP. Once you have
carried out your market research, analyze it closely to see if you can spot a gap
or opportunity in the market that none of your competitors are currently
exploiting.

F. Innovation. A fast-track to creating a USP is through innovation. By creating new

products and services, or producing better designs for existing ones, you can
ensure customers retain an interest in your business. This can also give you a
boost in profits when new products are brought to market.

G. Using strategies to compete such as:

1. Pricing - It is vital to set your prices at a level that ensures your business
remains profitable yet prevents your customers from looking elsewhere.

2. Price wars - If a competitor engages you in a price war, it can be better to try
reinforce your unique selling proposition to sidestep the.

3. Quality and service - If your customers have a positive buying experience,

they are far more likely to come back. Customer retention is important for
competition and gives your long-term business prospects a boost.

4. Sales and marketing - A good sales team and a solid marketing plan are
excellent ways to communicate the benefits of your products and services to
customers.

5. Using fair and legal competitive practices - The most important law to be
aware of is the Competition and Consumer Act 2010, which aims to give
businesses a fair and competitive operating environment.

37
 Self – Check 2.2C

Multiple Choice:

Select the letter/s of the best answer. Write your answer/s on a separate
sheet of paper.

1. Addressing competitive issues in business includes one of the following:

A. conducting market research

B. conducting price research
C. conducting competitors’ survey
D. conducting business presentation

2. The most effective way to stand out among a field of competitors, is through

A. having a list of competitors

B. befriending competitors
C. having a unique selling proposition
D. having a unique market strategy

3. The most important law to be aware of competition is

A. Competition and Consumer Act 7936

B. Competition and Consumer Act 2010
C. Competition and Consumer Act 2015
D. Competition and Consumer Act of 2009

4. One of the strategies used to compete in the market is:

A. pricing
B. Innovation
C. SWOT analyzes
D. marketing mix

5. Creating new products and services, or producing better designs for existing
ones mean:

A. Creation
B. Designing
C. Producing
D. Innovation

38
 Answer Key 2.2C

1. A
2. C
3. B
4. A
5. D

39
LO3. Develop Bid Materials
CONTENTS: 3A. Developing Bid Materials
3B. Formatting Bid Materials
3C. Promotional Techniques
CONDITION:
Computer set with internet
Metacards
Writing tools
LCD projector
Printer
Software for developing bid materials
Sample bids or proposal
Reference book for business proposal writing
ASSESSMENT CRITERIA:
3.1 Bid materials are prepared within the designated time lines in accordance
with the requirements of the brief.
3.2 Materials are presented in a format that maximizes the use of presentation
and promotional techniques.
METHODOLOGY:
Brainstorming
Simulation
Case study
Fishbone
ASSESSMENT METHOD:
Demonstration with oral questioning
Written test
Portfolio assessment
Interview

40
 Learning Experiences
LO3. Develop bid materials
LEARNING ACTIVITY
1. Read Information Sheet 3.3A:
Developing Bid Materials
2. Answer Self-Check 3.3A: Developing
Bid Materials
3. Compare your answers with Answer
Key 3.3A: Developing Bid Materials
4. Perform Task Sheet 3.3A: Developing
Bid Materials
5. Evaluate performance using the
Performance Criteria Checklist 3.3A:
Developing Bid Materials
6. Read Information Sheet 3.3B:
Formatting Bid Materials
7. Answer Self-Check 3.3B : Formatting
Bid Materials
8. Compare your answers with Answer
Key 3.3B: Formatting Bid Materials
9. Perform Task Sheet 3.3B: Formatting
Bid Materials
10. Evaluate performance using the
Performance Criteria Checklist 3.3B:
Formatting Bid Materials
11. Read Information Sheet 3.3C:
Promotional Techniques
12. Answer Self-Check 3.3C: Promotional
Techniques
SPECIFIC INSTRUCTION
If you have some problem on the content
of the information sheet don’t hesitate to
approach your facilitator
After completing the Self Check, discuss
your answer with your Trainer for
evaluation
After completing the task; approach your
trainer for evaluation
If you have some problem on the content
of the information sheet don’t hesitate to
approach your facilitator
After completing the Self Check, discuss
your answer with your Trainer for
evaluation
After completing the task; approach your
trainer for evaluation
If you have some problem on the content
of the information sheet don’t hesitate to
approach your facilitator
41
13. Compare your answers with Answer After completing the Self Check, discuss
Key 3.3C: Promotional Techniques your answer with your Trainer for
evaluation

42
 Information Sheet 3.3A
“Developing Bid Materials”

Objectives: After reading this INFORMATION SHEET, you must be able to:

1. Identify bid.
2. Describe different kinds of bid materials.
3. Design a bid material according to the specific event given.

Introduction:
When organizations are required to enter into a formal bid process in
order to win the right to stage an event, there are two tasks. The first task is to
develop a bid proposal and to submit the document to the selecting authority by
the required date. In addition, it is often advantageous to attend a meeting of the
selecting authority and make a formal presentation that draws out the main
points or highlights of their proposal and to answer any questions that may arise.

The Bid/Proposal
In general, it is an indication of willingness
to buy or sell goods or services or to undertake
a task, at a specific price and within a specific
timeframe. For contracting parties, it is a
complete proposal (submitted in competition
with other bidders) to execute specified job(s)
within prescribed time, and not exceeding a
proposed amount (that usually includes labor,
equipment, and materials). The bid-receiving
party may reject the bid, make a counter offer, or
turn it into a binding contract by accepting it. In
procurement of goods or services, the bid and
proposal (B&P) are a firm's plan (proposal) and proposed cost (bid) for fulfilling
the conditions outlined in a request for proposal (RFP) or other information
gathering or supplier contact activity. The development of a bid and proposal
takes place early in the procurement process, and the resulting proposal will be
subject to review by the purchaser and negotiation between the two parties.
Developing a bid and proposal takes place before a contract vehicle is in place,
meaning that firms undertake the costly tasks of proposal-writing and cost
estimation before they are awarded a contract. Often in official use of these two
terms a "bid" supposes the limits or scope of work is similar and usually the
lowest "bid" is awarded work, especially in government contracts. Proposals
mean the entity is fully aware the details and scope of work may vary and the
work is awarded to the best "plan" and NOT the cheapest, lowest price. Quality
and quantity are more of a consideration when proposals are taken seriously as
opposed to the lowest "bid"

43
Proposal or bid materials may include:
text documents
electronic presentations
videotapes, DVDs or other multimedia options
props
other promotional items.
Did you know that creating materials is the last part of the advertising process?
(UF Health)

Before you start writing an email announcement for an event or designing a

brochure featuring a new program, First and foremost, Do you really need to create
something new? Does this already exist somewhere else? Can you recycle or reuse
content (with permission)?
Even if it’s not exactly what you need, can you look to similar initiatives for
inspiration or advice? Effective materials target:
(1) the right audience with
(2) the right message.
Always keep in mind that before starting to create materials, know what is your
goal? Who is your audience? Where is your audience? What materials work best with
this audience? If you need a flyer, is paper the medium your audience uses? Or are
they reading a flyer by email or a website? Or even Twitter or Facebook? When you say
you need “a flyer”, do you really mean an email and/or web announcement? Before you
start designing a message and materials, it is very important to know if the distribution
channel will be paper or digital. This determines everything from budget to timeline to
the type of software used to make the materials. If your materials need professional
printing, make sure you have room for this in your timeline. Does this project require a
budget? How will you pay to print materials or sponsor ads? Going back to your goals,
can you achieve these through free options?

44
Messaging
What are your key message points? Keep it short and to the point!
This is where communications efforts often stray from stated goals. Go back a
few steps and remind yourself who your audience is. What’s in it for them? Why should
they care? What are the benefits to your customer/user?
What action do you want your audience to take? Register for an event? Fill out
an application? Ask them to do this in your message. This is a “call to action”.
Do you have a landing page? This is important if you’re asking others to share
your message with their audiences, (ie)
including in email newsletters or
forwarding to list servers. A web page or
online news post will also help you track
interest.

45
 Self – Check 3.3A
Multiple Choice:
Select the letter/s of the best answer/s by writing your choice/s on a separate sheet of
paper.

1. This is a firm's plan (proposal) and proposed cost (bid) for fulfilling the conditions
outlined in a request for proposal (RFP) or other information gathering or supplier
contact activity
A. bid or proposal
B. event
C. activity
D. conference
2. Proposal or bid materials include:
A. attractive design
B. news brief
C. electronic presentations
D. videotapes, or DVDs
B. Before starting to create bid materials, what are some preliminaries that you should
consider?
A. goal statement of the company\
B. target audience
C. local rules and regulations
D. company staff
4. So that your bid materials will convey message to the reader, what should you
consider?
A. expertise of the team in staging an event
B. what actions do you want your audience to take?
C. benefits that your customer will get out of the event
D. co-ordination experience of the team
5. What should you include in your material in order to track the interest of your
customer?
A. email
B. online post
C. your name
D. event title

46
 Answer Key 3.3A
1. A
2. C, D
3. A, B
4. B, C
5. A, B

47
 TASK SHEET 3.3A
Title: Develop an Event Proposal
Objectives: Given the tools, materials and equipment, develop an event material using
your computer.
Condition: computer with internet connection, LCD projector Sample event materials
Procedure/Steps:
1. Use the template below.
2. Develop an electronic event material for a wedding of a famous
couple in your locality.
3. Include the important details in your proposal. If possible, you may
improve the template according to your creativity.
4. Submit your proposal to your trainer through power point
presentation.

48
 Performance Criteria Checklist 2.2B

Did the trainee… YES NO

1. Use the given template?

2. Improved the template in accordance with the proposed

event?

3. Include important details in the proposal?

4. Show finished material to your trainer?

The trainee’s performance is

Satisfactory Unsatisfactory

Trainee’s Signature: Date:

Trainer’s Signature: Date:

49
 Information Sheet 3.3B
“Formatting Bid Materials”

Objectives: After reading this INFORMATION SHEET, you must be able to:

1. Identify formatting.
2. Describe a proper format to be used in a bid material
3. Discuss the importance of proper formatting of a bid material.
Introduction:
Your document’s presentation may seem like a small point. Yet it could
be the difference between your hard work being read and acted on or it being put aside
for a ‘later’ that never comes. The appearance of your document is the first impression
your would-be reader gets. So, it needs to hook them in and encourage them to read
on. There’s nothing very enticing about a wall of text, tiny fonts or endless tables. (Jacob
Funnell)

Formatting tips to get your document read

1) White space is not wasted space
White space is simply anywhere on the page where there is no text or images.
Don’t be fooled into thinking this space is ‘wasted’. Wider margins are your friend. They
reduce the length of each individual line of text, making your writing easier for your
readers’ eyes to scan. And they create mental ‘breathing space’* that makes the whole
document more pleasant to read.
Of course, most of us have been tempted at
some point to make a document’s margins narrower
and lines of text longer, in order to reduce the overall
length. So a document that was once three-and-a-
half pages will instantly become a nice round three.
(We even had one client proudly tell us how
consultants had redesigned their templates to reduce
margins down to a minimum, to save paper.)
But this is a bad idea. Yes, you’ll hand over a
document with fewer pages – but every one of those pages will look less professional

50
and be more difficult to read. Better to use more paper than waste all of it. So avoid the
temptation to squeeze as much text onto a page as possible – your reader will thank
you for it.
2) Use fonts well
Both serif fonts (eg Garamond or Times New Roman) or sans-serif fonts (eg
Helvetica or Arial) are fine for business documents. Try pairing fonts: use one kind of
font for the headlines and subheads, and another for the body text. If you’re using a
serif font for the body text, try using a sans-serif font for the headlines, or vice versa.
And resist the urge to use too many different fonts: no more than two on a page is a
good rule of thumb.
You can also try pairing two fonts from the same font family; for example, using
Lucida Bright for the headings and Lucida Sans for the body text.

3) Use headlines and subheads as signposts

Headlines and subheads are crucial signposts for the reader. Used effectively,
they can summarize the entire story of a document by themselves and guide the reader
through your most important points. They also break up large blocks of text, which can
be hugely off-putting.

Format headlines and subheads in bold (and in a larger font size if you like). In
the documents we analyze for participants in our courses, we often see people using
underline for subheads (or bold and underline). But this isn’t necessary and can look
cluttered or old-fashioned. Bold is enough by itself.

4) Use lists and tables carefully

Lists are an effective way to draw the eye, but that’s probably why they’re
frequently overused. Always bear in mind that each extra list that you add reduces the
impact of every other list on the page.
Some documents even consist mainly of lists – probably because they’re easy to
write. But what’s easier for the author is much harder for the reader. Such documents
are disjointed and therefore usually difficult to follow.
Tables are often a handy substitute for lists, as well as a neat way to format
straightforward information. They’re especially useful if you need to compare two or
more things directly, against the same criteria. (For example, you might need to
compare sales figures or possible outcomes of different courses of action.)
When formatting tables, avoid using gridlines that run close to the text. Instead,
insert space above and below it (using the paragraph formatting menu, if you’re using
Microsoft Word). And experiment with taking out vertical – or even all – internal
gridlines. The extra space around the information should make it easier to read. You

51
can differentiate long rows by shading every other one. In Word, you can do this by
going to Table tools → Design.

5) Draw attention with boxes

Boxes can form a vital entry-point into your document. Do you have a fact or
piece of information that you know will interest your reader? A box will help you make
the most of that. On the other hand, boxes are also a good place to put information that
doesn’t easily fit into the natural flow of your body text.
Remember that a box needs to make sense on its own, as it will probably be
read before the main text. You can make a box stand out by giving it a different font to
the rest of the text (but remember to stick to a maximum of two fonts in your document),
or by using background shading. And, as ever, remember to give the text plenty of
space (white or otherwise) around it. Text crammed inside a small box will look very
uninviting, defeating the point of separating it from the rest of the document.

52
 SELF – CHECK 3.3B

TRUE OR FALSE:

Write TRUE if the statement is correct and write FALSE if the statement is
wrong. Write your answer on a separate sheet of paper.

______________ 1. White spaces are important to get your document read.

______________ 2. Remember not to give the text plenty of space (white or otherwise).

______________ 3. Boxes can never form a vital entry-point into your document.

______________ 4. Lists are an effective way to draw the eye of the reader.

______________ 5. Headlines and subheads are crucial signposts for the reader.

53
 ANSWER KEY 3.3B

1. TRUE

2. FALSE

3. FALSE

4. TRUE

5. TRUE

54
 TASK SHEET 3.3B

Title: Formatting Event Material

Objectives: Given the tools, materials and equipment, format an event material.
Condition: computer with internet connection, LCD projector Sample event materials
Procedure/Steps:
1. Develop event material using the Microsoft word.
2. Use the following format: font size and style:
a. title – Georgia (font size 18)
b. body – Bookman Old Style (font size 12). Include tables or
boxes if necessary. Insert space above and below
c. emphasize salient point of your design using pictures
3. Submit your output after 2 hours.

55
 Performance Criteria Checklist 2.2B

Did the trainee… YES NO

1. Use Microsoft word in designing event material?

2. Followed proper formatting as to font size and style?

3. Include important details in the designed material?

4. Submitted output to trainer within designated time?

The trainee’s performance is

Satisfactory Unsatisfactory

Trainee’s Signature: Date:

Trainer’s Signature: Date:

56
 Information Sheet 3.3C
“Promotional Techniques”

Objectives: After reading this INFORMATION SHEET, you must be able to:
1. Define promotional technique.
2. Describe different promotional techniques used in an event Proposal.
3. Use these promotional techniques in your event material.

Introduction:
Many people use the words “marketing” and “promotions” as synonyms, even
though they are quite different, with one supporting the other. Marketing includes all of
the upfront product development, pricing
and distribution strategies you need to
create, with advertising, promotions and
public relations using that information to
effectively communicate messages to
consumers.

Promotional Techniques - It is a
marketing technique that is used to entice customers to purchase a product. The
promotions typically last for a set period of time and are used to achieve a specific
purpose, such as increasing market share or unveiling a new product.
Promotional strategies include: (https://smallbusiness.chron.com)
Contests. Contests are a frequently used promotional strategy. Many contests
don't even require a purchase. The idea is to promote your brand and put your
logo and name in front of the public rather than make money through a hard-sell
campaign. People like to win prizes. Sponsoring contests can bring attention to
your product without company overtness.

57
Social Media - Social media
websites such as Facebook and
Google+ offer companies a way
to promote products and services
in a more relaxed environment.
This is direct marketing at its best.
Social networks connect with a
world of potential customers that
can view your company from a
different perspective. Rather than
seeing your company as "trying to
sell" something, the social
network can see a company that
is in touch with people on a more
personal level. This can help
lessen the divide between the
company and the buyer, which in
turn presents a more appealing
and familiar image of the
company.

Mail Order Marketing -

Customers who come into your
business are not to be
overlooked. These customers
have already decided to
purchase your product. What can
be helpful is getting personal information from these customers. Offer a free
product or service in exchange for the information. These are customers who are
already familiar with your company and represent the target audience you want
to market your new products to.

Product Giveaways - Product giveaways and allowing potential customers to

sample a product are methods used often by companies to introduce new food
and household products. Many of these companies sponsor in-store promotions,
giving away product samples to entice the buying public into trying new products.

58
Point-of-Sale Promotion and
End-Cap Marketing - Point-of-
sale and end-cap marketing are
ways of selling product and
promoting items in stores. The
idea behind this promotional
strategy is convenience and
impulse. The end cap, which sits
at the end of aisles in grocery
stores, features products a store
wants to promote or move
quickly. This product is positioned so it is easily accessible to the customer.
Point-of-sale is a way to promote new products or products a store needs to
move. These items are placed near the checkout in the store and are often
purchased by consumers on impulse as they wait to be checked out.

Customer Referral Incentive

Program - The customer
referral incentive program is a
way to encourage current
customers to refer new
customers to your store. Free
products, big discounts and
cash rewards are some of the
incentives you can use. This is
a promotional strategy that leverages
your customer base as a sales force.

(https://www.instituteofpersonaltrainers.com/
blog/the-short-guide-to-referral-marketing-for-
personal-trainers)

Causes and Charity - Promoting your

products while supporting a cause can be
an effective promotional strategy. Giving customers a sense of being a part of
something larger simply by using products they might use anyway creates a
win/win situation. You get the customers and the socially conscious image;
customers get a product they can use and the sense of helping a cause. One
way to do this is to give a percentage of product profit to the cause your company
has committed to helping.
(https://www.exhibitoronline.com/topics/article.asp?ID=852)

59
Branded Promotional Gifts - Giving
away functional branded gifts can be a
more effective promotional move than
handing out simple business cards.
Put your business card on a magnet,
ink pen or key chain. These are gifts
you can give your customers that they
may use, which keeps your business in plain sight rather than in the trash or in a
drawer with other business cards the
customer may not look at.
(https://www.google.com/url?

sa=i&source=images&cd=&cad=rja&uact=8&ved=&url=https%3A%2F
%2Fwww.forbes.com)

Customer Appreciation Events - An in-store customer appreciation event with

free refreshments and door prizes will draw customers into the store. Emphasis
on the appreciation part of the event, with no purchase of anything necessary, is
an effective way to draw not only current customers but also potential customers
through the door. Pizza, hot dogs and soda are inexpensive food items that can
be used to make the event more attractive. Setting up convenient product
displays before the launch of the
event will ensure the products you
want to promote are highly visible
when the customers arrive. (young
dashboard website)

After-Sale Customer Surveys -

Contacting customers by
telephone or through the mail
after a sale is a promotional
strategy that puts the importance of customer satisfaction first while leaving the
door open for a promotional opportunity. Skilled salespeople make survey calls to
customers to gather information that can later be used for marketing by asking

60
questions relating to the way the customers feel about the products and services
purchased. This serves the dual purpose of promoting your company as one that
cares what the customer thinks and one that is always striving to provide the best
service and product
Self – Check 3.3C
TRUE OR FALSE:
Write TRUE if the statement is correct and write FALSE if the statement is
wrong. Write your answers on a separate sheet.

1. Skilled salespeople make survey calls to customers to gather information

that can later be used for marketing by asking questions relating to the
way the customers feel about the products and services purchased.
2. Emphasis on the appreciation part of the event, with no purchase of
anything necessary, is an effective way to draw not only current customers
but also potential customers through the door.
3. Point-of-sale and end-cap marketing are ways of selling product and
promoting items in any place of sales and marketing.
4. Giving away functional branded gifts are effective promotional move than
handing out simple business cards.
5. You get the customers and the socially conscious image through customer
referral incentive program.

61
 ANSWER KEY 3.3C
1. TRUE
2. TRUE
3. FALSE
4. TRUE
5. FALSE

62
LO4. Submit or Present the Bid or Proposal on Time
CONTENTS:
4A. Presenting Bid Proposal
4B. Visual Effects for a Winning Bid Proposal
CONDITION:
Computer set with internet
Metacards
Writing tools
LCD projector
Printer
Software for developing bid materials
Sample bids or proposal
Reference book for business proposal writing
ASSESSMENT CRITERIA:
4.1 The proposal/bid is delivered within the prescribed time line.
4.2 Proposal/bid presentation is conducted with maximum visual/retention impact.
METHODOLOGY:
Brainstorming
Simulation
Case study
ASSESSMENT METHOD:
Demonstration with oral questioning
Written test
Portfolio assessment
Interview

63
 Learning Experiences
LO4. Submit or Present Bid or Proposal on Time
LEARNING ACTIVITY
1. Read Information Sheet 4.4A:
Presenting Bid Proposal
2. Answer Self-Check 4.4A: Presenting
Bid Proposal
3. Compare your answers with Answer
Key 4.4A: Presenting Bid Proposal
4. Read Information Sheet 4.4B:
Visual Effects for a Winning Bid
Proposal
5. Answer Self-Check 4.4B: Visual
Effects for a Winning Bid Proposal
6. Compare your answers with Answer
Key 4.4B: Visual Effects for a Winning
Bid Proposal
7. Perform Task Sheet 4.4B: Visual
Effects for a Winning Bid Proposal
8. Evaluate performance using the
Performance Criteria Checklist 4.4B:
Visual Effects for a Winning Bid
Proposal
SPECIFIC INSTRUCTION
If you have some problem on the content
of the information sheet don’t hesitate to
approach your facilitator
After completing the Self Check, discuss
your answer with your Trainer for
evaluation
If you have some problem on the content
of the information sheet don’t hesitate to
approach your facilitator
After completing the Self Check, discuss
your answer with your Trainer for
evaluation
After completing the task; approach your
trainer for evaluation
64
 Information Sheet 4.4A
Presenting Bid Proposal

Objectives: After reading this INFORMATION SHEET, you must be able to:
1. Identify presentation techniques of a bid proposal to catch the attention
of your audience.
2. Describe methods of presenting bid proposal.
Introduction:
Making a presentation to clients and preparing for likely questions is usually the
critical final deal clincher on major contracts. Using your unique combined skill set,
could you give the top 5 points that a company should take in account when preparing
for such an event. I’d also be particularly interested in your views on the most
appropriate team and discipline selection to represent a company at such an event. You
need to think about the purpose of the presentation – what the audience and you want
to get out of it – because that will guide how you prepare, what you show on the day,
and what you say (with your voice and your body language).(Chris Shaw)

How to Create Winning Bid Presentation (https://www.presentia.co.uk)

1. Start the process of developing the Bid Presentation in parallel with the
RFP response – don’t do it sequentially. This will certainly improve the quality of
the Presentation but may well also help the RFP response.
2. Think through early on in the process the key points you want to make
which will differentiate you from the competition. Make sure that they are
fully reflected in a consistent way in both the
Presentation and the Proposal. In the
Presentation make then very clear
expressing them as a benefit to the client
and don’t be afraid to repeat at the end of
the Presentation as you close.

3. At the outset determine clear

responsibilities / budget for the
development for the Presentation. Think through what the business is worth,

65
 the probability of winning it and consequently the level of resource you are
prepared to commit.

4. Treat the Presentation as just as important as the RFP response – make

sure that someone is clearly accountable for the delivery of the Presentation

5. Give the Presentation a real visual WOW factor – use really high quality
designers and use graphics in 2 and 3D to make it visually compelling and
relevant – keeping text to a minimum. We often find that this resource isn’t
available in-house – one reason that clients use us to support their Bid
Presentations. This shows the prospective Client that you have made a real effort
and aren’t simply trotting out your standard stuff.

6. Do not use PowerPoint. Unfortunately people’s eyes tend glaze over when
confronted with a PowerPoint Presentation; there is a good reason for the ‘Death
by PowerPoint’ badge. Present in something different and you will immediately
grab your audience’s attention.

7. In the same
be possible to do the same for
the Presentation. This will keep
costs down and help with getting
the Presentation ready in time.
8. Make sure that
hard versions. Sometimes key influencers and even decision makers may not
be at the Presentation.
Here are seven strategies that will help you create a presentation that will
differentiate you from your competition.

1. Make the presentation relevant to your prospect. ...

2. Create a connection between your product/service and the prospect. ...
3. Get to the point. ...
4. Be animated. ...
5. Use showmanship. ...
6. Use a physical demonstration.

66
 SELF –CHECK 4.4A

Essay:

Write a short paragraph on how to present a winning bid proposal. Expound the
strategies mentioned in order to win the proposal and how you will convince your
client to accept your proposal. Submit your output after 1 hour

67
 ANSWER KEY 4.4A

When presenting a proposal, it’s important to remember that your clients

are busy. They have other meetings to attend, phone calls and emails to return,
and problems to solve. Time is their most precious asset. So don't waste their
time by arriving late, fumbling with the projector, or making long introductions.

Start a business proposal presentation by getting to the point, preferably in

the first minute. There's a good chance that your client is itching to interrupt you
and barrage you with questions, so get to your main point before the presentation
is sidetracked. After you’ve spoken for a few minutes, stop and ask your client a
question. This is a great way to stay in control of the meeting while allowing your
client to interact with the sales presentation. Don’t walk into the meeting and
immediately start talking about yourself or your company or your products. If you
do this, your client will immediately focus on cost and product features, often
ending the meeting before you’ve had a chance to finish.

Instead, focus on selling a vision first. Your clients want to know how they
can beat their competitors, reach new customers, retain existing customers, and
increase profit margins.

68
 Information Sheet 4.4B
“Visual Effects for a Winning Bid Proposal”

Objectives: After reading this INFORMATION SHEET, you must be

able to:
1. Identify what is visual effects.
2. Describe visual effects that can be used for a proposal presentation.
3. Discuss the importance of using visual effects in a proposal
presentation.
4. Use these visual effects for your presentation.

Introduction:
Visual effects are the various processes by which imagery is created
and/or manipulated outside the context of a live action shot. Visual effects involve
the integration of live-action footage and generated imagery to create
environments which look realistic which is impossible to capture on film. Visual
effects using computer generated imagery has recently become accessible to the
independent filmmaker with the introduction of affordable and user-friendly
animation and compositing software.VFX can be categorize into Compositing,
Matte Painting, Animation, Lighting, Texture, Rigging.

=============================================================
Effective Visual Design for Proposal Writing (Allegra Johnston)

The field of document design has gained considerable attention over the
past couple of decades. New technology has drastically increased the design
possibilities for writers, and researchers are gaining greater insight into the way
that readers interact with the visual elements of their texts. This has led to an
explosion in the availability of guidance on document design, but there are still
areas where the research is incomplete. One of these
areas concerns a common but important type of
document: the proposal. There are numerous guides on
proposal writing, but most of them are concerned with
content and give little attention to document design.
Since successful proposals are crucial to both the
business and non-profit arenas, it is important that the
documents are accessible and make a good impression
on reviewers. Good document design can help.

69
 To win a proposal, you need a great offer. But how you present your offer
is also important, because presentation has a big impact on how well your offer is
received. (http://www.robynhaydon.com)
We get seven seconds to make a first impression and one-third of
consumer purchasing decisions are based on packaging.

55% of the information we take in during a presentation is visual, and only

7% is text. A study by the Wharton Research Centre also showed that using
visual slides in a presentation has a dramatic effect on message retention after 3
days – with 50% message retention for visual slides and only 10% for bullet
points.
Proposals are, by definition,
fairly complex documents. The key to
presenting them well is to keep them
simple, which helps the buyer to
navigate the proposal and find the
information they need.
Great proposal presentation begins
with the tools you use to create your
proposal layout.
Not all proposal tools are
created equal. So, let’s take a look at
some commonly available tools you
might use to create your proposal
format; what they are, why they work,
and when and how to use them.
(https://www.visualeffectssociety.com/
PowerPoint proposals
PowerPoint is built for presentations,
but increasingly seeing PowerPoint
proposals used for proposals.
Why it works:
PowerPoint works well for proposals
because it’s designed for visuals, and not
for text. There's not a lot of room on a PowerPoint slide, so it’s impossible to cram
in too much writing, forcing you to stick to the point. You can do more with color,
you can do more with design and layout, and it's impossible for your proposal to
get too long if you use this format.

70
When to use it:
PowerPoint proposals are ideal when you’re going to make your pitch in
person first, and need to leave a PDF of the proposal as a reminder of what you
discussed. They also work well in industries where you have a lot of visual
evidence to illustrate your claims.
PowerPoint works best when you are directing the buying discussion, and you are
free to design and layout the proposal in any way you want. It’s less useful for
tender responses, where you need to stick to the buyer’s prescribed response
format and templates.

Word Documents converted to PDF

Many organizations still use Word for the majority of proposals, particularly
where there isn’t a centralized bid or tender team and/or there are many staff
members who need to produce their own individual quotes or proposals.
Why it works:
Word is a valid way to format proposals. The key to getting Word proposals
right is to have a nice clean template designed that looks modern, up to date, and
fresh, allows you to insert (but not stretch or shrink) graphics, and leaves enough
white space that you don’t end up overcrowding the text.
When to use it:
Word proposals, by definition, are available to almost everyone because
Word software is loaded onto most computers. Because of this, they can all start
to look the same, and it can be difficult to tinker too much with the design and
layout of Word templates if you want the average Word user to be able to use
them.
Word proposals are perfectly fine if you're responding to competitive
tenders that have a lot of content, and when you don't have a lot of time to
complete the proposal. Occasionally, in a competitive tender, you might need to
submit a raw Word document (instead of a PDF) if the RFT requests this for audit
purposes.

Excel proposals

Sometimes you will still see competitive

tenders issued with an Excel template for the
non-price criteria, as well as for the price
criteria. This is a sure sign that price is really the
most important factor, and that the request has
been written by somebody who doesn't care very
much about the words.

71
Why it works:
Unfortunately, when it comes to written content, it really doesn’t. Excel is
exceptionally unfriendly when it comes to presenting any kind of text.
When to use it:
If you're unlucky enough to be faced with an Excel template in which you
must complete a written proposal, keep your words to a minimum, make sure your
formatting is easy to read, and make your responses short and to the point.

Which of these options are you using now? And how can you up your
game?
For example, if you're currently working mostly with Word, consider how
you can introduce some PowerPoint proposals.
If you're already using a combination of Word and PowerPoint, consider
getting some professional design advice - particularly if this is an expectation in
your industry, and your competitors are already doing this, because your
proposals will seem amateurish by comparison.

72
 Self – Check 4.4B
TRUE OR FALSE:
Write TRUE if the statement is correct and write FALSE if the statement is
wrong. Write your answers in a separate sheet.

1. Proposals are fairly complex documents, the key to presenting them well
is to keep them simple, which helps the buyer to navigate the proposal
and find the information they need.
2. PowerPoint works well for proposals because it’s designed for visuals, and
not for text.
3. PowerPoint proposals are ideal when you’re going to make your pitch in
person first, and need to leave a PDF of the proposal as a reminder of
what you discussed.
4. Word proposals, by definition, are available to almost everyone because
Word software is loaded onto most computers.
5. Word proposals are perfectly fine if you're responding to competitive
tenders that have a lot of content, and when you don't have a lot of time to
complete the proposal.

73
 Answer Key 4.4B

1. True
2. True
3. True
4. True
5. True

74