Copy CBLM - Ems NC Iii - Core 1 - JMG

COMPETENCY-BASED LEARNING
MATERIAL
Sector TOURISM
Competency PLAN AND DEVELOP EVENT
PROPOSAL OR BID
Module Title DEVELOPING PROPOSAL
AND BID DETAILS
Prepared by Engr. JOCELYN M. GONZALES
Villa Caceres Hotel Academy
SUMMARY OF COMPETENCY-BASED
LEARNING MATERIALS
NUMBER UNIT OF MODULE CODE
COMPETENCY TITLE
1 Plan and develop event Planning and TRS342315
proposal or bid developing
event proposal
or bid
2 Develop an event Developing an TRS342316
concept event concept
3 Develop event program Developing event TRS342317
program
4 Select event venue and Selecting event TRS34231
site venue and site
5 Develop and update Developing and TRS342319
event industry knowledge updating event
industry
knowledge
6 Provide on-site event Providing on-site TRS342320
management services event
management
services
7 Manage contractors for Managing TRS342321
indoor events contractors for
indoor events
8 Develop and update Developing and TRS342322
knowledge on protocol updating
knowledge on
protocol
HOW TO USE THIS LEARNING MATERIAL
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 time and 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 training show it to your teacher. If the skills you acquired
are still current and 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.
MODULE CONTENT
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 customers 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 timelines in accordance with
the requirements of the brief.
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 timeline.
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
Interpret Event Brief

CONTENTS:
1A. Event Brief and Its Requirements

1B. Liaising with Customers
CONDITION:

 Metacards
 Writing tools
 LCD projector
 Printer
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:
LEARNING ACTIVITY SPECIFIC INSTRUCTION

Read Information Sheet 1.1A: If you have some problem on the
Event Brief and Its Requirements content of the information sheet don’t
hesitate to approach your facilitator
Answer
Self-Check 1.1A: Event Brief and Its
Requirements
Compare your answers with Answer After completing the Self Check,
Key 1.1A: Event Brief and Its discuss your answer with your Trainer
Requirements for evaluation
Read Information Sheet 1.1B: If you have some problem on the
Liaising With Customer content of the information sheet don’t
Answer
Self-Check 1.1B: Liaising With
Customer
Key 1.1B: Liaising With Customer discuss your answer with your Trainer
for evaluation
Perform Task Sheet 1.1B: Liaising
With Customer
Evaluate performance using the After completing the task; approach
Performance Criteria Checklist 1.1B: your trainer for evaluation
Liaising With Customer
Information Sheet 1.1A
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 event’s 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.
 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.
SELF-CHECK 1.1A
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
ANSWER KEY 1.1A
1. B
2. A, B, D
3. A, B
4. A
5. C
Information Sheet 1.1B
Liaising 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.
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.
Self-Check 1.1B
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.
Answer Key 1.1B
1. TRUE
2. TRUE
3. FALSE
4. TRUE
5. FALSE
Task Sheet 1.1B
TITLE: Liaise 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.
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.
Performance Criteria Checklist 1.1B
Did the trainee… 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:

LO2. Develop Proposal and Bid Details
CONTENTS: 2A. Developing Event Concept and Its Details
2B. Presenting Options for a Proposal or Bid

2C. Addressing Competitive Issues
CONDITION:

 Metacards
 Writing tools
 LCD projector
 Printer
2.1 Details for inclusion in the proposal/bid are developed after

consultation with
suppliers and other relevant agencies.
2.2 Options to meet and, where possible, exceed the expectations of the
customer are developed, including integration of current and emerging
technology.
2.3 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
Learning Experiences
LO2. Develop proposal and bid details

Developing an Event Concept and its content of the information sheet don’t
Details hesitate to approach your facilitator
Answer
Self-Check 2.2A: Developing an
Event Concept and its Details
Key 2.2A: Developing an Event discuss your answer with your Trainer
Concept and its Details for evaluation
Perform Task Sheet 2.2A:
Developing an Event Concept and its
Details
Performance Criteria Checklist 2.2A: your trainer for evaluation
Developing an Event Concept and its
Details
Presenting Options for an Event content of the information sheet don’t
Proposal or Bid hesitate to approach your facilitator
Answer
Self-Check 2.2B: Presenting Options
for an Event Proposal or Bid
Key 2.2B: Presenting Options for an discuss your answer with your Trainer
Event Proposal or Bid for evaluation
Perform Task Sheet 2.2B: Presenting
Options for an Event Proposal or Bid
Presenting Options for an Event
Proposal or Bid
Read Information Sheet 2.2C: If you have some problem on the
Addressing Competitive Issues content of the information sheet don’t
Answer
Self-Check 2.2C: Addressing
Competitive Issues
Key 2.2C: Addressing Competitive discuss your answer with your Trainer
Issues for evaluation
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
 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.
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 belinked to the purpose. It should be

compatibe with the guest/audience needs and consistent in all respect. Most event
adopt a colour 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 amtch the theme. Lighting, sound and catering also provide challlenges in an
unusual settings.
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
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 involved sudden changes in
plan. It is an important
consideration at this early stage of
event concept and design. Initial
fianncial 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 cconsideration.
Television schedule for local and international events are tighly managed and
lived television broadcast need to be carfully 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 availbale for planning and
implementation. Last-minute request are very difficult to manage. For an event
manager, a long lead time is preferable, allowing adewuate 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.
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

ANSWER KEY 2.2A
1. C
2. B
3. A
4. B, D
5. C
TASK SHEET 2.2A
Title: Develop 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.
Performance Criteria Checklist 2.2A
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

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
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.
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.
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.
TASK SHEET 2.2A
Title: Present 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.
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?

Information Sheet 2.2C
Addressing Competitive Issues in Business

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 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 to reinforce your unique selling proposition to sidestep the
challenge.
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.
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 means:
A. Creation
B. Designing
C. Producing
D. Innovation
Answer Key 2.2C
1. A
2. C
3. B
4. A
5. D
LO3. Develop Bid Materials
CONTENTS: 3A. Developing Bid Materials
3B. Formatting Bid Materials

3C. Promotional Techniques
CONDITION:

 Metacards
 Writing tools
 LCD projector
 Printer
 Software for developing bid materials
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
LO3. Develop bid materials

Developing Bid Materials content of the information sheet don’t
Answer
Self-Check 3.3A: Developing Bid
Materials
Key 3.3A: Developing Bid Materials discuss your answer with your Trainer
for evaluation
Perform Task Sheet 3.3A:
Developing Bid Materials
Performance Criteria Checklist 3.3A: your trainer for evaluation
Formatting Bid Materials content of the information sheet don’t
Answer
Self-Check 3.3B : Formatting Bid
Materials
Key 3.3B: Formatting Bid Materials discuss your answer with your Trainer
for evaluation
Perform Task Sheet 3.3B: Formatting
Bid Materials
Formatting Bid Materials
Read Information Sheet 3.3C: If you have some problem on the
Promotional Techniques content of the information sheet don’t
Answer
Self-Check 3.3C : Promotional
Techniques
Key 3.3C: Promotional Techniques discuss your answer with your Trainer
for evaluation
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"
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?
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, (i.e.) including in email newsletters or forwarding
to list servers. A web page or online news post will also help you track interest.
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
Answer Key 3.3A
1. A
2. C, D
3. A, B
4. B, C
5. A, B
TASK SHEET 3.3A
Title: Develop an Event Proposal

Objectives: Given the tools, materials and equipment, develop an
event material using your computer.
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.
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?

Formatting Bid Materials
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 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 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.
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.
ANSWER KEY 3.3B
1. TRUE
2. FALSE
3. FALSE
4. TRUE
5. TRUE
TASK SHEET 3.3B
Title: Format Event Material

Objectives: Given the tools, materials and equipment, format an
event material.
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.
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?

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.
 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.
 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)
 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
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 products 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.
ANSWER KEY 3.3C
1. TRUE
2. TRUE
3. FALSE
4. TRUE
5. FALSE
LO4. Submit or Present the Bid or Proposal on Time
CONTENTS:
4A. Presenting Bid Proposal

4B. Visual Effects for a Winning Bid Proposal
CONDITION:

 Metacards
 Writing tools
 LCD projector
 Printer
 Software for developing bid materials
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
LO4. Submit or Present Bid or Proposal on Time

Presenting Bid Proposal content of the information sheet don’t
Answer
Self-Check 4.4A: Presenting Bid
Proposal
Key 4.4A: Presenting Bid Proposal discuss your answer with your Trainer
for evaluation
Visual Effects for a Winning Bid content of the information sheet don’t
Proposal hesitate to approach your facilitator
Answer
Self-Check 4.4B: Visual Effects for a
Winning Bid Proposal
Key 4.4B: Visual Effects for a discuss your answer with your Trainer
Winning Bid Proposal for evaluation
Perform Task Sheet 4.4B: Visual
Effects for a Winning Bid Proposal
Visual Effects for a Winning Bid
Proposal

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 proposals.
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
Presentation. Think through
what the business is worth, 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 it with something different and you will
immediately grab your audience’s attention.
7. In the same way that you ‘cut and paste aspects of the RFP response it
should 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 you are able to leave / distribute / make available soft
and 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.
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.
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.

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.
To win a proposal, you need a great offer. But how you present your
offer is also important, because a 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 I'm 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.
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.
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.
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.

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COMPETENCY-BASED LEARNING

Recognition of Prior Learning (RPL)

MODULE TITLE : Planning and Developing Event Proposal or

INTRODUCTION : This module covers the knowledge, skills,

SUMMARY OF LEARNING OUTCOMES:

3. Liaison with customers is undertaken to clarify requirements when

6. Possible competitors are evaluated and strategies to address competitive

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

9. The proposal/bid is delivered within the prescribed timeline.

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

 Computer set with internet

1. Oral questioning or interview

3. Third-party workplace reports of on-the-job performance by the candidate

Interpret Event Brief

1A. Event Brief and Its Requirements

 Computer set with internet

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

 Oral questioning or interview

LEARNING ACTIVITY SPECIFIC INSTRUCTION

Tips for writing an Event Brief

 The venue/location must be specified.

 Income and expenditure targets should be included. For example, stating

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

 An event brief can be used as part of a recruitment process for leadership

What LIAISE Encompasses: (Dr.

Listen to your customers.

Accomplish meaningful change. Listening

Inform customers of the changes you have

Survey your clients to identify emerging needs, and to confirm that

Encourage your employees to focus on customer service. Each

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

 Computer with internet connection

1. Read the case study below:

CASE STUDY: (Garnier by Amp Agency)

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

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

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

c. Name other customer requirements that maybe included in your

Performance Criteria Checklist 1.1B

Did the trainee… YES NO

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

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

3. List down information that would add to the requirements

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

5. Submit output on time

The trainee’s performance is

Trainee’s Signature: Date:

Trainer’s Signature: Date:

2B. Presenting Options for a Proposal or Bid

 Computer set with internet

2.1 Details for inclusion in the proposal/bid are developed after

LEARNING ACTIVITY SPECIFIC INSTRUCTION

Objectives: After reading this INFORMATION SHEET, YOU MUST be able

1. identify an event concept

Guaranteeing freshness consistently over time is a common hurdle we face in

For an event to be successful it requires a clear and robust concept, which is

The Event Concept (by Dr. John V. Padua)

(Example): Wedding, where everyone has an opinion about how things