Sample of Proposal Plan Event

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AVENUE-Event No. 17, Jalan Takde Kerje Kosong, Sungai Keroh, 80400, Johor Bahru

Mr Tan Tin Tun Director, Student Affairs Abraham Tertiary College 1001, Jalan Buntu 75100 Melaka Re: Proposal to Manage and Organize Career and Education Fair AVENUE-Event is pleased to put forth our proposal to manage and organize a Career and Education Fair event to be held in Melaka International Trade Center (MITC), Ayer Keroh, Melaka, on behalf of Abraham Tertiary College. With its brand name as an emerging, preferred career source provider, AVENUE-Event is in a position to deliver the service aligned with the expectations of many clients and establishments, and create the occasion as an event to remember. Together with this cover letter, we enclose herewith the proposal that outlines the details and management plan for the event for your kind perusal. The proposal covers the project and timeline, scope of work and responsibilities and professional fees. A detailed, follow-up proposal that underlines the details of the event tentative, costing and other related matters will follow should we come to agreeable terms during the preliminary discussion. Should you have further inquiries regarding the abovementioned matter, please do not hesitate to contact the underneath. You can also contact our Project Manager, Lim Tat Seng directly at +6012- 212 4789 for further rounds of discussion. Thank you and best regards Yours truly, ……………………………… Mahat Mahmud Principal Consultant, AVENUE-Event

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Content: 1. 2. 3. 4. 5. 6.

Project and Timeline Scope of Work and Responsibilities Professional Fees Workflow Process Terms of Services Supplements

1. Project and Timeline 1.1. Event details Proposed event Organizers Date/Time Duration Venue

: Career and Education Fair 2008 : AVENUE-Event Abraham Tertiary College : March 2008 (Exact date TBD) : 3 days : Melaka International Trade Center, MITC, Ayer Keroh, Melaka

1.1. Timeline process a. Discussion round – development of proposal, discussion and consultation with joint committee, Jan 2008 (W2) b. Appointment and confirmation of event, subject to approval, Feb 2008 (W3) c. Project kick-off meeting with members of the organizing committee and Project Manager, setting up of detailed management plan, marketing and promotion, PR, feedback system and so on, Feb 2008 (W4) d. Submission/feedback of project progression with the Project Manager (bi-weekly basis) e. Project Execution, May 2008 (TBD) f. Project wrap up, completion and post mortem, May 2008 (TBD) 2. Scope of Work Scope of work leveraged by AVENUE-Event will cover the following: a. Promotional, publicity and marketing – via various methods and PR strategies that include running tele-faxing software, cold callings, VIP invitation, press releases, media advertising and so on b. Invitation to targeted booth participants – which range from corporate organizations, governmentlinked bodies and agencies, entrepreneurs, private and public colleges and universities and so on 2


c. Sub or mini-event organizations – this refers to development of anchored and sub-events which include talks, games, featured mini-events, launching and more d. Booth and system set up and design – development of theme and concept, flow of events, PA system and logistics coordination 3. Professional Fees The fee for the event ranges depending on the budget allocation given and size. The recommended budget for the proposed event is between RM200k to RM300k to cater for between 100 and 200 booths. The fee covers the cost of the execution team, project implementation, co-ordination, promotion and consultation based on the scope of work outlined to your esteemed organization. Please discuss with our representatives to work the optimized cost and associated fees.

4. Workflow Process 4.1. Workflow Process Each of our event is carried out not without due and extensive planning strategies. This ensures all key aspects for successful event coordination are covered. Our events follow the strict guideline and the following signature processes: a. Design, Plan and Execution under One Roof From the design, plan, execution and closure of a project, we ensure the smooth running of all aspects in the implementation. All critical areas such as Guest Invitation and Management, Speakers & Talent Acquisitions, VIP Protocols, PR and Media Relation, Corporate Sponsorships, Risk Evaluation & Management and Logistics & Safety will be given the utmost care and attention. b. Backdrop and Stage Creation To create a long lasting impression to your event audience, the need for an attractive yet meaningful and targeted stage presentation is inevitable. Our production and design teams work hard to provide you the very much needed customized backdrops and stage sets, tailored accordingly towards the theme of your event project. c. Presentation Tools Leave the engineering and technical parts to us. Just tell us what you want to do and we will assemble the latest state-of-the-art technological tools and equipment for your use. We even create Power Point Presentation Materials, Promotional Videos, Speech and Script Writing and other tools as required by you.

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d. News Releases and Promotion Drives Off course, no one knows the existence of a major, upcoming event unless it is properly promoted to the right channel and audience. We help to create a buzz and presence with fast and efficient marketing drive that includes Press Releases & Conferences, Cold Calling, Leaflet Distribution, Faxing Service and Online Promotion. ATSB initiates press releases and ensure your upcoming event is captured by your targeted audience. We create a buzz using multi-faceted approach to ensure maximum exposure and benefit. e. Closure and Post Mortem Report Our credibility is built through our strong and consistent communication with the client throughout the project. Just because an event ends, it does not signal the end of relationship. We at ATSB are able to assist our client to discuss and provide feedback about the overall running of the project from the planning stage until the last guest leaves. By doing so, both parties can learn to continuously improve the next event and make it an even bigger success. 5. Terms of Services The work commences upon the signing of the agreement between AVENUE-Event and Kolej Yayasan Melaka, together with a deposit amounting 50% of the overall project cost. The remaining 50% is to be paid latest 2 weeks before the start of the event. AVENUE-Event reserves the right not to commence the project until the deposit is paid and the agreement is signed.

6. Supplements MITC location map:

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Booth Views: 9 square-meter booth:

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12 square-meter booth:

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Sample of Proposal Plan Event

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