JOB SEARCH / JAN. 04, 2015
version 5, draft 5

How to Write a Proposal for an Event Coordinator Job

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In the corporate world, the need for exposure is steadily growing. The few who are most successful in promoting their products often do it through new and more interesting means. Therefore, corporate institutions are always on the lookout for event coordinators to handle marketing responsibilities. You can show how companies may benefit from your services as an event coordinator by drafting a decent proposal for the job.

Introduce Yourself

Developing a formal proposal requires that you begin with a brief introduction. Give the client an overview of yourself and how much experience you have in the business. In addition, talk about your company and outline its benefit to the client.

Summarize Client’s Needs

This section should include a description of the event. If you are applying to coordinate a single event, simply rehash the details of the event to convince the client that you understand what they need. Use the job description, or the notes taken during a meeting with your client to guide you through writing this section. Remember to include the venue, date, time, theme and entertainment as requested by the client. However, if applying for a permanent position, simply write the kinds of events you believe would raise the company’s profile. In this case, vary the events in different categories, such as radio promotions and award ceremonies.

Outline the Logistics

Give the logistics of the event, such as the promotional materials needed, lead time required and the staff to be used. Outline what services you plan to give, especially if the event is large and requires multiple functions. Create sub-headings, like, “Cocktail Party” and “Luncheons” for weddings and conferences. Follow this with a summary of the duties to be performed at the event. You can also use single bullet-point lists for more clarity and add photos of similar events coordinated in the recent past. Furthermore, for corporate events, explain that you will keep a detailed account of the attendance numbers and outcome.

Create a Cost Sheet

Complete your proposal with a reasonable expense budget and your salary requirements. To help the client perceive the quality of the event, use language that helps them see, taste and smell the flavors of the event. This will work to your advantage, especially if the cost summary threatens to exceed the client’s initial budget. The cost summary should include a detailed listing of the prices for each item to be used, together with their purpose. For example, the client might find it difficult to understand that a sterno is a heater that keeps the food warm.

Include total costs

At the bottom of the cost sheet, write the proposed amount for the entire event by tallying each total cost. Ensure that you include a perceived amount for the discounts in case of early bookings and multiple events booked all at once. Then, provide your entire contact information and thank the client for the opportunity.

Offer to run the event on a pilot basis to increase your chances of securing the job. Moreover, if you are new to the business, ensure that you work closely with all competent vendors because they will form part of your important contacts.

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