Event
Event
Management
PROPOSAL
PROPOSAL
Example
ExampleCompany
Company
February 08,2015
Month XX, 2017
Presented
Presented By:
by:
XTIAN
XTIAN
Introduction
XTIAN is a one stop shop for event needs. Our event team has more than a decade of
experience planning memorable events. Some of our past success include: The Children's
Hospital Teddy Bear Picnic, Dress for Success Fashion Show and the International Wine
and Cheese Show.
The key to creating lasting memories is bringing the experience to life. From the
decorations to the food choices and activities, we make sure that your event provides
guest with a 360 degree experience.
Our team of experts can start with a crumb of an idea, and
make into a phenomenal experience.
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Who We Are
Since xxxx, XTIAN has been helping our clients developing
meaningful memorable events across the east coast of North
America.
Our more than XX employees bring a wealth of knowledge and experience that is
unmatched in the event industry. The teams diverse knowledge includes experience in
food and nutrition, consumer health, fashion and beauty, charitable causes, retail,
entertainment and sports. We have a proven track record for innovation and creativity,
while launching events on time and on budget.
2
Your Proposed Team Leads
JANE SMITH PETER GRAY
Event Manager Event Coordinator
Jane has more than 15 years of event Peter is a new recruit to the 360 Degree
management experience. Her most Management team. Peter hails from the
notable projects to date include raising West Coast, and has extensive
more than $1 million dollars in her Race experience in sporting events including
to End Breast Cancer 2012 marathon having worked with the Los Angeles
event, and drawing the more than 2000 Dodgers and the US National Rugby
families to the 2013 Teddy Bear Picnic. Team.
Jane has been a member of the 360
Degree Event Management Team since
2009.
Related Client Experience: Race to End Breast Cancer,
Sporting Team 10km Run, Fight Cystic Fibrosis and The
Children's Hospital.
3
Our Understanding
To increase prostate cancer awareness through the development of a unique Father's Day
event that involves running for the whole family. Create a buzz that will recruit participants
to attend the event, intrigue journalists, and encourage men to be increasingly concerned
about their prostate health.
EVENT SUMMARY
This 10 km family relay run will be hosted in Bellevue Park on
Sunday June 21, 2015.
Each team will be encourage to have at least 4 members per relay team with a maximum of
10 members. Each team will be provided with a family name baton, which will be passed
between members throughout the 10k course. Team members can run together, however,
each member of the team must carry the baton for a minimum of 1 km of the race.
At the 5km mark, each team must successfully pass a prostate challenge, where trivia
questions with respect to prostate health will have to be answered by team members. Once
the team members successfully answer 5 questions, they can continue on with the
remainder of their run. After run celebrations include a lycopene rich spaghetti dinner, and
musical entertainment. Prostate health speakers will kick off the run, and will talk between
musical acts throughout the remainder of the days activities.
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Our Understanding of Your Needs
Event Name Father's Day Family Relay in Support of Prostate Health
Date Sunday, June 21, 2015
Location Bellevue Park
Projected Attendees 5,000
Event Theme Increasing awareness of prostate health
Key Messages When something goes wrong with the prostate, it can
affect a man's sex life, his long term health and with
prostate cancer can lead to death
Prostate cancer is the second most common cause of
cancer-related deaths in men in the UK, accounting for
around 14 per cent of all male cancer deaths. In 2009
there were 8,842 deaths in England from prostate
cancer.
Lycopenes (from tomatoes and tomato based products)
and selenium are thought to have a protective effect,
whilst diets high in calcium may increase the risk of
developing prostate cancer.
Strategic Goals Provide an engaging opportunity for families to learn
more about prostate health together
Educate attendees on prostate health
Normalize the conversation about prostate health
Engage families in a physical activity that they can
participate in together
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Our Services Include:
• Strategic counsel and plan development
• Message development and media training
• Event planning and execution
• Multimedia presentations
• Sponsorships and speaking opportunities
6
What We Do for You
You can rely on us to manage end-to-end logistics for your
event. Our responsibilities will include:
Event Planning and Budgeting – managing a detailed timeline and budget
Site Selection – venue selection and contracts
Supplier Management – liaising with event vendors such as AV, catering, transport,
staging, photographers
Speaker Management – ensure all speakers are prepared and at event site
Donations – ensuring all funds raised are accounted for and receipts are issues
Event Registration – pre and day of coordination of all event registration requirements
Onsite Event Execution – set-up, vendor supervision, attendees
Attendee Evaluation – capturing onsite and post event feedback
Post Event Analysis – delivering a post event report detailing achievements and
providing recommendations for future events.
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ESTIMATED FEE COSTS ($50/HR)
Description Time Cost
Overall Project Management 100 hrs $5,000
Venue Sourcing and Inspection 10 hrs $500
Securing Suppliers: 30 hrs $1,500
AV, Catering, Decoration, Photography,
Signage, Speakers
Registration Coordination 30 hrs $1,500
Event Set Up 20 hrs $1,000
Onsite Event Coordination 32 hrs $1,600
(4 ppl x 8 hrs)
Post Event Wrap Up 10 hrs $500
TOTAL $11,600
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ESTIMATED HARD COSTS
Description Cost
Venue Contract & Permits 1 $500
Audiovisual 1 $500
Catering 1 $1,000
Decorations 1 $1,000
Photographer 1 $500
Signage 1 $800
Staging 1 $300
Event Publicity 1 $2,000
Online Registration 1 $1,000
Event Give-Aways 1 $1,000
TOTAL $8,600
TOTAL PROPOSED BUDGET $20,200.00
Costs will be charged on a monthly basis as fee hours and hard costs are accumulated.
Final payment is required for all outstanding charges 30 days post event.
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Statement of Work and Contract
[Note: This is a sample contract - we are not lawyers and recommend you having your own legal
counsel review any contract prior to sending out.]
Effective [date] ("Effective Date"), XTIAN ("Consultant") and Example Company ("Company"), a
[state/province] corporation, agree (this "Agreement") as follows:
1. SERVICES AND PAYMENT
Consultant agrees to undertake and complete the Services (as defined in Exhibit A) in
accordance with and on the schedule specified in Exhibit A. As the only consideration due
Consultant regarding the subject matter of this Agreement, Company will pay Consultant in
accordance with Exhibit A.
2. OWNERSHIP; RIGHTS; PROPRIETARY INFORMATION;
PUBLICITY.
2.1. Company shall own all right, title and interest (including patent rights, copyrights, trade
secret rights, mask work rights, trademark rights, sui generis database rights and all other
rights of any sort throughout the world) relating to any and all inventions (whether or not
patentable), works of authorship, mask works, designations, designs, know-how, ideas and
information made or conceived or reduced to practice, in whole or in part, by Consultant in
connection with Services or any Proprietary Information (as defined below) (collectively,
"Inventions") and Consultant will promptly disclose and provide all Inventions to Company.
All Inventions are works made for hire to the extent allowed by law. In addition, if any
Invention does not qualify as a work made for hire, Consultant hereby makes all
assignments necessary to accomplish the foregoing ownership. Consultant shall further
assist Company, at Company's expense, to further evidence, record and perfect such
assignments, and to perfect, obtain, maintain, enforce, and defend any rights assigned.
Consultant hereby irrevocably designates and appoints Company and its agents as
attorneys?in?fact to act for and in Consultant's behalf to execute and file any document and
to do all other lawfully permitted acts to further the foregoing with the same legal force and
effect as if executed by Consultant.
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2.2. Consultant agrees that all Inventions and all other business, technical and financial
information (including, without limitation, the identity of and information relating to
customers or employees) Consultant develops, learns or obtains in connection with Services
or that are received by or for Company in confidence, constitute "Proprietary Information."
Consultant will hold in confidence and not disclose or, except in performing the Services, use
any Proprietary Information. However, Consultant shall not be obligated under this
paragraph with respect to information Consultant can document is or becomes readily
publicly available without restriction through no fault of Consultant. Upon termination and
as otherwise requested by Company, Consultant will promptly return to Company all items
and copies containing or embodying Proprietary Information, except that Consultant may
keep its personal copies of its compensation records and this Agreement. Consultant also
recognizes and agrees that Consultant has no expectation of privacy with respect to
Company's telecommunications, networking or information processing systems (including,
without limitation, stored computer files, e-mail messages and voice messages) and that
Consultant's activity, and any files or messages, on or using any of those systems may be
monitored at any time without notice.Consultant further agrees that any property situated
on the Company's premises and owned, leased or otherwise possessed by the Company,
including computers, computer files, email, voicemail, storage media, filing cabinets or other
work areas, is subject to inspection by Company personnel at any time with or without
notice.
2.3. As additional protection for Proprietary Information, Consultant agrees that during the
period over which it is (or is supposed to be) providing Services (i) and for one year
thereafter, Consultant will not encourage or solicit any employee or consultant of Company
to leave Company for any reason, and (ii) Consultant will not engage in any activity that is in
any way competitive with the business or demonstrably anticipated business of Company,
and Consultant will not assist any other person or organization in competing or in preparing
to compete with any business or demonstrably anticipated business of Company.
2.4. To the extent allowed by law, Section 2.1 and any license to Company hereunder
includes all rights of paternity, integrity, disclosure and withdrawal and any other rights that
may be known as or referred to as "moral rights," "artist's rights," "droit moral," or the like.
Furthermore, Consultant agrees that notwithstanding any rights of publicity, privacy or
otherwise (whether or not statutory) anywhere in the world and without any further
compensation, Company may and is hereby authorized to use Consultant's name in
connection with promotion of its business, products and services and to allow others to do
so.To the extent any of the foregoing is ineffective under applicable law, Consultant hereby
provides any and all ratifications and consents necessary to accomplish the purposes of the
foregoing to the extent possible. Consultant will confirm any such ratifications and consents
from time to time as requested by Company.
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2.5. If any part of the Services or Inventions is based on, incorporates, or is an improvement
or derivative of, or cannot be reasonably and fully made, used, reproduced, distributed or
otherwise exploited without using or violating technology or intellectual property rights
owned or licensed by Consultant and not assigned hereunder, Consultant hereby grants
Company and its successors a perpetual, irrevocable, worldwide royalty-free, nonexclusive,
sublicensable right and license to exploit and exercise all such technology and intellectual
property rights in support of Company's exercise or exploitation of the Services, Inventions,
other work performed hereunder, or any assigned rights (including any modifications,
improvements and derivatives of any of them).
3. WARRANTY
Consultant warrants that: (i) the Services will be performed in a professional and
workmanlike manner and that none of such Services or any part of this Agreement is or will
be inconsistent with any obligation Consultant may have to others; (ii) all work under this
Agreement shall be Consultant's original work and none of the Services or Inventions or any
development, use, production, distribution or exploitation thereof will infringe,
misappropriate or violate any intellectual property or other right of any person or entity
(including, without limitation, Consultant); (iii) Consultant has the full right to provide the
Company with the assignments and rights provided for herein; (iv) Consultant shall comply
with all applicable laws and Company safety rules in the course of performing the Services
and (v) if Consultant's work requires a license, Consultant has obtained that license and the
license is in full force and effect.
4. TERMINATION
If either party materially breaches a material provision of this Agreement, the other party
may terminate this Agreement upon five (5) days written notice unless the breach is cured
within the notice period. Company also may terminate this Agreement at any time, with or
without cause, upon ten (10) days' notice, but, if (and only if) without cause, Company shall
upon termination pay Consultant all unpaid and undisputed amounts due for Services
completed prior to notice of termination. Sections 2 (subject to the limitations on Section 2.3
stated therein) through 8 of this Agreement and any remedies for breach of this Agreement
shall survive any termination or expiration. Company may communicate such obligations to
any other (or potential) client or employer of Consultant.
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5. RELATIONSHIP OF THE PARTIES
Notwithstanding any provision hereof, for all purposes of this Agreement each party shall be
and act as an independent contractor and not a partner, joint venturer, or agent of the other
and shall not bind nor attempt to bind the other to any contract. Consultant is an
independent contractor and is solely responsible for all taxes, withholdings, and other
statutory or contractual obligations of any sort, including, but not limited to, workers'
compensation insurance. Consultant agrees to indemnify, defend and save Company
harmless from any and all claims and threatened claims by any third party, including
employees of either party, arising out of, under or in connection with:
5.1. The death or bodily injury of any third party, including any agent, employee, customer,
business invitee or business visitor of Company but only to the extent caused or contributed
to by Consultant, or the damage, loss or destruction of any tangible personal or real
property but only to the extent caused or contributed to by the Consultant; or
5.2. An act or omission of Consultant in its capacity as an employer of a person and arising
out of or relating to: (i) federal, state or other laws or regulations for the protection of
persons who are members of a protected class or category or persons, (ii) sexual
discrimination or harassment, (iii) work related injury or death, (iv) accrued employees
benefits and (v) any other aspect of the employment or contractual relationship or its
termination (including claims for breach of an express or implied contract of employment)
and which, with respect to each of the clauses (i) through (v) arose when the person
asserting the claim, demand, charge, action or other proceeding was or purported to be an
employee or independent contractor of Consultant.
6. ASSIGNMENT
This Agreement and the services contemplated hereunder are personal to Consultant and
Consultant shall not have the right or ability to assign, transfer, or subcontract any
obligations under this Agreement without the written consent of Company. Any attempt to
do so shall be void.
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7. NOTICE
All notices under this Agreement shall be in writing, and shall be deemed given when
personally delivered, sent by confirmed telecopy or other electronic means, or three (3) days
after being sent by prepaid certified or registered U.S. mail to the address of the party to be
noticed as set forth herein or such other address as such party last provided to the other by
written notice.
8. MISCELLANEOUS
The failure of either party to enforce its rights under this Agreement at any time for any
period shall not be construed as a waiver of such rights. No changes or modifications or
waivers to this Agreement will be effective unless in writing and signed by both parties. In
the event that any provision of this Agreement shall be determined to be illegal or
unenforceable, that provision will be limited or eliminated to the minimum extent necessary
so that this Agreement shall otherwise remain in full force and effect and enforceable. This
Agreement shall be governed by and construed in accordance with the laws of the state of
New York without regard to the conflicts of laws provisions thereof. Any legal action or
proceeding relating to this Agreement shall be brought exclusively in the state or federal
courts located in New York County, New York, and each party consents to the jurisdiction
thereof.In any action or proceeding to enforce rights under this Agreement, the prevailing
party will be entitled to recover costs and attorneys' fees. Headings herein are for
convenience of reference only and shall in no way affect interpretation of the
Agreement.Any breach or threatened breach of Sections 2, 3 or 6 this Agreement will cause
irreparable harm to the Company for which damages would not be an adequate remedy,
and, therefore, the Company is entitled to injunctive relief with respect thereto (without the
necessity of posting any bond) in addition to any other remedies. This Agreement constitutes
the complete and exclusive agreement between the parties concerning its subject matter
and supersedes all prior or contemporaneous agreements or understandings, written or
oral, concerning the subject matter described herein.
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Exhibit A
SERVICES & FEES
Services:
Consultant will perform a Social Media Strategy for the company as described in the
proposal Scope of Service section. Final deliverable will be a PDF document.
Term:
The term will begin on [date]
Fees:
Flat fee of $20,200.00 made in 2 payments. 50% to begin the work [date] and 50% after
delivery of the web audit and strategy document
Expense Reimbursement
Limited to required, reasonable telephone expenses, coach class (or equivalent)
transportation, lodging and meals that have been authorized in writing by Company in
advance; payable 30 days after receipt of itemized invoice.
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Next Steps
Upon approval of budget, a detailed workback schedule will
be provided, with key deliverable dates. A letter of agreement
will be forwarded to John.
Once received we will then set up a kick-off meeting to discuss any changes to the
deliverables.
Chris Tian
XTIAN
John Doe
Example Company
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