wyd proposal

8/3/2019 Wyd Proposal

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TABLE OF CONTENTS

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INTRODUCTION

The following is an event sponsorship proposal:

The Westrand Youth Development is an organization looking to empower the youth of the West strand and

intends on using the event to raise funds that will be utilized to commence and possibly maintain a program that

will contribute to job creation for the youth. September is the month whereby all proud South Africans,

celebrate the rich heritage of this beloved country, what makes us who we are. We think it’s critical to make

sure the youth is part of such celebrations and we think its good that these particular celebrations can be used to

empower the youth because the future of our heritage lies on them.

BACKGROUND

The heritage celebration is a noble deed because the benefits will be to those who need the most, the

youth of the west rand. Its extremely important for any person or organization given the responsibility

to coordinate the vent to have this understanding. It therefore follows that thorough planning andexecution are the foremost requirements for this event to become a success. We at WESTRAND

YOUTH DEVELOPMENT believe that we understand the enormity of this task and are up to the

challenge. To this end we have prepared this document by which we intend showing our approach

towards the planning and execution of the project.

We believe that the success of the project hinges on the following activities:

• Our ability to cover all the required expenses to execute the task.

• Healthy rapport between stakeholders

• Adequate attendance by artists and participants

Our planning and approach incorporates meticulous efforts to ensure that all above activities are

carried out with utmost commitment and professionalism.

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EXECUTIVE SUMMARY

Since and event of such enormity promises great exposure for those involved in its creation, this

proposal explains all necessities that will ensure its success. You will therefore discover why

WESTRAND YOUTH DEVELOPMENT (WYD) is sure to triumph in its coordination of the eventand of course with efficient assistance from a correct choice of partnerships. WYD has managed a

good number of events and have the necessary experience on how to coordinate such an event.

A detailed programme of both the days is attached, displaying the exact order in which the event will

run. A lot goes in to making the best out of this occasion, hence the request for sponsorship to ensure

all costs are covered. Expected funding is for the following aspects of the event; artists, catering,

cleaning services, décor, marketing, food & beverages, security, ablutions, marquee & equipments aswell as sound. There will be divided categories that sponsors can select from; values of all categories

differ as they offer different benefits for sponsors.

The categories are divided as, Platinum, Gold and Silver. Platinum being the most beneficial, it will be

secured by the sponsor willing to fund at least R580.000, Gold – R300 000, Silver – R200 000.

Professional companies will be hired to amongst other things offer services for cleaning, catering,ushering as well decorations. The event is aimed to cater for people of all ages and this will be

attained by the choices of entertainment that are planned e.g. The choice of artists, the kiddies

playground etc. Since the days in question are constant, we aim for the event to be so as well and we

aim for an improvement each and every year. There will be a VIP section where none but qualityservice will be expected.

The venue will be themed mostly by colors of the main sponsor. The organizers will obviously be atthe venue early before the it begins to assure that all is in order. Well known artists as well as local

artists will pleasure the audience with what they are known for. Marketing will play a major role in the

success of the event. Therefore we aim to make use many types of media as we possibly can. We believe that constant communication between stakeholders is highly essential as it generates trust and

security. Therefore frequent meetings will be scheduled to discuss progress, changes, cancellations

and all the other aspects that will impact on the event and how to challenge them. A suggested yet

detailed budget is attached to the proposal displaying all the costs.

With efficient planning and utmost professionalism in carrying out all designated tasks, we canundoubtedly guarantee the success of this event and that all those involved in its success will be wellappreciated.

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WHY WESTRAND YOUTH DEVELOPMENT WILLSUCCEED

The WYD consists of members who have experience of managing events of this magnitude or bigger.

Some of our members have individually and collectively amassed a wealth of experience in managing

the following events:

• On behalf of the National Youth Commission, organizing the first Youth Parliament in South

Africa held in Cape Town. This entailed the logistics of arranging travelling, accommodationand proceedings for the event.

• Staging a Golf Day for the city of Rustenburg.

• Organizing the Mayoral golf day for the Mogale City Local Municipality.

With the examples that we have listed, we aim to show our understanding of the intensity andthoroughness required to successfully stage and event of this magnitude. Therefore our planning

incorporates risk avoidance and / or mitigation.

PROGRAMME FOR THE DAYThe suggested prorammes are attached as appendix 1 & 2 for both separate days. The activities of

each day will start as early as 08h00 for the organizers. An evaluation of all activities, decorations,safety and security, catering services and all the crucial aspects that will contribute to the success of the

event will take place.

Every performing artist/s will be allocated time on the stage, therefore there will be a minimum

required number of songs from each of the artists. Further and finer details of the day will be finalized

and communicated closer to the event.

EVENT FUNDING

Since the spread of knowledge is key to any successful event, marketing is highly important.Therefore we request, in this prestigious event, cover for all costs of the marketing strategies that we

intend on using to promote this special occasion. Print media will be the most utilized strategies. We

also request cover for costs such as, ablutions, cleaning, security, bar services and marquee andequipments. We also request cover for catering, decorations and entertainment.

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Through the assistance of the local municipality and its relationship with other stakeholders, a letter of endorsement from Westrand Municipality will be used to negotiate with other potential sponsors to

cover the costs for the other critical aspects of the event.SPONSORSHIP PACKAGES

The following is the value of each category and what it offers:

PLATINUM (R580 00)

COMPANY NAME IN ALL MEDIA RELEASES

CORPORATE BANNER

LOGO ON ATTIRE

PREMIUM BRANDING ON THE PARK

MARKETING MATERIALS IN GOODIE AGS

WORD OF MOUTH (especially from performing artists)

30 VIP TICKETS

IN EXCHANGE FOR SECURING COSTS FOR THE FOLLOWING:

SOUND HIRE

BOOKINGS OF ARTISTS

GOLD (R310 000)


CORPORATE BANNER\MARKETING MATERIALS IN GOODIE BAGS LOGO ON ATTIRE

20 VIP TICKETS


MARKETING

FIREWORKS

SILVER (R200 000)


MARKETING MATERIALS IN GOODIE BAGS

15 VIP TICKETS

LOGO ON ATTIRE


FENCING

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ABLUTIONS

CATERING

SECURITY CLEANING & BAR SERVICES

USHERING, CATERING, CLEANING SERVICES AND

DÉCORWe will employ the services of a specialist and professional company amongst other things to offer the

ushering services, decorations, as well as coordinating the catering responsibilities of the day. A professional company that will provide cleaning services will be hired to keep the park clean for both

days of the event, they will also be required to clean the park post the event.

TARGETED AUDIENCEBecause the event is one celebrated by all age groups, we aim to create an atmosphere that will see

people of all ages in time, sharing the same danced floor, like a family. This will be obtained by the

choice of artists who will be performing on the day, the strength of security as people feel more athome when under circumstances that guarantee their safety and also the joyful activities that they can

get up to. All age groups will be catered for.

ACTIVITIES FOR THE DAYThe day will be fun filled and enjoyable for everyone. It will commence, for the organizers, early at

around 5am, they will utilize this period to assess everything, run checklists that will help confirm that

all the necessary preparations of the event have been taken care of. At about 12pm we will startallowing people to come in so that we will be able to maintain order before the actual commencing of

the event. At 1 pm the actual program begins and first on the stage will be a speaker who will open theevent for us. Thereafter the official MC of the event will then take over. There will be more speakers

introduced, who will speak on the beauty of our heritage as South Africans and motivate the youth on

loving and conserving it. Dividing the speakers will be our entertainers, well known South Africanmusicians who have already built their status up to a respectable height, will brace the stage with what

they are known for. We will also make use of this platform to showcase up and coming talents that lies

in the West Rand. During the course of the day, our cleaning department will constantly make roundsto keep the place clean at all times. In order to accommodate the expected dignitaries at the event, a

VIP section will be allocated specially for them. Decorations will be themed up by colors of the main

sponsor of the event yet we also aim to embrace our heritage with our décor.

At 1am we will begin to usher people out of the event, at this time the cleaning department will onceagain make sure the venue is kept clean. We will then shut down the event at exactly 2am.

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MARKETING AND STAKEHOLDER

COMMUNICATION

• MARKETING

The event will be aggressively promoted in all media. The marketing strategy will be budget

driven. As far as print media is concerned we aim to make use of all forms of the media as

possible. Utilizing the ‘GIG GUIDE’ sections on newspapers will come as enormous

assistance, due to the cause that the event takes place at a time where people are moreinterested in the best place to celebrate is. We will also make use of signs, banners, posters and

pamphlets all themed by colors easily associated with the main sponsor distributed as far and

wide as possible.

• STAKEHOLDER COMMUNICATION

The success of the event depends on accurate and timeous exchange of information among all

stakeholders. Therefore we intend on ensuring that there’s seamless flow of information

between all stakeholders.

• COMMUNICATION WITH WRDM

Westrand District Municipality being the host of the event, its only logic that healthy rapport

between us and the municipality is maintained. Therefore we intend on having frequent

meetings with the municipality.

• COMMUNICATION WITH SPONSORS

Because the event is a sponsored one, it’s also highly important that a healthy rapport is

maintained. This way all parties remain updated on recent changes.

• COMMUNICATION WITH ARTISTS

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Invitations to artists will be done as soon as possible and they will always be informed via

email, fax, telephone or actual meetings as far as late developments are concerned. This way

we will also get a chance to know in time if there are possible cancellations.

• COMMUNICATION WITH MEDIA

Since all announcements regarding the event will be communicated via the media, it’s highly

important that contact is maintained. All changes and unforeseen events will be communicated

through the media.

BUDGET

Below is the envisaged budget for the entire event.

ITEM COST

SOUND R 200,000.00

ARTISTS R 380,000.00

MARQUEE & EQUIPMENT R 280,000.00

FENCING R 50,000.00

ABLUTIONS R 15,000.00

CATERING & DECORATIONS R 80,000.00

SECURITY R 80,000.00

CLEANING R 10,000.00

MARKETING R 300,000.00

BAR SERVICES R 20,000.00

FIREWORKS R 10,000.00

TOTAL R

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1425,000.0

0

CONCLUSION

We hope that this document has demonstrated our ability to efficiently coordinate the event. We also

hope that (company) also gives us the opportunity to prove our worth as this would enhance any future

public/private relations with them.

APPENDIX A

PROGRAMACT TIME

SPEAKER 13:00 – 14:00ARTIST 14:00 – 15:00SPEAKER 15:00 – 16:00ARTIST 16:00 – 17:00

ARTIST 17:00 – 02:00

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