Event Proposal Sample

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EVENT NOTE
“PEACE FESTIVAL, 2014”
PRESENTED BY: INSTITUTE OF MANAGEMENT STUDIES
UNIVERSITY OF PESHAWAR
Contents
OVERVIEW: ........................................................................................................................................................................ 2
ABOUT PESHAWAR: .......................................................................................................................................................... 2
ABOUT THE EVENT: ........................................................................................................................................................... 3
MANAGEMENT: ................................................................................................................................................................. 3
1. SUPERVISION: ........................................................................................................................................................ 3
2. EXECUTIVE ORGANIZERS: ...................................................................................................................................... 3
3. ORGANIZERS: ......................................................................................................................................................... 4
ACTIVITIES: ........................................................................................................................................................................ 4
1. PEACE POSTER COMPETITION: ............................................................................................................................. 4
2. PEACE PICTURE COMPETITION: ............................................................................................................................ 4
3. PEACE SKETCHES COMPETITION: .......................................................................................................................... 5
4. EMERGING BUSINESSES OF / IN PESHAWAR: ...................................................................................................... 5
5. PEACE SINGING COMPETITION: ............................................................................................................................ 5
6. PAYING TRIBUTE TO PEACE PIONEERS & MARTYRS: ........................................................................................... 5
7. DISTINGUISHED GUESTS: ...................................................................................................................................... 5
8. TABLO PERFORMANCE: ......................................................................................................................................... 6
9. PEACE DRESS SHOW: ............................................................................................................................................. 6
PROSPECTIVE AUDIENCE: .................................................................................................................................................. 6
BUDGET (FINANCING): ...................................................................................................................................................... 7
a. Operational Expenses: (Approximately) .............................................................................................................. 7
b. Marketing Expenses: (Approximately) ................................................................................................................. 7
c. Printing / Organizing Expenses: (Approximately) ................................................................................................ 7
d. Management Expenses: (Approximately) ............................................................................................................ 8
PROSPECTIVE INVESTORS: ................................................................................................................................................ 9
INVESTMENT PLAN:......................................................................................................................................................... 10


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OVERVIEW:
nstitute of Management Studies, University of Peshawar has a repute of quality education nationally
and internationally. It has always been pioneering every innovation and activity for the betterment of
educational system, society and country. Besides, it has always addressed every situation by the
excellence of skills and professionals it has. It has been arranging seminars, workshops, conferences,
events, festivals etc to enhance skills and learning of the youth, providing opportunity for the corporate,
social, government and non-government sector to directly interact with the core talent of the province and
ultimately to convey the message of peace, harmony, integrity and nationhood from the deprived and
critical region of Pakistan.
Therefore, keeping the trend and traditions alive, Institute of Management Studies & Centre of
Social Innovations, University of Peshawar is pleased to organize a festival named as “Spring Peace Festival,
2014”. As the title depict its aim of promoting peace by involving all the stakeholders of the region
including youth, corporate, government officials, entrepreneurs and media.

ABOUT PESHAWAR:
eshawar is the capital city of the north-western province Khyber Pakhtunkhwa, Pakistan. It holds an
important position geographically and strategically in the past and in present too. In the War Against
Terror, Peshawar is a frontline to the extremism and terrorism as it shares its borders with multiple
Federally Administered Tribal Areas. Almost every stakeholder of the community has suffered due to the
worst lack and order situation. Besides all, Peshawar still is an evergreen place for business and
entrepreneurial activities. In recent years, many local and international brands have started their
operations in the city. Qissa Khwani Bazaar, Khyber Bazaar, Karkhano Market, University Road, Chowk
Yadgar, Nothiya Market, Peshawar Saddar are the core business areas of the city.

I
P

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ABOUT THE EVENT:
The core purpose of this event is to bridge a well reputed educational institute of the region with
rest of the stakeholders of community including, government, corporate, officials, businessmen,
entrepreneurs and obviously the youth of the region who claims to be the future leaders. Details are as
follows:
DATE: MAY (1
st
Week)
TIME: 9 AM – 6 PM
VENUE: PESHAWAR GARRISION CLUB

MANAGEMENT:
Management for the event is divided into three levels based upon the Control and responsibilities.
1. SUPERVISION:
Whole event would be supervised by a committee of honorable faculty members. This committee
would be led by a Chairman selected among them. They would be assisting, guiding and supervising
the financial, organizational and administrative affairs of the event.
CHAIRMAN:
 Dr. Badshah Munir
COMMITTEE MEMBERS:
a. Mr. Saif Ullah Khan
b. Dr. Mehboob ur Rashid
c. Dr. Naimat Ullah
d. Mr. Salman Khan
e. Mr. Ghayoor


2. EXECUTIVE ORGANIZERS:
Directly under the supervision, a couple of executive supervisors would be accompanying them.
They will communicate with the supervisors and work in collaboration with organizing panel to

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make the event successful. All the affairs of the event would be mutually divided and thus human
resource will be designated accordingly. Following are the respective designated members:
a. M. Ijaz Khan
b. M. Aamer Waqas Idrees



3. ORGANIZERS:
Further, completing the management, a panel of organizers would be part of the operations for the
effective management of the event. They would be designated and authorized to carry out certain
specific tasks. Their role is of equal importance as they would be confronting directly with the public
and taking into account certain decisions. Following is the list of organizers designated for the job:
a. M. Sohrab Khan
b. Ijaz ul Haq
c. Syed Farooq Safdar Gillani
d. Zafar Khan
e. Shabir Shah
f. Abdullah Khan
ACTIVITIES:
1. PEACE POSTER COMPETITION:
This activity would aim a poster design based upon the theme of the event “Peace”. Contestants would
have to participate and within the given time frame they would have to finish being entitled for
claiming the prize. A committee comprising of faculty member(s), distinguished guest(s) and organizers
would select the best one.
2. PEACE PICTURE COMPETITION:

This activity would be carried out through facebook. It will be an open contest in which the interested
ones would have to inbox their best snap of real environment depicting the idea of “Peace” on its
foreground while leaving the objects at background. A designated team will scrutinize these pictures.
One of the best / bests would be selected and the contestant will be awarded prize on the day of event.
The pictures thus inbox would be printed in a suitable poster size and displayed on the day in the event.




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3. PEACE SKETCHES COMPETITION:
Audience would be given an opportunity to present their skills in a way that their main focus would be
upon peace. They would be asked to sketch any part of the event at that particular day that best
represents the peace theme of the event. It will be a closed contest. The participants would have to
register themselves on the spot for the contest and then finally the committee comprising of same
members, those of Peace Poster Competition will judge and select the best to honor with prize.
4. EMERGING BUSINESSES OF / IN PESHAWAR:

This segment is dedicated to the corporate sector specifically. The businesses that have been operating
in Peshawar besides all odds will be compensated in the event. Repeatedly their involvement would be
anticipated through projector videos, announcements, games, advertisements and relevant activities.
This segment aims to familiarize the business’s core objective to the youth of Peshawar. Their social,
technological, economical and environmental contribution to the society would be exploited.

5. PEACE SINGING COMPETITION:

This segment would be dedicated to the vocal talent of the youth of Peshawar. It will be an open
contest. The contestant would have to select a language to sing in i.e. Urdu, English or Pushto. Awards
would be given in each category. A joint committee of faculty, organizers and distinguished guest(s)
would be granted the responsibility of choosing the best singer. Contestants would be asked to sing a
national song, culture based song, theme based song, or any song compensating the any element of
nationhood, peace or patriotism.

6. PAYING TRIBUTE TO PEACE PIONEERS & MARTYRS:

This segment will be dedicated to those pioneers who embraced martyrdom for the sake of peace. An
address by the distinguished guest, video presentation, an act, picture story, or any convenient mode
would be adopted for this segment. The basic idea behind would be to expose the sacrifices and
hardships of law enforcement agencies, social activists, general public, volunteers and many un-
distracted and dedicated peace volunteers active in this regard.

7. DISTINGUISHED GUESTS:

Certain distinguished guests would be invited to honor the event’s specific activities. These guests
would be the stakeholders of the community, institutions, government, intellects and youth
representatives etc.




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8. TABLO PERFORMANCE:
This segment is dedicated to the young ones i.e. school going children. The participating Schools would
be asked to get involved in the event through preparing their young ones for tablo performance. The
performance should be based upon the basic theme of event i.e. “peace”. They would be suggested to
base the tablo upon cultural homogeneity, national integration and social act.
9. PEACE DRESS SHOW:
This segment is basically organized to facilitate the emerging businesses of Peshawar (in specific) and
Pakistan (in general). Mostly the boutiques, fashion designers and garments industry would be
facilitated in this segment. The entrepreneurial skills of these businesses would be exposed through
display of garments, organizing a cultural hour or a fashion show. Also in this segment various brands
and their products would be presented upon projector screens and they would be given space to make
certain announcements. Also, it gives a readymade platform to brands launching their new products or
services in Peshawar based market.

PROSPECTIVE AUDIENCE:
Prospective audience to attend the event would be from selected potential institutes. Students of
those would be invited. List of those institutes is as follows:
a. University of Peshawar.
b. Institute of Management Studies - University of Peshawar.
c. College of Home Economics – University of Peshawar.
d. University of Engineering & Technology (UET).
e. Khyber Medical College (KMC).
f. Khyber College of Dentistry (KCD).
g. Islamia College University.
h. Institute of Management Sciences (IMSciences).
i. Jinnah College – University of Peshawar.
j. AISHA Institute.
k. Iqra University.
l. NUCES- FAST
m. Beaconhouse School System, Peshawar.
n. The City School, Peshawar.
o. Army Public School System.
p. Frontier Women University.

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BUDGET (FINANCING):
Budget i.e. finance would be accommodated as follows:
a. Operational Expenses: (Approximately)

Hall Charges: Rs. 250,000/-
Stall Expenses: Rs. 700,000/- (Rs. 14,000 per stall – 50 stalls)
Sound System: Rs. 50,000/-
Projectors: Rs. 30,000/- (Rs. 10,000 per projector)
Logistics
1
: Rs. 50,000/-
TOTAL: Rs. 10,80,000/-


b. Marketing Expenses: (Approximately)

Panaflex (Billboards)
2
: Rs. 150,000/-
Panaflex (Normal Size): Rs. 100,000/-
Pamphlets / Brochures: Rs. 50,000/-
TOTAL: Rs. 300,000/-


c. Printing / Organizing Expenses: (Approximately)

Invitations
3
: Rs. 50,000/-
Poster Pictures
(for activity # 02): Rs. 200,000
Miscelaneous
4
: Rs. 50,000/-
TOTAL: Rs. 300,000/-



1
Include transportation expense for carrying female audience from their institution(s) and back, fuel expenses throughout the
event, transportation of management team from & to the department on the particular day.

2
Include the rent of billboards along with printing of panaflexes.

3
These invitation cards are meant to invite Chief Guest, certain distinguished guests, departmental heads, Government
Representative(s), Participating organizations, Investors, Media Group Head(s), Social Activists, Prospective Audiences, and
relevant stakeholders.

4
Include printing of Organizing award certificates, badges, award shields etc.

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d. Management Expenses: (Approximately)

Security Arrangements
5
: Rs. 100,000/-
VIP Arrangements: Rs. 50,000/-
Miscellaneous: Rs. 50,000/-
TOTAL: RS. 200,000/-


TOTAL: Rs. 18,80,000/- approx.
ADD: Administrative
6

Expense: (10% of Total) Rs. 188,000/- approx.


NET TOTAL: Rs. 20,68,000/- approx.


5
Include hiring of necessary security personnel, rent of security equipments such as walkie-talkie and communication system
installation at venue.

6
Administrative Expense includes communication cost implied during pre-event activities, fulfilling special requirements of
certain sponsors etc.

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PROSPECTIVE INVESTORS:
Keeping in view all the prospects of market and situation, we would be looking forward for following
organizations to play their role to make possible this event. They are listed as follows:
1. Norweign Embassy, Islamabad.
2. Dutch Embassy, Islamabad.
3. Peace & Development – (UNDP).
4. British Council, Islamabad.
5. Zong Pakistan Ltd.
6. Jang Group.
7. J’s Emporium.
8. United States Counsel General, Islamabad.
9. Z-Jans Pharmaceuticals.
10. Wadud Sons.
11. Ministry of Youth Affairs.
12. Ministry of Culture.
13. Alif Ailan, Peshawar.
14. DEBOR.
15. NRC.
16. Sarhad Tourism Corporation, KPK, Pakistan.
17. BEST.
18. Save the children.
19. SRSP.
20. PEPSI
21. Anti Narcotic Force.
22. Coca Cola.
23. Mobilink Ltd. Pakistan.
24. Sarhad Chamber of Commerce.
25. Ladies Club.
26. Euro Foods.
27. FM-101.
28. SDC.
29. Anjuman Nizami.
30. Women Chamber of Commerce.
31. Oxford University Press.
32. Tuti Fruit.
33. National Book Foundation.
34. GIZ

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INVESTMENT PLAN:
Any business, entrepreneur, social activist, institution, government official, corporation, or any
concerned stakeholder of the community / region may invest with us in monetary or services form by
contributing in the expenses he/she is interested in. Moreover, one may invest with us by purchasing stall
for displaying his / her products representing their business and marketing it accordingly. Certain
generalized kind of plans would be provided to the investors, besides they may design their own plan, upon
its approval one can be an essential part the event. Thus, creating goodwill and self-image of their business,
institute or department. Generalized areas of investment could be:
1. Marketing of Event. (With their logo printed on posters, billboards etc.)
2. Operational Expense. (Complete in-hall advertisement.)
3. Emerging Businesses of Peshawar Segment.
4. Purchasing a Stall.
5. Printing Expenses. (Tickets with their logo pasted on it.)
etc etc…