EVENT PLANNING AND MANAGEMENT

ASSIGNMENT NO:02

TOPIC: EVENT PROPOSAL FOR A CHARITY SHOW

School of Management and Tourism

Submitted by Submitted to

G. AVINASH Ms. Eshita Gurung

Registration No:11803787

Programme and Section: B. TECH (KOE42)

Course Code: HMT804

Lovely School of Computer Science & Engineering

Lovely Professional University, Phagwara

Page | 1
INDEX

1.EVENT DETAILS.

2.EVENT DESCRIPTION.

3.ACTIVITIES INCLUDED.

4.SPONSORS.

5.EQUIPMENTS.

6.PROMOTIONS/PUBLICITY.

7.VENUE.

8.SCOPE OF WORK/OPPURTUNITIES.

9.BUDGET.

10.REFERENCES.

Page | 2
PROPOSAL FOR: FUND RAISING EVENT.

EVENT DETAILS:

EVENT: FUND RAISING EVENT (MUSICAL CONCERT).

DATE: APRIL 8TH AT 6.00PM.

MANAGEMENT: ORGANIZED BY ESR NGO FOUNDATION.

VENUE: NEAR NIZAM COLLEGE, LB INDOOR STADIUM, HYDERABAD.

DURATION: FROM 6:00 PM TO 10.00 PM.

PURPOSE:
The purpose of this document is to provide a brief overview of the plan to stage a fundraising
event in the form of a “Cultural Music Concert”. ESR NGO Foundation seeks assistance for
the necessities to host our event which will be causative to the sustainability of our
organization so that we continue to render much needed community empowerment and
development services to our beneficiaries.

Fundraising is not just a means of raising money, but also a way to promote the message and
goals of a charity. After all, without the goals being clearly explained and set out, nobody
would want to donate. However, gaining funds is obviously important to the continued
survival of a charity. Without funds, a charity simply cannot continue to promote itself or its
chosen cause. This is especially true for non-profit organisations who require public funds to
continue operating. Fundraising goes beyond survival, however, and with enough funds, a

Page | 3
charity can spread itself across a wider area. Given enough time and funds, a charity has the
potential to go global. It ensures that the charity can continue funding and helping its cause.

EVENT DESCRIPTION:

ESR NGO
FOUNDATION

The Health Services Department of ESR NGO Foundation is dedicated to the delivery of
quality
services to those who are infected or affected by HIV and AIDS and life threating illnesses.
The Health Services Department offers the following programmes:
 Care and support for people living with life threatening illnesses
 Ward-based primary healthcare social mobilization
 HIV counselling and testing (HCT) and social mobilization
 Supervise and mentor strategic partners on palliative care

Activities Included:
Music concert:
Music is very emotional. So  are the causes behind charitable events, but it’s not easy to
convey the scope of a problem to a crowd that isn’t directly affected by it. Hearing live music
can evoke the emotion that’s needed to bring an audience to action, which is why particular
events require particular acts. To liven up a crowd or create a sense of awe, one might 

Page | 4
consider booking a DJ for a charity event, whereas a live band might be better at conjuring
sadness or empathy from the audience.

One-day online fundraiser

The one-day fundraiser is far from being a new idea. For example, ask for donations for every
item of trash that you pick up on a given day.

Networking dinner

Formal fun events for business people and people who like to network and contribute to
fundraising events are called networking dinners.

5K/Marathon

For a long-distance running competition over a distance of five kilometres (3.107

Personal fitness challenge

Offer to stick to your goals with a 30-day fitness challenge with a mission to help people lose
weight and look and feel great, and set a record to raise funds.

Cupcake contest

Cupcakes make the world a better place. Show how you spread the love with your own
magical cupcake recipes and designs to donate at charity events.

Guest speaker

Sometimes a person invited to a gathering to give a speech can amass lots of money in a
sentence.

Gala

One of the most extraordinary and beautiful events is a gala where people gather to donate
simply because it’s a perfect occasion.

Page | 5
Personal challenge

Since each day is a great opportunity to try something new and push yourself into areas that test
your capabilities as well as widen your horizons, a personal challenge or any other area will be a
good motivation for fundraising.

Seasonal events

Like challenge events, seasonal events are also a good idea. One event associated with each
season of the year can be used to raise funds and have an enjoyable time.

Skydive for charity

Many people who make a parachute jump do so while raising funds for a worthwhile cause.
They will pay for your charity skydive in return for you raising a minimum amount of funds. 

Sponsors we got:

 Nizam college students

 College faculty and principle

 Retailers

 Food Stores

 Other NGO’s

 Greater Municipal Corporation (GHMC) Hyderabad.

 1-Town police station, Lb nagar

 Manufacturing Companies

 Community of Hyderabad

 Government schools

 Government Colleges

 Government of Hyderabad.

Page | 6
Equipments:

 Screening test for every person while entering.

 Covid test report is mandatory with mask

 Stage decor and Table decor Catering Cost – for Bands and local crew

 Artists / Entertainers to perform (focus is on Arts and Culture)

 Artist's Fees , Marque tents – (food and arts display stalls)

 Middle Agent's and Runner Fees

 Marketing – Advertising, Printing of Posters and Flyers Administration cost-

stationery, invitations

 Ticket printing Travel / Transport cost pre, interim and post of the event including

participants

 Project management and Staff costs (Hospitality crew)

 General Liability Insurance Communication (Telephone and Internet)

 Computer maintenance Volunteers / Marshalls for event control and general

assistance

 Generator / Extension Cords Walkie-Talkies

Promotions:

We will be collaborating/contact with

Social Media Pages

Email Campaign

Influencers

Page | 7
Blogs

Adds in the television and News paper

Announcements in the radio stations: Radio mirchi ,Red FM 93.5

Venue: LB Nagar Indoor Stadium

it is the venue for many national and international sporting events, especially for football and

cricket. The stadium was previously known as Fateh Maidan. It has the capacity to seat

around 3000 people. The important aspects like swimming pool, shopping complex and the

indoor stadium can attract the more people especially kids and it is very close local people

and easily identified

Salient features:

Size : 94m x 85m.

Capacity : Around 3000 people

Page | 8
Area: 64480 sq.m (15 Acres)

Scope of work and opportunities:

 advertising about charity event and opportunities behind it

 maintaining records of what’s going on

 selecting the participants and preparing them

 providing or arranging appropriate workers

 coordinating and supporting the workers

 running projects and events to attract new audiences

 managing budgets

 liaising with organisations for help

 helping with fundraising activities.

 Exposure of our services and local artist to the community of Punjab

 Awareness and education of Art and Culture

 Empowerment of local cooperates in creative art beadwork

Keys Skills:

 Time management skills

 Communication skills

 The ability to manage budgets and projects

 Sensitivity and discretion with personal information

 IT skills, including social media

 Organisational skills.

Page | 9
Budget:

Budget Summary
Item Expected Actual
Venue 50000 50000

Decor 85000 70000

Food and Beverages 25000 20000

Marketing/Advertising 8000 5000

Others 2000 1000

References:

 https://www.brightnetwork.co.uk/career-path-guides/charity-NGO-social-

enterprise/roles-in-charity/

 https://en.wikipedia.org/wiki/Lal_Bahadur_Shastri_Stadium,_Hyderabad

 http://www.ticketebo.com.au/event-ticketing-tips/event-budget-guide/

Page | 10