Generic Event Bid for use in Planning

Event Bid Template

Addressing the following points will cover most everything you need:

• Group Name
• Name of the Event
• Date of the Event
• Bid Team Participants:
  • Name, telephone number, email address, snail mail address

Prospective Site:

• Site Amenities
  • ADA compliant/primitive/full features including AC?
  • Indoor/outdoor fighting space, class space, kitchen (ie feast/tavern?)
• Site Requirements
  • wet/dry, pets?
  • Noise/fire/water constraints?
• Map of Site
  • Location/size of: fighting space, classrooms, parking; points of interest (restaurants, hospital)
• Map to Site
  • How to get there from all relevant directions

Proposed Event Schedule:

• Time when Site opens and closes
• Limitations on class/fighting times?
• In case of Kingdom event: Indicate coordination with proper representative (ie: Round Table coordinates with K.Seneschal)

Break-Even:

• Prominently indicate number of people (adults is easiest) required to pay site for your event to not lose money

Budgeted Expenses:

• Cost of Site
• Advertising/printing (maps of the site/area, Kingdom Newsletter Ad, site flier, class-sign-ups)
• General: site tokens, propane if lighting Court outdoors after dark; Waterbearing if any kind of fighting is happening.

Non-WaterBearing Food:

• Cost of Food being offered
• Number of people required to buy food to break even
• Type of food being offered
• Budget including seasonal work-arounds if necessary

Note about Bid Details:

• Assume your audience is busy and will only skim for highlights on the first read-through.
• Read it that way yourself, and try to delete out the parts you skipped over.
• Headers are your friend: highlight the important things: What city/state you're holding the event in, and where your costs are charted and explained.