Sales Manager Portfolio for NEST Event Proposal

Section 1: Answers to Key Questions

Below, you will find a Request For Proposal that a client has put out for various venues to bid on. In your capacity as a sales manager for the NEST at UBC, you receive this information with open arms and are eager to get this contract.

1. Prepare to discuss your final proposal with the instructor for 20 minutes at a predetermined appointment day and time. ALL group members must be present for this session as failure to do so will result in a 5% deduction from final project grade on an individual basis. Each group must make sure to bring along the table on page 5 of this document printed and check-marked.

2. Prepare a written portfolio that includes the following (all parts below to be submitted within a pdf file ONLY and typed in the same sequence as provided below. Include a cover page with your group member names and title of project only)

a. Section 1: Answers to the following questions (34 marks- 4 % of final course grade)

i. What is the event name? 

ii. Who is the end client? 

iii. Who is the third party?

iv. Who is the decision maker and in which city would your contract be signed?

v. After reviewing the RFP, list the first 5 actions you will take (picture you opening your email app and seeing the RFP, now what would you do?) 

vi. Who are the external suppliers that you will need to coordinate with and for what purposes? Discuss top 3 

vii. Which internal department you will need to coordinate with and for what purposes? Discuss top 3 

viii. In his scenario, when would you want to respond to your client? Yes, before the deadline, but when? 

b. Section 2: A letter thanking the client for this opportunity. If you need further tips on professional letter writing, please see attachment provided on the moodle site

c. Section 3: A response proposal that meets the client’s needs and specifications.

i. Content Presentation  See Rubric below for details

ii. A front page that includes a brief overview of the proposal + basic event details (name, dates, contact, etc.) (15 marks) (1-2 pages)

iii. Detailed venue allocation for all event needs requested (may use a table as part of this section) and include appropriate diagrams in appendix section if needed. Make sure to indicate appropriate room setups and descriptions descriptions of spaces provided. (20 marks) (1-2 pages + diagrams)

iv. Detailed food and beverage proposal in the form of menus for the various needed functions. Include prices and venue locations as well as meal or item options where applicable. 

v. Audio Visual List that includes 10 AV items at the very least with realistic pricing 

vi. Selected hotel overview, room prices along with amenities and relevant details as requested (keep in mind the specific dates and room types requested, may use OTA for price provisions).

vii. Total event pricing and breakdown along with a section on clauses as requested by the client. Make sure to add bottom space for client signature along with your name and contact details.