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Sports Event Proposal

The sports event proposal is a formal bid correspondence used by event organizers, team owners, as well as other stakeholders. It may specifically deal with a single topic or present multiple incentives since it must appeal to the recipient’s interests.

Types Of Sports Event Proposals (13)

  1. Community Sports Day – This proposal promotes sports events centered on community participation, thus highlighting activities and marketing.
  2. E-sports Tournament – This proposal must explain a video game sporting event’s venue, formats, and streaming plans in detail.
  3. Extreme Sports Event – This proposal highlights the safety, equipment, and engagement criteria for extreme sporting events (i.e., triathlon)
  4. Fundraising Sports Event – A proposal discussing a charity sporting event’s activities as well as its marketing strategies and mission.
  5. Sports Award Ceremony – This proposal discusses a sports ceremony’s promotional strategies and event format (i.e., award categories).
  6. Sports Camp – Proposals discussing long-term sporting events that feature camping amenities and locations in detail.
  7. Sports Equipment or Apparel Showcase – A proposal providing logistics for exhibits and demonstrations to promote sports products during an event or show.
  8. Sports Festival – A sports proposal where multiple events are scheduled, thus requiring a detailed discussion on programming.
  9. Special Olympics – This proposal specifically explains the accessibility, health, and safety measures required for participants with mental disabilities.
  10. Sports Sponsorship – A proposal approaching potential sponsors by comparatively presenting the different sponsorship levels available for sporting events.
  11. Sports Symposium or Conference – Proposals discussing the agenda and engagement strategies particularly crucial for a successful sports conference.
  12. Sporting Tournament – A proposal discussing a sporting event’s features, such as scheduling, logistics, venues, and participants.
  13. Youth Sports League – Proposals defining league structure (i.e., teams, ages) and the logistics of youth league sporting events.

What Should Be Included (19 Items)

  1. Sporting Event Proposal Cover Page
  2. Title Page Of Sporting Event Proposal
  3. Table Of Contents
  4. Executive Summary Of Sporting Event Proposal
  5. Event Objectives
  6. Overview Of Sporting Event
  7. Sport, Tournament, Or Activity Schedule
  8. Timeline
  9. Sports Facilities
  10. Technical Needs And Equipment Requirements
  11. Medical And Safety Considerations
  12. Sports Event Marketing
  13. Evaluation And Success Metrics
  14. Opportunities To Sponsor
  15. Sports Event Ticketing And Admittance
  16. Audience Engagement
  17. Environmental Impact And Sustainability
  18. Sports Event Conclusion
  19. Appendices


1. Sporting Event Proposal Cover Page

Feature the name of the sporting event as well as its primary information on the first page. It is important that this page is compliant with the proposal design.

  • Proposal Title, Event Name/Title, Dates
  • Organizer/Proposer, Logos, Branding
  • Cover Image, Optional Tagline
  • Graphic Design, Slogans, Website, Emails
  • Sponsor Name/Logos, Social Media Information

2. Title Page Of Sporting Event Proposal

While the purpose of the proposal may be for a variety of reasons, the title page must identify the sender and the recipient. Also, include the event’s name with its location and time(s).

  • Proposal Title/Identifier, Author, Formal Submission Date
  • Event Organiser Name, Address, Contact Numbers, Logo
  • Event Informaition (Name, Details, Images)
  • Recipient Information (Name, Address, Phone Numbers)
  • Table Of Content, Website, Social Media Information

3. Table Of Contents

Develop a table naming each topic of the sports proposal, then present this information with the corresponding page numbers. In essence, give a basic road map of the proposal so its topics are easily located.

  • Executive Summary, Event Overview
  • Event Objective, Organizer Information, Logistics
  • Budget and Funding, Marketing, PR, Risks, Appendices
  • Calendar, Schedules, Facilities, Venue, Sustainability
  • Participant Experience, Sponsorship Opportunities

4. Executive Summary Of Sporting Event Proposal

Produce a brief presentation of the sports proposal’s contents, basically promoting its positive features. Additionally, engage the client or sponsor by aligning these points with their objectives whenever possible.

  • Introduction, Event Description, Event Objectives
  • Unique Selling Points, Target Audience
  • Key Features, Financial Features, Exposure
  • Stakeholder Information, Event Promotion
  • Call To Action, Contact Information, Conclusion

5. Introduction

Discuss the sporting event’s background or history while demonstrating its previous positive impacts. Also, introduce the proposal sender by discussing their purpose and relating this to the client or sponsor.

  • Positive Opening or Greeting, Event Title, History
  • Event Goals, Description, Relevance, Scope
  • Proposal Objective, Target Audience
  • Unique Selling Points, Organizer Information And Background
  • Encouragement, Contact Informaton, Next Steps

6. Overview Of Sporting Event

Promote the event by presenting its theme, purpose, date, and location, as well as its expected number of spectators. Additionally, discuss the demographics of the attendees and other specifics that would interest the sponsor or client.

  • Event Name, Scheduling Details
  • Sports Engaged, Activities, Purpose
  • Location, Transportation, Vendors, Merchandising
  • Projected Attendance, Competitions, Prizes, Format
  • Scheduled Participants, Safety, Logistics

7. Sport, Tournament, Or Activity Schedule

Show the sporting event calendar in addition to a complete program of sporting events on the day of. Furthermore, impress the client or sponsor with marketing opportunities as the sporting event progresses.

  • Schedules, Time Tables, Divisions, Categories
  • Match Rules, Rules Of Conduct, Qualifications
  • Courts, Fields, Venues, Training, Advancement, Awards
  • Registration, Scoring, Official Players, Matches, Entertainment
  • Broadcast, Streaming, Medical Services, Dispute Resolution

8. Sports Teams And Participating Athletes

Identify the sporting event participants (i.e., athletes, teams), making sure to build up their attraction to the public when doing so. Also, if relevant, describe the benefits of being prominent at an event with popular or up-and-coming sports entities.

  • Participating Categories, Registration Process
  • Indivual Participants, Team Registration, Awards
  • Fees, Elgibility, Waivers, Notices, Releases, Transportation
  • Equipment, Uniforms, Coaches, Particpant Services
  • Support Staff, Medical Support, Insurance, Milestones

9. Sport Facilities

Present the schematics of the venue in the appendix here, then describe all its amenities and safety measures. Go into detail on how it serves the event (i.e., field dimensions).

  • Venue Description, Layout, Accessibility, Capacity
  • Rental Cost, Availability, Rental Agreement, Field
  • Technical Details (Sound, Cameras, Locker Rooms)
  • Permits, Vendors, Concessions, Insurance, Courts
  • Environmental Impact, , Security, Safety, Concessions

10. Technical Needs And Equipment Requirements

Define all the technology and equipment the sporting event requires, such as scoreboards. Assure the sponsor or client that all requirements will be met as well as assessed for risk.

  • Venue, Playing Surface, Equipment, Medical Services
  • First Aid Stations, Doping Control Facilities, Security
  • Scoring Systems, Timekeeping, Event Software, Streaming
  • Temporary Structures, Broadcasting Equipment
  • Logisitics Support, Environmental Considerations

11. Medical And Safety Considerations

Document every measure taken by the venue and the event organizers to ensure everyone’s safety during the sporting event. For example, list the first aid stations and the medical support facilities and equipment that will be available.

  • Medical Personnel, Medical Facilities, Equipment, Supplies
  • Ambulance Availability, Insurance, Medical Records
  • Public Address Systems, Safety Guidelines, Evacuation Plan
  • Access Control, Crowd Management, Legal Documentation
  • Medical Partnerships, Affiliations, Liability Considerations

12. Sports Event Marketing

Provide the strategies employed to market the event to its target audience (i.e., radio advertising) for the client or sponsor. For instance, formally name any local media outlet partnerships the event enjoys.

  • Realistic Marketing Goals, Market Research, Target Audience
  • Branding, Event Identity, Content Strategy, Online Presence
  • Social Media Strategy, Advertising, Media Partnerships
  • Sponsorship Activation, Media Outreach, Promotional Events
  • Analytics, Performance Metrics, Resources, Marketing Budget

13. Financial Considerations

Show the sporting event’s budget to the sponsor or client in this proposal accordingly. Regardless of the recipient’s status, a full report on their financial responsibilities and benefits should be as transparent as possible.

  • Income Projections, Sponsorships, Marketing Partnerships
  • Registration Fees, Ticket Sales, Merchandise Sales, Concession Sales
  • Registration Fees, Broadcasting Rights, Grants, Fundraising
  • Venue Costs, Rentals, Licensing Fees, Budget Justificaton
  • Profit And Loss Statement, Budgeted vs. Actual Comparison

14. Opportunities To Sponsor

Explicitly describe each sponsorship package being offered in this proposal (if applicable). It is important to discuss each level or package’s rights, privileges, and obligations in detail.

  • Sponsorship Levels, Opportunities, Benefits, Analytics, ROI
  • Naming Rights, Logo Placement, Marketing Exposure
  • On-Site Promotion, VIP Access, Media Exposure, VIP Access
  • Guidelines, Exclusivity, Industry Restrictions, Application Process
  • Sponsorship Agreement Samples, Contact Information, CTA

15. Sports Event Ticketing And Admittance

Give an overall review of each step of the ticking process. Whether or not the attendees will be charged a fee, define precisely how they can gain entry to attend the event.

  • Ticketing Strategy, Ticket Types, Pricing Structure, Delivery
  • Promotions, Early-Bird, Group Sales, Online/Offline Sales
  • Entry Points, Timed Entry, Queue And Crowd Control
  • Guest Lists, Will Call, Sponsor Ticketing Integration, Box Office Sales Onsite
  • Counterfeit Prevention, Accessible Seating, Legal Terms And Conditions

16. Audience Engagement

Present the audience engagement strategies that will occur during the sporting event. For example, name a half-time show’s performers and how their stage will be constructed and removed.

  • Entertainment, Activities, Fan Zones, Event Programs
  • Half-Time Shows, Interactive Displays, Memorabelia
  • Autograph Sessions, Contests, Kids Activities, Games
  • Tastings, Merchandising, Live Perfomances, Photography
  • Interactive Apps, Social Media Engagement, Feedback

17. Environmental Impact And Sustainability

Discuss the environmental practices of the venue and the event organizers, especially if the client or sponsor expresses this interest. Also, present any incentives available related to ecological practices and the sporting event.

  • Environmental Goals, Green Event Certification
  • Sustainability Coordinator, Energy Efficiency
  • Sustainable Sourcing, Zero Waste Initiatives, Biodiversity
  • Eco-Friendly Infrastructure, Natural Areas, Sustainable Sponsors
  • Stakeholder Engagement, Waste Management

18. Sports Event Proposal Conclusion

Finally, compose a few final statements reminding the sponsor or client of the sporting event’s positive impacts. Additionally, invite questions and comments to call the client or sponsor to action.

  • Key Points (Recap), Commitment
  • Call To Action, Gratitude, Invitation
  • Contact Information, Availability
  • Positive Outlook/Optimism, Event Impacts
  • Meeting Request, Confidence, Timeline, Signature

19. Appendices

Oversized documents such as schematics should be reserved for the final area because this aids the client or sponsor’s review. Thus, gather all such documents while ensuring they are appropriately cited.

  • Event Organizer Profiles, Detailed Event Schedules
  • Maps, Financial Projections, Data, Legal Documents
  • Partnership Agreements, Media, Marketing Collateral
  • Visuals, Case Studies, Surveys Technical Specifications
  • Sponsorship Packages, Contact Information