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The Benefits of Using a Template for Your Project Proposals

When it comes to creating project proposals, having a well-structured and professional-looking document is essential. One way to streamline this process and ensure consistency across all your proposals is by using a template. In this article, we will explore the benefits of using a template for your project proposals.

Saves Time and Effort

Creating a project proposal from scratch can be time-consuming and tedious. However, with a template, you can significantly reduce the time and effort required. Templates provide pre-designed sections and layouts that you can customize according to your specific needs. This means you don’t have to spend hours formatting or structuring your proposal every time you have a new project to pitch.

Moreover, templates often include placeholders for key information such as project objectives, timelines, deliverables, and budgets. By simply replacing these placeholders with relevant details for each new proposal, you can create professional-looking documents quickly and efficiently.

Ensures Consistency

Consistency is crucial when it comes to branding and creating a positive impression on clients or stakeholders. Using a template ensures that all your project proposals follow the same format, layout, and design elements. This consistency not only enhances your professionalism but also helps build trust with your audience.

Templates also allow you to establish an organized structure for your proposals. With predefined sections such as executive summary, scope of work, methodology, and pricing details already in place, you can ensure that essential information is included in every proposal without missing any crucial details.

Provides Professional Appearance

First impressions matter when it comes to winning projects or contracts. A well-designed template gives your project proposals a polished and professional appearance right from the start. It creates an impression that you are prepared and serious about the work at hand.

Using templates allows you to incorporate your branding elements such as logo, colors, fonts consistently throughout the document. This helps reinforce brand recognition and creates a cohesive visual identity. A professional-looking proposal not only enhances your credibility but also sets you apart from competitors who may provide generic or poorly designed proposals.

Facilitates Collaboration and Revisions

In many cases, creating a project proposal is a collaborative effort involving multiple team members or stakeholders. Using a template makes it easier to collaborate on the document as everyone can work within the same framework. It ensures that everyone follows the same structure and format, making it simpler to review and provide feedback.

Furthermore, templates allow for easy revisions. If there are changes or updates required in your proposal, you can make them quickly without having to redo the entire document. This flexibility saves time and ensures that your proposals stay up-to-date with the latest information.

In conclusion, using a template for your project proposals offers numerous benefits such as saving time and effort, ensuring consistency, providing a professional appearance, and facilitating collaboration and revisions. By utilizing templates, you can create well-structured, visually appealing proposals that impress clients and increase your chances of winning projects.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.

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Event Proposal Template

Use this free Event Proposal Template for Word to manage your projects better.

The purpose of an event proposal is to win the job. The best way to accomplish this is by using an event proposal template. This helps ensure that you have everything you need to convince your potential client that your organization is best suited to execute a successful event.

Download our free event proposal template for Word, and you’re on your way to swaying the stakeholders. This template has customizable fields for the goals and objectives of the event, the key performance indicators (KPIs) you’ll use to prove it, who the target audience is and how you’ll reel them in.

What Is an Event Proposal Template?

An event proposal template is what event planners use when they are bidding for a job. It is common to create an event proposal in response to a request for proposal (RFP). It is a detailed document that looks at the coming event and defines various aspects, such as goals and objectives, timeline and more. The event proposal template needs to be comprehensive to win the bid. It’s one of the first steps in event planning .

The event proposal template is used to show your potential client that you’ve thought through the event and mapped out the details that’ll lead to its success. It also acts as a resume in that you’ll have opportunities to illustrate your skills, experience and show examples of previous events you planned.

The effectiveness of an event proposal depends on it being thorough, but also clear and concise. While comprehensive, you don’t want to waste time on preambles or superlatives. Just cut to the chase, like an elevator pitch, which is used to capture the attention of your stakeholders or client, keep them engaged and finally win them over.

If your event proposal is successful, you’ll have to turn it into an event plan. Project management software helps take your timeline and convert it into a working schedule. ProjectManager is online project management software with robust Gantt charts that help you organize your work, link dependencies that can cause delays, assign tasks, set milestones and more. You can even set a baseline, which means you’ll be able to monitor your planned progress against your planned progress in real time to help deliver a successful event. Get started with ProjectManager today for free.

When to Use This Event Proposal Template

As noted, the time to use an event proposal template is in response to an RFP from potential clients who are looking for someone to produce their event. It’s the first part of event planning and gives you an advantage if the client accepts your proposal.

Using our free event proposal template is a valuable tool in that everything is laid out for you and you simply fill in the blanks. It also creates consistency in your proposals. Since so much of an event proposal is proving you’ve done the work before, it’s easy to archive and retrieve past proposals attached to completed events.

While it’s not guaranteed that you’ll win the job, using our free event proposal template for Word gives you the opportunity to show what you can do. Use it whether you’re responding to an RFP or wooing stakeholders to show them your organization is the right fit for producing their event.

Related: Free Event Plan Template

How to Use This Free Event Proposal Template for Word

Once you download the free event proposal template, you’ll find a customizable Word document. You can add your company branding and contact info and add more fields. If there are specific requirements for the client that aren’t addressed, feel free to add those as well.

At the top of the event proposal template is a section in which you can identify the name of the event, the date on which it begins, its duration and the number of attendees you’re expecting. Underneath that introduction is the main part of the proposal, which is made up of these nine sections.

If the event proposal is an elevator pitch, albeit a lengthy version, then the first section is putting that pitch in context. Think of this as the mission statement or vision statement in that it provides a lodestar for the reader to follow as they work through the rest of the event proposal. It might not seem as consequential as the rest of the event proposal, but this is where you can convince the client you understand what they want and know how to deliver it.

Goals & Objectives

You’ll want to follow that opening with a detailed description of the goals and objectives of the event . This further cements to the client that you fully understand what they want to achieve from the event. This means fully comprehending the client, their vision of success, the measurable outcomes they hope to achieve, the business needs that the event is addressing and how you’ll provide a return on their investment.

Target Audience

The target audience is the ideal attendees that the client wants to see at their event, so you need to know the target audience inside and out. You have to be an expert in the client’s audience, understanding their key characteristics, what expectations they have and the value for them in attending the event. More than that, you must know how to attract and retain them. This involves knowing your client, doing demographic research and more.

Event Stakeholders

To win over your client or stakeholders in the event, you have to understand them. You need to know what they want and explain why you’re the team that can give it to them. This is where you’ll tell them about your skills and experience. If you’ve produced similar events in the past, highlight these to show your expertise. You want to impress them and let the client know you’re the best fit for the job.

Event Schedule  

You’ll also want to have a schedule for the event , whether it’s one day or multiple days in duration. There will likely be speakers, panel discussions, networking parties, etc. All of these must be scheduled for the event to run smoothly. Therefore, think about every detail and how to orchestrate it so the client can see you understand the importance of planning.

Event Marketing & Promotion

At this point, you want to show how you’ll be able to market and promote the event so that the target audience will find out about it and be compelled to attend. Not only should you have a marketing plan, but samples of previous promotions that delivered results, whether that’s in terms of web traffic, email click-through rates, coverage in the press, return on ad spend, the cost for attendee acquisition as well as lifetime value and retention of those attendees.

Value Proposition

Not only must you market to the attendees, but imagine the event from their eyes. The event should be designed with them in mind, speaking to what they want and addressing their interests and needs. Having a clear value proposition is how you deliver a successful event for your client. You can’t disregard the goals and objectives of the client, of course, but understand attendee profiles, including their expectations and motivations.

You need to have KPIs in order to measure the success of the event. The client will need to see the numbers. List the KPIs that you can track to show how successful the event was. Some of these KPIs can be the ticket sales leading up to the event, the number of attendees on registration day, how many sales leads were generated, whether they even made money, etc.

Cost Estimation

Naturally, all of this costs money and requires an event budget . The more accurately you can forecast the costs, the better for everyone. You don’t want to underbid and pay for the extra expenses, nor do you want to overbid and put yourself out of the running. Map your individual line items, such as venue, food and beverage, marketing, etc. Go into detail for each of these categories and try to lock in vendors if possible or at least get quotes.

Why Should You Use an Event Proposal Template for Word?

An event proposal template is a great tool to help you get started on the real work of building a persuasive bid for a client. The free template is like a headstart. People have been making event proposals for many years and the basics remain. However, the template isn’t perfect. Here are some of the pros and cons of using an event proposal template.

Benefits of Using an Event Proposal Template for Word

Having a thorough event proposal template makes planning for the event, if you get it, that much easier. It also sets boundaries so the client knows exactly what you’ll do and won’t do, which can help avoid misunderstandings later on. The template is easy to share and is laid out to clearly communicate your proposal simply and in an easily digestible way.

Disadvantages of Using an Event Proposal Template for Word

That doesn’t mean a template is perfect. It’s time-consuming to fill out. Worse, after all that work, your proposal is isolated on a template. If you win the bid, you’re going to have to input that information into a planning tool. Also, they’re not made for collaboration , which is essential as you plan and execute the event. Microsoft Word is processing software and it wasn’t intended to make proposals. Plus, you don’t want to manage an event in Word. For example, if anyone updates the event proposal template, you better not have multiple copies floating around or you’ll never know where to find the most current version. What you want is a more collaborative, dynamic and real-time tool that can connect everyone, from your team to the client.

Other Free Templates to Manage Your Event

If you’re not ready to upgrade to software, we understand. In fact, we can help. Besides being a great project management tool, we have dozens of free templates for Word and Excel available for you to download right now. There are some for every phase of a project. Here are a few that can help if you win that event proposal.

Event Plan Template

The event proposal template is really the start of your event plan. Once you win the bid, you’ll need to turn that proposal into a plan. Our free event plan template for Excel breaks down your event into manageable phases and helps you ensure that the event goes out without any problems.

Project Budget Template 

Events cost money and as we noted earlier, the more accurately you can estimate the cost, the better for everyone involved. Using our free project budget template for Excel helps you determine the labor and materials you’ll need to deliver your event and even has columns for the budget and actual spend to keep you on track.

Marketing Campaign Template

Marketing is a key part of any event management. Our free marketing campaign template can help you with promoting the event by organizing the steps necessary to market the event, whether it’s advertising in print, online or building a website.

Related Content

If you’re interested in reading more about event management, we have a lot of free information on our site. Besides templates, there are blogs that are published weekly, guides, white papers, tutorial videos and more. Here are a few related links for you to follow.

• How to Plan an Event: Event Planning Steps, Tips & Checklist
• Event Management: A Quick Guide
• How to Create an Event Budget

ProjectManager Helps With Event Planning

Once you’ve used the template and have experienced the speed bumps inherent in such documents, you’ll be ready to take the next step. ProjectManager is online project management software that empowers your team to work better together on a collaborative platform. That means you connect everyone across departments, vendors and the client. Plus, you can plan, manage and track the work in real time.

Track Progress in Real Time

It’s one thing to plan an event, but if you’re not able to track your progress and miss deadlines then you’re going to have a very unhappy client. Our real-time dashboard gives you a high-level view of the work across six metrics including time, cost and workload. Unlike inferior software, there’s no configuration and it’s ready when you are. It’s like an instant status report that updates in real time. See an issue? Fix it before it becomes a problem.

Use Resource Management Tools and Stay Productive

Another way to stay on schedule is to know what your team is doing and keep them productive. You’ll need to allocate resources , both in-house and vendors. With our color-coded workload chart, you can quickly see if your team is over-allocated and reallocate tasks right from the chart to balance the workload. Timesheets also show you the percentage complete of their tasks to help you stay on schedule.

As noted, you’re connected to the project in real time. That lets you make more insightful decisions, but it also facilitates collaboration. Everyone can comment at the task level, share files and tag anyone on the team to bring them in if necessary. Email notifications keep you updated, but so do alerts in the tool so you don’t have to stop what you’re doing to stay informed. Now, have a great event!

ProjectManager is award-winning software that helps you plan, manage and track events in real time. It helps you organize your work, resources and costs to make sure everything in your event goes off like clockwork. Join teams at Avis, Nestles and Siemens who use our tool to deliver successful events. Get started with ProjectManager today for free.

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Free Event Proposal Templates

If you organize events and want to offer your services, it's difficult to do so without a proper event proposal template. Using one of these templates, you can present your offer and explain exactly what you're pitching to prospective clients. From sponsoring, catering, filming, and planning an event, an effective event proposal template will make sure your clients sign every time.

No matter if you're working on corporate or private events, we've made it easy to create a beautifully designed event proposal.

Event Proposal Templates

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• 7 steps to crafting a winning event pro ...

7 steps to crafting a winning event proposal (with template)

Like a resume, an event proposal showcases your event management skills and experiences for potential stakeholders to consider when deciding who will run an event. Use our event proposal template and follow these seven steps for writing an impressive proposal.

Whether you're organizing an industry-wide seminar or seeking sponsorships for an upcoming tradeshow, a winning event proposal illustrates why stakeholders should trust that your event will be a success. 

However, putting together an effective proposal takes more than just good event management skills. To really impress a potential client or stakeholder, your event proposal should include a balance of descriptive writing, visual elements, and comprehensive logistics. Stand out from the crowd with these seven steps and best practices for incorporating these elements into your proposal. 

What are the components of an event proposal?

 An event proposal covers: 

The purpose of the event

The individuals or suppliers that are involved

The logistics of running the event

Like a resume, an event proposal showcases your unique skills and event organizing capabilities for potential clients and stakeholders to consider when deciding who will run an event. You provide them with a chance to review the elements you will incorporate to make their event a success. 

Effective event proposals illustrate a clear, concise, and comprehensive vision for the event—think of it like an elevator pitch . Impress your stakeholders by following these seven steps to crafting an engaging proposal. 

1. Meet with the prospective client or stakeholders

Before you begin crafting your proposal, you should have a clear understanding of your prospective client’s expectations for the event. Schedule an initial meeting to discuss what they have in mind for this event. 

Clarify things like:

The event name

The type of event

The number of guests

Date, time, and desired location

Theme, overall aesthetic, color, or ambiance

What they hope to accomplish with the event

It’s important to note your prospective client or stakeholders may not have any clear expectations at this point in the project—that’s probably why they’re looking for an event planning expert. Prepare to inspire your client with a portfolio of your past work, color swatches, mood boards, etc. Note any elements that spark their interest and don’t be afraid to pitch your own ideas. 

As with any business meeting, you want to leave your prospective client with a good impression of you. Follow proper business etiquette every time you meet with these event stakeholders.  

2. Sell yourself

The first step in crafting the actual event proposal is to introduce yourself and your event team. 

Your intro should include:

A brief description of your background 

Your event experience and qualifications 

Your scope of work

Your company name (if applicable)

Any relevant certifications 

Licensing (if applicable)

Professional references

Business associates

Federal employment ID (if applicable)

Past wins that exemplify why you’re the right person for the job

Keep in mind that your client may be looking at multiple event proposals from different planners. In this section, focus on what skills set you apart from the competition and which ones would best address the client’s needs for this event.

3. Write an appealing event description

Once the introductions are out of the way, you can focus on the meat of your proposal—the event description. This overview provides a summary of how you plan to deliver the event. 

The description should include:

The goal for the event

Any details or expectations discussed in prior meetings with the client

A general time frame of the project

Possible venues, caterers, or other suppliers

Your overall vision and how you plan to achieve it, including theme, colors, ambiance, etc.

Your event description shouldn’t just lay out the logistics of the event—this is your chance to persuade your client or stakeholders that your event will be a success. If you’re not a skilled writer, consider hiring someone who can help put your vision into words and make this section as appealing as possible. 

It may also be a good idea to include reference photos, mood boards, and color palates to help your client envision what you have in mind for their event. Remember to put their needs first when crafting the event description. 

4. List all services offered

This list will give your prospective client or stakeholders an in-depth view of what services you will be providing for the event. This will also include the suppliers you plan to use. This list should require a good bit of research—from table cloths to party favors, you want to be sure to list everything you’ll need for the event.

If it is a smaller function, such as a dinner party or baby shower, use bullets or a table to list the services you and your team will provide. Break up your list into sections for each aspect of the event if you're planning a large to-do, like a wedding or company-wide holiday party. 

5. Showcase your previous work

If your stakeholders aren’t completely sold on your vision yet, this is your opportunity to convince them your events are second-to-none. If you’ve planned similar events before, include photos and client testimonials to exhibit your work. 

Visual representations of your past work can help your prospective clients see your capabilities, and are a great way to prove your style matches what they had in mind. Having past events for comparison may also help your stakeholders realize what they do or don’t want for their own event.

6. Include proposed costs

Naturally, your client or stakeholder is going to want to know how much the event is going to cost. After describing the event in a way that your stakeholders can easily visualize, create a detailed summary of how much each element of the function will cost and the purpose they serve. 

Again, it’s important to be as detailed as possible in this section—you don’t want to blindside your client with unexpected costs that weren’t included in the proposal. Don’t forget to list even the most insignificant items, like chafing dishes that keep the food warm, or setup and transportation fees for rented equipment. You should also include any possible discounts they could receive, such as an early booking discount.

7. Note any event policies

If applicable, list your event policies at the end of your event proposal to help manage your client expectations properly. 

You might include requirements such as:

Minimum guaranteed headcount

Limited time offers on your proposal

Your cancellation policy

Rental or damage policies

Payment due dates

Finally, wrap up your proposal by thanking your prospective clients or stakeholders for the opportunity to work with them. Don’t forget to include your contact information so your prospective clients can get a hold of you if they have any questions (or, better yet, want to hire you).

Event proposal template

Use this template as a general guide to writing your proposal. However, every event is unique and may require different information. Tailor this event proposal template to best suit your client’s needs.

Personalizing your proposal will also help it stand out from the competition. If applicable, incorporate your client’s logo and brand colors throughout the document.

Best practices for writing your event proposal

An event proposal should be more than just information on paper. Aspire to entertain, inspire, and inform your audience with these event proposal best practices. 

Tell a story

Storytelling elicits emotion and excitement—two things that can help tip the scales in your favor. When writing your event description, your client should be the hero of the story. Describe what they can accomplish with your help—and what’s at stake if they go with another event planner. 

To help piece your story together, try to answer these questions:

How can the hero (your client or stakeholders) benefit emotionally, socially, and practically from letting you plan their event?

What obstacles might you encounter? As their guide, how will you help them anticipate and overcome these challenges?

What will the reward look like for your hero’s success?

Adding drama to the story is just a small example of how you can bring their event to life. By giving yourself a place in their story, you’re building an emotional connection with the client that will make it difficult for them to establish with another party planner. 

Be attractive and informative

A perfect event proposal should be comprehensive and detail-oriented—a cluttered, text-heavy proposal might give your client the wrong impression about your organizing skills. 

Instead, focus on creating an aesthetically pleasing event proposal to impress your stakeholders and save them processing time. People retain 80% of what they see , so incorporating creative visual elements is an easy way to set yourself apart from the competition. These could be:

Graphic design elements : Try your hand at adding a bit of spice to your proposals by adding fun graphic elements with Adobe Illustrator or free tools like Canva. You can also hire a freelance graphic designer if you want to leave it to the professionals. 

Visual layouts : No one likes skimming through a big wall of text. Using strong visual elements like logos, past event photos, color palettes, graphs, and charts will make your proposal more comprehendible. Witty headers and images will also help set the tone of your proposal.

Motion graphics : Videos, animated slideshows, and image carousels are a unique way to grab and sustain attention while reinforcing key points. 

Keep in mind the purpose of your event proposal is to showcase how well you can align your event vision with your client’s expectations and goals. Consider what elements they’d be most interested in seeing—and be careful not to overwhelm them with too many visuals. 

Write for your audience

Your event proposal should be about what your clients or stakeholders will get from your event—the more you elaborate on this, the more effective your proposal will be. 

Take the time to thoroughly research your client’s event, vision, business needs, and expectations. Showing that you have an understanding of these things will be crucial for the foundation of your event proposal. If you’re having trouble putting yourself in your client’s shoes, think of how you want the reader to perceive you and your company.

Tip: When writing your event proposal, default to the client’s terminology. For example, if they refer to an office get-together as a “happy hour,” use “happy hour” in your proposal. 

Emphasize your unique values

You may be writing for your client, but focusing on the unique values you and your event bring to the table should also be a priority for your event proposal. 

Highlight these values throughout your proposal to give your readers concrete reasons why they should invest in your event. 

Layout the logistics

You may impress your stakeholders with your qualifications and elaborate event description, but you need to prove that you’ll effectively and efficiently pull off the event. 

In your event proposal, highlight your ability to handle logistics by providing a detailed overview of the event. Illustrate how you’re planning to pull all the elements together to create a cohesive and successful event. 

Be transparent about the budget

Most people dread talking about money, but not talking about budget up front could cause major miscommunication further down the line. Luckily, there are ways to present this section of your event proposal with tact. 

By staying on theme with the rest of the event proposal best practices, you can position your proposed budget by tying it back to your client values. The costs should align with your client’s needs, event vision, and desired impact. For example, a five course dinner might be appropriate for a royal wedding, but it’ll likely be a bit over the top for more casual events. 

Remember that transparency is key when proposing your event budget. Being honest and realistic about their options can help establish trust between you and your prospective client. A good practice is to break your list up into three sections:

Flexible costs with high and low-end options

Service fees

If you’re nervous your cost will be the determining factor for your client or stakeholders, include a high- and low-end budget so they can decide what works best for their needs. 

Get the gig with a top-notch event proposal

The best event proposals balance thorough research and detailed lists with descriptive writing and rich visuals. As you compose your proposal, remember to not only highlight your suggestions and vision for the event but also how it all ties back to your client’s values and expectations.

Once they hire you for the job, use your proposal to streamline your event management process. An event proposal template will help you stay on top of supplier communications, budget tracking, team schedules, and more.

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Event Proposal Template

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Event Proposal

Document subtitle

Created by:

​ [Sender.FirstName] [Sender.LastName] [Sender.Company] ​

Prepared for:

​ [Client.FirstName] [Client.LastName] [Client.Company] ​

​ [Sender.Company]  is a San Francisco-based event management company that has helped clients plan successful events for over 12 years. We are dedicated to helping our clients host successful events that strengthen their brand, foster relationships with existing clients, and engage with new clients. We believe our unparalleled attention to detail will serve you well in accomplishing all of your goals with your next event.

​ [Client.Company] 's Event

We are very familiar with and have successfully assisted numerous clients in your industry in the past. However you envision your event to be, we can make it happen.

Catering for ABC Event

Catering for xyz event.

Corporate cocktail party for Acme Inc.

Dinner party for private event

Our clients.

We know how important your next event is and we want to take all of the stress out planning and organizing it for you while making sure it is a great success.

Company X Rep

Company X, EventX

" [Sender.Company]  did an amazing job with our event. We'd recommend them to anyone looking for their event done professionally and the way you want it!"

Company Y Rep

Company Y, EventY

" [Sender.Company]   took all the stress out of planning our event and it couldn't have gone smoother. Everyone had an awesome time!"

Event Contract

This Event Contract (the “Contract”) states the terms and conditions that govern the contractual agreement between  [Sender.Company]  having its principal place of business at 7 Whitemarsh St. Ontario, CA 91762 (the “Company”), and  [Client.Company]  (the “Client”) who agrees to be bound by this Contract.

​WHEREAS, the Client is conducting the event, /describe event/, on May 12 (the “Event”); and WHEREAS, the Company agrees to manage the Event according to the terms and conditions herein. NOW, THEREFORE, in consideration of the mutual covenants and promises made by the parties within this Contract, the Company and the Client (individually, each a “Party” and collectively, the “Parties”) covenant and agree as follows:

Company's Duties

The Company shall handle the management and planning duties for the Event in the manner described on Schedule A attached hereto.

The total cost to be paid to the Company by the Client for the services hereunder shall be $12.000. The dates on which payments are due are listed on the payment schedule attached hereto as Schedule B.

Cancellations

In the event circumstances change and the Client must cancel the Event, the Company will make its best efforts to modify its planning to reflect the Client’s needs. However, the Client agrees and acknowledges that a change in short notice may cause severe complications for the Company and thus the Client shall forfeit its deposit of 50% in the event the Client must cancel the Event within 10 days of the stated date of the Event.

The Client hereby authorizes the Company to utilize the Client’s logo and associated trademarks as well as any media, photos, or footage from the Event, in promoting the Company’s services.

Event Conrtact

No modification unless in writing.

No modification of this Contract shall be valid unless in writing and agreed upon by both Parties.

Applicable Law

This Contract and the interpretation of its terms shall be governed by and construed in accordance with the laws of the State of California and subject to the exclusive jurisdiction of the federal and state courts located in the United States, California.

IN WITNESS WHEREOF, each of the Parties has executed this Contract, both Parties by its duly authorized officer, as of the day and year set forth below:

​ [Sender.Company]

​ [Sender.FirstName] ​ [Sender.LastName] ​

​ [Client.Company]

​ [Client.FirstName] ​ [Client.LastName] ​

Schedule A: [Sender.Company] 's Duties

Pre-Event planning ​ [Sender.Company]  will plan event according to  [Client.Company] 's specifications.

Physical set up of Event site ​ [Sender.Company]  will set up the Event and decorate it accordingly.

Welcoming Event attendees ​ [Sender.Company]  will prepare the Welcome Event prior to the Event the night before.

Preparing and distributing Event materials ​ [Sender.Company]  will have staff distribute  [Client.Company] 's Event materials.

Food/beverage preparation ​ [Sender.Company] will prepare food and beverages as well as serve them to the guests.

Speaker accommodations ​ [Sender.Company]  will oversee  [Client.Company] 's speaker accommodations.

Post-Event analysis ​ [Sender.Company]  will provide  [Client.Company]  with an evaluation form on  [Sender.Company] 's performance.

Schedule B: Payment

Total amount:

​ [Document.Value] ​

Payment method

Please choose your preferred method of payment:

Care to rate this template?

Your rating will help others.

Thanks for your rate!

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Event Proposal Template: How To Create A Great Proposal

It takes a whole lot of planning to set up a big event — and the first step in putting together a successful event is crafting a comprehensive event proposal.

A good event proposal is key to getting business, gaining buy-in from management, or securing a-list sponsors. It spells out everything from your target audience and logistics to budgeting, staffing, marketing, analytics, and more.

We’ve created this guide to make writing a report from scratch less daunting. You’ll find out why event proposals are so important, what to include in your proposal, and some pro tips to make your event proposal stand out from all the others — we’ll even provide you with a free event proposal template.

What is an event proposal?

An event proposal is a comprehensive document that outlines every element of an event — from organising a seminar for members of your industry to seeking sponsorship in order to run a comedy evening.

It doesn’t matter whether you’re a freelance event planner, part of a corporate events team, or a volunteer who’s been handed the task of planning an event . Either way, you’ll want to put together an event proposal.

Event proposals are compiled at the early planning stages and cover the aim of the event, the individuals and companies who’ll be involved, and the logistics of running the event. It works as a mission statement, a marketing strategy and a roadmap. If it’s accepted, it also serves as a contract outlining your plans for an event.

With a well put-together proposal, you’ll be able to demonstrate to would-be clients or upper management exactly what to expect from the event. Additionally, your event proposal can guide stakeholders in deciding whether the event is worth pursuing.

Why are event proposals important?

Simply put: an event proposal is your first big step towards creating a successful event that everyone will remember.

An event proposal is your opportunity as an event planner to demonstrate your skills — as well as your clear and comprehensive vision for a given event.

Stakeholders wanting to stage an event will look at your event proposal like an elevator pitch. You’ve got a small amount of space to lay out your expertise and experience, the purpose behind the event, your vision, the necessary information about the event, and the event plan and logistics.

Event proposals are often created and submitted as a response to a request for proposal (RFP) from an organisation seeking outside help from a professional event planner. An RFP is an open invite to events companies and event planners to come up with an amazing idea for an event based on a brief outline of what the organisation wants to see.

The organisation will accept the best proposal, (yours!) and set the wheels in motion to start building your idea. That’s why it’s absolutely critical you have a comprehensive event proposal that pops.

That being said, event proposals can also be used internally within organisations by an events team to propose an event to stakeholders. Without all the facts, the big wigs within your organisation can’t give you the green light to start planning your incredible event.

Event proposals are also an important way to secure sponsors to help fund a new event. Gaining sponsors is a critical way to add value (and pizazz) to your events without passing extra costs onto your event attendees. 

An event sponsorship proposal is slightly different from a proposal targeting customers or internal stakeholders. We’ll talk more about sponsorship proposals in just a minute — but if you want an in-depth guide and a free event sponsorship proposal template, we’ve g ot you covered .

What is an event proposal template?

An event proposal template is a pre-built event proposal that you can customise to suit your own bespoke events.

Event proposal templates typically come in the form of downloadable Word documents or editable pdfs, and they include a number of sections. Each section represents a critical component of any event proposal, and should include guiding text that advises you on the specific information you should include to create a winning event proposal.

Every event planner needs ready access to a quality event proposal template. 

Why are event proposal templates so useful? 

Above all else, they save you time. It’s tricky enough trying to craft a unique vision for an event — let alone organising all your thoughts into a viable event plan. That’s where proposal templates really come to the rescue.

With an event proposal template, you don’t have to reinvent the wheel. You’ll have a  well-organised and complete proposal containing the precise information that stakeholders want to see before approving your event.

What should be included in an event proposal template?

An event proposal template can help you impress clients and win business — but only if the template you’re using includes the right sections and covers all the basics.

Each event is unique, so you might need to add a couple of extra sections that are specific to your vision. But as a bare minimum, you should include:

• An introduction

Event objectives

Event overview.

• Event marketing and promotion

Sponsorship

Evaluation and feedback.

Each of these sections plays an important role in creating a holistic narrative around your event. To help explain why, let’s quickly walk through what you should expect from each section of the event proposal template.

Introduction

As you might expect, your introduction is the start of your proposal — but it doesn’t need to include loads of information. After all, you don’t want to overload your reader on the first page of your proposal.

A basic proposal introduction simply includes elements like:

• The name of the event
• Your website
• Your contact details (or your company’s)

Next, your template needs to include a section spelling out each goal for your event. 

You need to be clear about what you want the event to achieve. For example, your event might exist to foster some brand recognition, achieve certain KPIs, celebrate a new product launch, or hand out an award.

Some event proposal templates include event objectives within a broader ‘event outline’ section. This approach can help you to keep the length of your event proposal document down and is useful if you want to impress customers with a quick pitch.

Next, an event proposal template needs to include an overview that concisely covers all the key facts about your idea. A quality overview will generally include information about:

• Your event timeline
• Your event schedule
• Proposed event location and venue
• Event staffing
• Risk management

Your event overview is also the place to name-drop key event management tools that you may have at your disposal. 

For example, if you’re planning on using an event management solution like Eventbrite, it’s definitely worth mentioning in your event overview. It’ll give your clients an understanding (and peace of mind) around the type of digital management and oversight you’ll implement.

Not tried Eventbrite yet? Find out how you can join for free to start planning your upcoming event.

The budget section of your event proposal template needs to spell out your projected event costs. 

According to researchers at Statista, around a third of companies increased their event budgets in 2022 for putting on conferences, product launches, and hospitality events. But 14% have decreased their budgets for VIP events — and one in four companies have scaled back investment on virtual events.

A template will simply have a few prompts to get you started — but it’s important that you get as specific as possible when completing your budget. Information about budget is particularly important if you’re pitching this event to external stakeholders, because it may have a huge impact on their decision to go through with the event.

If you’re an independent event planner proposing an event to a potential client or a big corporate business, the budget section of your template is also where you’d include the costs of your event planning services as a contractor.

Event marketing and promotion strategy

While marketing and promotion is likely a string of your budget section, an event proposal template should have a standalone section dedicated to this.

In the event marketing and promotion strategy you can elaborate further upon the means you’ll utilise to promote the event.

For example, let’s say you’re planning on using social media to promote your event. This section of your proposal would cover the accounts you plan to use to generate buzz, where and how you’d post, and information about any ads you might create and circulate.

By contrast, you might drill a bit deeper into a more comprehensive tool you plan to use such as Eventbrite Boost . 

Eventbrite Boost is a powerful way to promote an event because it enables you to easily create an email campaign, add an event to social channels, or create social ads, all from one dynamic dashboard. 

If you’ve got tools like this at your disposal, mention them in your event proposal. When filling in the marketing and promotion section, you should also include metrics you’ll use to gauge success, and the rationale behind each one.

Most event proposal templates will include a section where you can elaborate on event sponsorship.

According to EXHIBITOR’s most recent Trade Show Sponsorship Survey , 77% of businesses surveyed said they’d sponsored events in the past. Bearing that in mind, it’s hardly surprising four out of five marketers say an event planner’s ability to secure sponsorships has a major impact on big events.

A sponsorship section should outline how you envision sponsorship of the event. This could be either internal or external, and relate to the event’s funding as well as its operation and branding. 

For example, you might want to pursue event sponsorship from a local drinks company or plan to secure a discounted catering rate by allowing a restaurant chain to co-sponsor the event. Your sponsorship vision can be an important consideration when clients are looking at your event budget.

The event evaluation and feedback section of a template is a space that allows you to elaborate on how you plan to evaluate the event’s success.

For example, you might gauge success based on the number of visitors or attendees that turned up. Other key performance indicators (KPIs) for success could be the volume of donations raised or the number of orders placed for a new product during and in the days following the event.

Let’s say you decide to evaluate the success of your proposed event based on the number of attendees or ticket sales. In this case, your proposal should also include how you’ll be keeping track of numbers — which is one of the reasons we created the Eventbrite Organiser app .

The Eventbrite Organiser app monitors real-time ticket sales, checks in attendees with a scan, tracks up-to-the-minute attendance, and accepts secure payment for event tickets and merchandise on-site.

The evaluation and feedback section should list all the KPIs you’ll use to determine what success looks like, and how feedback on the event can be administered and disseminated.

Pro tips: how to make your event proposal stand out

Now that we’ve covered what an event proposal is and what you should be looking for in a template, let’s talk about how to create an event proposal that’ll lift yours above the competition’s.

When you’re responding to an RFP from a big company, you’ll be going head-to-head with a lot of similar events ideas from professional event planners. That’s why it’s important you give some extra thought to key areas of your proposal.

In our experience, the easiest places to make your proposal jump off of the page are:

Your vision

• Your expertise
• Your attention to detail 
• Your concept for a ‘wow factor’ 

Don’t worry: we’ll walk you through it.

When completing your proposal, you’ve got to ask yourself some tough questions. 

For example: how will you set your event apart from your competitors? Where will your event take place? What can attendees expect from your event? 

It’s not enough to say you plan to hold a food festival, run a conference or organise a charity fundraiser. Your event proposal needs to create an emotional connection by painting a picture of what exactly it is you have in mind and how your vision will come to life. 

Your experience and professionalism

Next, you’ve got to spell out to customers and clients what makes you the best person to plan their next big event.

So, think about it: why should a supplier, stakeholder or sponsor work with you? 

Having set out your vision for the event, now’s the time to give them another compelling reason to get involved – and that’s you. Your event proposal should outline your experience, be written in a confident voice, and inspire trust in the reader. 

Your commitment to detail

Now that the reader is excited about your event, you’ve got to deliver the important details they need to make a final decision. This is the part of the proposal that drills into the execution of the event. 

Where and when it will be held? What are the logistics that will be involved? Who are the people you already have in place? 

You also need to explain, in detail, the value proposition. In other words, what are you asking for and what’s in it for the person reading your proposal? 

For example, you might be seeking sponsorship in return for giving an individual or company exposure on your social media channels and the opportunity to have a presence at the event. 

The bottom line: the more specific you can be in your proposal, the better your chances of approval will be.

Your event’s wow factor

Just as words can persuade a supplier, stakeholder, or sponsor to work with you, the design of your event proposal can also communicate a lot about you and your event. 

A clear layout can help communicate your main points, as can images of previous events or graphics that convey any statistics or data you might have to share. It could be worth working with a graphic designer to get the event proposal design just right.   

Try our free event proposal template

If you need a hand getting started with your event proposal, try downloading our free ready-made event proposal template. It’s designed to jumpstart your event proposal — including all the key sections clients will want to see and prompts to guide you.

You’ll notice we’ve split section six into three different subsections. They’re each designed around who you’re proposing the event to, so you can choose the relevant parts based on whether you’re pitching the event internally, externally, or to a potential sponsor.

Ready to get started?

Download the template now.

How to present your proposal to sponsors

A sponsor might be interested in working with you for a number of reasons.

They might want to secure access to your brand audience. Alternatively, they might want to sponsor your event to raise awareness of their brand and generate leads — or simply as part of their corporate social responsibility activity (CSR). If you’re able to secure a sponsor, they may provide monetary support or goods and/or services at a reduced cost or for free.

Once you’ve included everything you need and finished designing your proposal, it’s time to set about securing sponsorship for your event . 

Your sponsorship proposal is an essential introduction to you and your event. Share it with potential sponsors, send it as a follow-up to an initial conversation, or ask to pitch at a face-to-face business meeting. 

In all three cases, it’s important to include the key facts relating to your sponsorship proposal. But remember to tailor your pitch to each individual or company that you approach to demonstrate that you’ve done your research. 

You want to identify individuals or companies who operate within your event’s niche and find ways the event could enable them to communicate with your attendees. 

Pro tip: Just like your sponsorship proposal should grab a potential sponsor’s attention and demonstrate your professionalism, every email you send and every conversation you have should do the same. 

Make sure you write an engaging subject line that prompts people to open your email. Then get to the point of your presentation quickly and be upfront about the kind of support you’re looking for. To help you out, we’ve asked an events expert to share his top tips and tricks to securing sponsorship success . 

Need help writing an effective event proposal for sponsorship? Our downloadable template can help support your pitch .

Use a good template for your event proposals

At the end of the day, it doesn’t matter whether you’re an up-and-coming freelance wedding planner, seasoned event planner specialising in parties, or part of a big corporate events team, event proposals are going to be a critical part of your job.

But because event proposals are such an important part of the process, it can be daunting (and time-consuming) to work out where to get started. That’s why a quality event proposal template is a life-saver in your event planning utility belt.

Ready to get started on your proposal? Start using Eventbrite free and discover how you can expand your reach and wow prospective clients with our industry-leading event marketing platform.

Ready to start planning your event?

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about the author

Helen Alexander

Helen Alexander is a London-based freelance writer and editor specialising in food, travel, business and marketing. She's worked at a number of websites and magazines in the UK, Malaysia and Australia, as well as digital marketing agencies, where she produced B2B and B2C content for global brands.

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Template Highlights

• First, describe your company, the services you offer, and the team that'll be handling this event or customer relationship
• Next, describe the event itself. This is the part where you paint a vision for your potential client. Make sure to include key details, like the location, theme, main objective, and so on
• Provide an overview of the planning and prep process, from the very early stages to the day of
• Include pricing information and a payment schedule
• Give the client guidance on next steps
• Download it as a PDF or Word file
• Print it, email it,

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Event Proposal Template

As an event planner, you know how to organize and execute any occasion so that it runs smoothly and offers an excellent experience for guests and hosts alike. However, you might need some help with developing a professional proposal that you can proudly deliver to potential clients. This template offers a structure and examples to help you create a clear, comprehensive proposal for any event.

HubSpot Tip: Make specific updates to the template for each new event you are managing. It is important to provide each client a customized proposal that is specific to the unique requirements of their event.

Our Company and Team

Provide a one-paragraph overview of your event management company. Describe when, why, and by whom your company was founded. Mention key events that you have planned in the past, focusing on ones that are similar to the event you are currently proposing. Describe your company’s mission and tell the reader what sets you apart from other event planning firms.

Our Services

Give an overview of the types of assistance you offer to clients. This list does not need to be specific to this particular event proposal; you should include all of the event management services that your company offers. After giving a brief introduction, you can provide the services in a bulleted list, as shown below:

• Service 1

• Service 2

• Service 3

Our Proposed Event Management Team

Offering a credible team is essential to the success of any event management proposal. In this section, you should provide an overview of your team and the role each member will play in managing this event. Then, you should provide the names, titles, and brief profiles or biographies of each of your proposed staff.

Each profile should comprise a short paragraph and should include the team member’s years of experience in event management, any relevant certifications or educational milestones, and similar events they have managed in the past.

• Team Member 1, Title – Profile

• Team Member 2, Title – Profile

• Team Member 3, Title – Profile

HubSpot Tip: Consider including professional headshots of your proposed team, to personalize the proposal and connect faces with the names.

Provide an overview of the event, describing the different activities that will take place, the type of food and beverages, and the style of décor. If applicable, explain how the event fits with your client’s strategic goals.

After giving a brief introduction, present the important details of the event, perhaps using the table below as a template.

Date and Time

Number of Invitees

Expected Number of Attendees

Key Message

HubSpot Tip: Customize it! The items in the table above are only suggestions. Feel free to edit them to the specifics of the event you are proposing.

Major Activities and Timeline

After describing the event in general, you should show the activities involved in planning and executing the event, with start and completion dates. This gives the potential client a sense of the timeline for the event, how many times you will need to meet throughout the process, and allows them to follow along with the schedule and know that all activities are being completed on time. You can use a simple table, like the one that follows, to depict the timeline.

Completion Date

HubSpot Tip: Including a detailed schedule highlights your credibility and shows your ability to execute the event on time.

Pricing and Payment Schedule

Indicate all of the activities and items that are required for the event to be successfully planned and executed. Some of your costs will be at an hourly rate and some will be associated with a flat fee. You can present and total them in a table like the one below.

Activity/Item

Hourly Rate/Flat Fee

Estimated Hours/Quantity

For this type of work, payment often happens on a schedule, with a percentage being owed upon signing the contract, and then additional amounts being due leading up to the event. You can use a table like the one below to indicate the proposed payment schedule.

Deposit – 20% of total

Upon contract signing

25% of total

2 months prior to event

30% of total

1 month prior to event

Final 25% of total

1 week before event

HubSpot Tip: Update the pricing information and payment schedule according to the specifics of the event.

Indicate what is needed to move to next steps. Most likely, you will need a signature from the client, and payment of a deposit. You should also include your company’s specific contract details indicating the terms and conditions for this work.

HubSpot Tip: Consider including your contact information (email address and phone number) so that the customer can get in touch with you quickly to discuss the proposal, if necessary.

Following the contract, you should include a place for signatures by the client.

________________________

[Name], [Role]

HubSpot Tip: Include signature lines for everyone who is responsible for approving the proposal. Include their names and roles to personalize the document.

If you have photos of past events, consider collecting and including them at the end of your proposal to give the client a sense of your style and skillset. You can include photos of the kinds of décor, food, drinks, and event invitations that you typically offer.

HubSpot Tip: “A picture is worth a thousand words.” While the written word is powerful, never underestimate the influence of a photo! You might even consider including photos throughout your proposal to illustrate your points in each section.

Frequently Asked Questions

How do i write an event proposal, is this template free, can i edit this template, related tags:.

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Event Proposal Template

If you run or work for an events company, speed up the way you create and fill out event proposals with this ready-made Event Proposal Template. Simply customize the terms and conditions to better match your business, share the document with clients or coworkers via email, and gather legally-binding e-signatures on any device!

Customize the design of this Event Proposal Template in seconds with our drag-and-drop builder. Upload your logo, change fonts and colors, add multiple signers, set up an automated signing order, and so much more with no coding required. Then when your custom Event Proposal Template document is ready, share it with clients to collect responses and turn them into completed PDFs instantly. By streamlining your signature process with Jotform Sign , you can save time better spent elsewhere.

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What is a proposal?

A proposal is a formal offer written in response to a specific request or opportunity with a prospective client. As the name suggests, it proposes a unique idea or a solution to a client’s problem. Proposals are evaluated on whether they meet a client’s expectations regarding goals, timelines, deliverables, and budget.

What are the different types of proposals?

From sales proposals to construction proposals to book proposals, proposals are written for all purposes and industries. Some of the most common types of proposals are grant proposals, research proposals, and business proposals. Business proposals are either solicited or unsolicited. A solicited proposal is one that has been requested by a client or written in response to an RFP (request for proposal) . RFPs are sent out by companies and agencies and list specific requirements. Unsolicited proposals initiate the sales process without responding to a request and are generally considered to be more challenging to write.

What should I include in my proposal?

Our free proposal templates already include everything you'll need for your proposal. To learn more about proposals, read our article on items to include in a proposal!

How should I write an effective business proposal?

It takes a lot more than a good idea for a proposal to be successful. Check out our tips on how to write a winning proposal .

What makes a proposal different from an estimate, quote, bid, or business plan?

Unlike estimates, quotes, and bids, proposals include information beyond the specific cost of a project or service. Proposals provide an in-depth explanation of the work being done, with details about scope, deliverables, milestones, and qualifications as well as budget.

While a business plan and business proposal might sound like the same document, one focuses on a company’s internal operations while the other seeks to create a business relationship with another company. A business plan, usually written with the intent of securing funds from an investor, summarizes a company’s overall goals and objectives. On the other hand, a business proposal focuses on a specific project or service for a prospective client.

Can a proposal become a contract?

For a document to be considered a legally binding contract, it must consist of an offer, consideration, and acceptance. A proposal can serve as the foundation for a contract, but it will generally only require a client’s signature, whereas a contract needs signatures from all involved parties.

A signed proposal may become a contract only if it contains signatures from each party and contractual language such as terms and conditions. However, it’s best to keep your contract separate from your proposal in case your client disagrees with your offer and requires a new document outlining the negotiated terms. If you need inspiration for your contract, we recommend our free contract PDF templates.

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