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Event Proposal

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Demonstrate you have the skills needed to organize a successful event by putting together a proposal that is clear, concise and comprehensive. Great attention to detail, highly organized and able to juggle multiple tasks – these are just some of the attributes of a successful event planner that will inspire confidence in potential suppliers, stakeholders and sponsors. Convey your experience and professionalism from the start by writing an event proposal that makes people sit up and take notice. From organizing a seminar for members of your industry to seeking sponsorship in order to run a comedy evening, a proposal is a comprehensive document that outlines every element of an event. It is compiled at the early planning stages and covers the aim of the event, the individuals and companies who will be involved, and the logistics of running the event. It will work as a mission statement, a marketing tool and a roadmap, and leave no room for confusion or lack of clarity around your plans for an event. It is not enough to say you plan to hold a food festival, run a conference or organization a charity fundraiser, your event proposal needs to paint a picture of what exactly it is you have in mind and how your vision will come to life. Your event proposal should outline your experience, be written in a confident voice and inspire trust in the reader. Now that the reader is excited about your event, you need to deliver the details they need to make a final decision. This is the part of the proposal that drills into the execution of the 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. Once you have included everything you need to and finished designing your proposal, it is 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 face-to-face.

Event Proposal template consists of four slides that have a modern design and all the necessary tools to build a professional presentation. This template will be primarily useful for informing clients about your event – a presentation of a new book, a show of new clothes or a new service. You can use this template to invite customers to test drive a new car. This template is also useful for executive assistants when reminding them of an important meeting. The slides of this template can be used by startups when organizing meetings with potential investors. Marketers and advertising specialists can use these slides to prepare a marketing mailing to customers.

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How to Write a Winning Event Proposal | Step-by-Step Guide

Introduction

In the competitive world of event planning, securing new clients often hinges on the quality of your proposal. A well-crafted proposal not only showcases your expertise and creativity but also demonstrates your understanding of the client's vision and needs. It serves as your first impression and a crucial factor in winning the job.

The purpose of this article is to guide you through the process of preparing and extending a compelling event proposal that stands out from the competition. We will provide a step-by-step framework to help you effectively communicate your ideas, present your services, and highlight the value you bring to the table. By following these guidelines, you can increase your chances of impressing potential clients and securing more event planning opportunities.

Whether you're a seasoned event planner or just starting out, this comprehensive guide will equip you with the knowledge and tools needed to create a winning proposal that resonates with clients and meets their expectations. Let's dive in and explore the essential components of a successful event proposal.

Understanding the Client's Needs

The foundation of a successful event proposal lies in understanding the client's needs and vision for the event. Before you start drafting your proposal, it is essential to gather as much information as possible about the client and their expectations. Here are some steps to help you achieve this:

Initial Research

Start by conducting thorough research on the client’s business, industry, and event history. Understanding their brand, mission, and previous events will provide valuable insights into their preferences and expectations. Look for the following information:

• Company Background: Learn about the client's history, values, and key products or services.
• Target Audience: Identify the primary audience for the event, including demographics, interests, and needs.
• Previous Events: Review past events organized by the client to understand their style, scale, and typical outcomes.

Client Communication

Effective communication with the client is crucial to grasp their specific needs and objectives. Schedule a meeting or call to discuss the event in detail. During this conversation, ask open-ended questions to gather information and clarify any ambiguities. Key areas to cover include:

• Event Goals and Objectives: What are the primary goals of the event? Is it to launch a new product, celebrate a milestone, foster team building, or something else?
• Event Theme and Vision: What is the client’s vision for the event? Are there any specific themes, colors, or styles they have in mind?
• Budget Constraints: What is the client’s budget for the event? Understanding their financial limitations will help you propose realistic and feasible solutions.
• Key Stakeholders: Who are the decision-makers and key stakeholders involved in the event planning process?
• Preferred Venues and Dates: Are there any specific venues or dates the client prefers or wants to avoid?

Aligning Expectations

Once you have gathered all the necessary information, summarize your understanding of the client's needs and confirm these details with them. This step ensures that both you and the client are on the same page and helps avoid any misunderstandings later in the planning process. Provide a brief outline of your proposed approach to demonstrate your alignment with their vision.

By thoroughly understanding the client's needs and expectations, you can tailor your proposal to address their specific requirements, making it more relevant and compelling. This client-centric approach is the first step towards creating a proposal that stands out and wins the job.

Structuring Your Event Proposal

A well-structured event proposal not only looks professional but also makes it easy for the client to understand your ideas and services. Here’s how to organize your proposal to ensure clarity and impact:

Your cover page is the first thing the client will see, so make it visually appealing and informative. Include:

• Event Name: The name of the proposed event.
• Your Company’s Name and Logo: To reinforce your brand.
• Proposal Date: The date you are submitting the proposal.
• Client’s Name and Logo (if applicable): Personalize the proposal by including the client's details.

Table of Contents

A table of contents helps the client navigate through your proposal with ease. List all the sections and sub-sections along with their page numbers for quick reference.

Executive Summary

The executive summary is a brief overview of your proposal. It should highlight the key points and benefits of your proposal, enticing the client to read further. Include:

• Event Overview: A short description of the event and its objectives.
• Your Approach: How you plan to meet the client's needs and ensure the event's success.
• Key Benefits: The unique advantages and value you bring to the table.

Detailed Proposal Content

Introduction and background.

• Your Company Overview: Provide a brief overview of your company, its history, mission, and expertise in event planning. Highlight any relevant experience or accolades that add credibility.
• Understanding the Client’s Vision: Show that you have a clear understanding of the client's goals and the significance of the event. Mention any specific details the client has shared with you.

Event Concept and Objectives

• Event Concept: Describe the proposed event concept and how it aligns with the client’s objectives. Use descriptive language and visuals if possible.
• Goals and Objectives: Clearly outline the goals and expected outcomes of the event, such as brand awareness, product launch, employee engagement, etc.

Event Details

• Event Plan: Provide a detailed plan including the date, time, and location of the event. Mention why the chosen venue and timing are ideal.
• Agenda: Outline the event schedule with specific activities and timings. Include any special sessions, keynote speakers, or entertainment planned.
• Theme and Design: Describe the event theme, design elements, and how they enhance the event experience. Use mood boards or sample designs if available.

Services Offered

• Logistics Management: Detail your approach to managing logistics such as venue setup, equipment, and transportation.
• Catering and Hospitality: Explain your catering services, menu options, and hospitality arrangements.
• Entertainment and Activities: Describe the entertainment options and activities you plan to include.
• Technology and AV Support: Highlight the technology and audiovisual support you will provide, such as sound systems, lighting, and presentation equipment.

Budget and Pricing

• Detailed Budget: Provide a comprehensive budget breakdown, including all costs and fees. Make it clear and transparent.
• Value Proposition: Explain the value and benefits of your services relative to the costs. Highlight any cost-saving measures or added value you offer.

Team and Responsibilities

• Team Introduction: Introduce the key team members who will be involved in planning and executing the event. Include their roles and relevant experience.
• Roles and Responsibilities: Outline the specific roles and responsibilities of each team member to show your organized approach.

Timeline and Milestones

• Project Timeline: Provide a timeline of key milestones and deadlines leading up to the event. Include preparation, execution, and post-event follow-up.
• Milestone Deliverables: Specify the deliverables at each milestone to ensure transparency and accountability.

Risk Management

• Risk Assessment: Identify potential risks and challenges associated with the event. Mention how you plan to monitor and manage these risks.
• Contingency Plans: Outline your contingency plans to mitigate these risks. Show that you are prepared for unexpected situations.

Client Testimonials and Case Studies

• Testimonials: Include testimonials from past clients to build credibility and trust.
• Case Studies: Provide case studies of similar events you have successfully planned. Highlight the challenges faced and how you overcame them.

By structuring your event proposal in this way, you present a professional, thorough, and persuasive document that clearly communicates your capabilities and understanding of the client's needs. This approach significantly increases your chances of winning the job.

Proposal Presentation

A polished and professional presentation of your proposal can make a significant impact. Here are some tips to ensure your proposal is visually appealing and effectively communicates your ideas:

Design and Formatting

First impressions matter, so your proposal should look as good as it reads. Pay attention to the following aspects:

• Consistent Branding: Use your company’s colors, fonts, and logo throughout the proposal to maintain brand consistency.
• Professional Layout: Use a clean, professional layout with clear headings, bullet points, and plenty of white space to make the document easy to read.
• Visual Elements: Incorporate visuals such as images, charts, infographics, and mood boards to enhance the presentation and illustrate your ideas. High-quality images of past events can showcase your capabilities.
• Typography: Choose readable fonts and ensure that the font size is large enough for easy reading. Use bold and italics to highlight important points.

Customization

Customize the proposal to the client's specific needs and preferences. This shows that you have taken the time to understand their unique requirements:

• Personalization: Address the client by name and mention specific details about their business and event goals.
• Tailored Content: Modify the content to reflect the client’s vision, preferences, and budget. Avoid using a one-size-fits-all approach.

Follow-Up and Communication

After submitting your proposal, follow up with the client to demonstrate your enthusiasm and commitment. Effective follow-up can make a difference in securing the job:

Proposal Submission

• Submission Method: Depending on the client’s preference, submit the proposal digitally via email or through an online platform, or provide a printed copy in a professional binder.
• Submission Timing: Submit the proposal within the agreed timeline to show your reliability and punctuality.

Follow-Up Strategy

• Follow-Up Email: Send a follow-up email a few days after submitting the proposal to confirm receipt and express your continued interest. Offer to answer any questions they may have.
• Follow-Up Call: If appropriate, follow up with a phone call to discuss the proposal further and address any concerns. This personal touch can help build rapport.
• Be Persistent but Polite: If you don’t hear back immediately, follow up again after a reasonable period. Be persistent but always remain polite and professional.

In conclusion, preparing a winning event proposal requires a deep understanding of the client's needs, a well-structured document, and a professional presentation. By following the steps outlined in this guide, you can create a compelling proposal that showcases your expertise, aligns with the client’s vision, and significantly increases your chances of securing the job.

A strong event proposal not only sets you apart from the competition but also builds trust and confidence with potential clients. Remember to personalize each proposal, present it professionally, and follow up diligently. These practices will help you forge strong client relationships and grow your event planning business.

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Event Proposal PPT Template & Google Slides Presentation

Event Proposal Presentation Slide

Planning an event requires a well-crafted proposal that outlines your vision and objectives. Our event proposal template can help you create a professional and persuasive document that will impress your clients and stakeholders. The template features a sleek and modern design that can be easily customized to match your brand identity. It includes all the essential sections you need to cover, such as the event overview, sponsorship opportunities, form, etc. With our template, you can present your ideas with confidence and win the support you need to bring your event to life!

Features of the template

• 100% customizable slides and easy to download.
• Slides are available in different nodes & colors.
• The slide contains 16:9 and 4:3 formats.
• Easy to change the colors of the slide quickly.
• Well-crafted template with an instant download facility.
• Highly compatible with PowerPoint and Google Slides.
• It has image holders, text boxes, and creative icons.
• High-definition slide to grab your audience's attention. 
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Event Proposal PowerPoint Template

The Event Proposal PowerPoint Template delivers a stylish and efficient way to design high-quality presentations for event proposals. With more than 20 unique slides, this template allows you to fully detail and present your proposed events in a fashionable and professional way, giving an excellent first impression. A well-crafted event proposal is paramount for a successful event, whether it's an intimate get-together or a large conference. This template brings to you all the necessary fields that an impressive event proposal should contain, from an all-encompassing introduction to an insightful wrap-up on the event's benefits. The wide range of topics covered, from the event description to the testimonials of past clients, ensures a holistic presentation that leaves no room for speculation or ambiguity. With five pre-made color schemes to choose from, this template isn't just thorough and informative, but pleasing to the eye as well. It gives you the ability to customize your presentation to match your brand's aesthetic or the theme of the event, adding a touch of personalization to your proposal. The template not only caters to event proposals but also includes slides for conference or webinar proposals, further extending its versatility.

Details & Features

• Over 20 unique slides for detailing your event.
• Five pre-made color schemes for customization.
• Versatile, catering to all types of events, conferences and webinars.
• Screen size of 16:9 (1920x1080).
• Fully editable in PowerPoint.
• Includes 5 PPTX MS PowerPoint files and a User Guide PDF file.
• Professional look and feel.

Why We Like It

The Event Proposal PowerPoint Template makes the task of creating a comprehensive and compelling event proposal effortless. Its well-thought-out slides urge you to cover all essential elements of an event, thus ensuring a thorough proposal. The customization options and the aesthetically pleasing color schemes add a personal touch, making it a must-have for professionals in event management.

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Free Event Proposal Templates

We’ve collected the most useful event proposal templates in all formats. You’ll learn about the available types of event proposal templates and what elements they contain. Included in this article, you’ll also find an event sponsorship proposal template, a corporate event proposal template, a virtual event proposal template, a wedding event proposal template, and more.

By Kate Eby Updated June 28, 2024

Event Proposal Template

This template is perfect for event planners and organizers who need to present a detailed proposal for any type of event. It includes comprehensive sections such as executive summaries, event overviews, target audience analysis, and logistical plans. Users can outline the entire scope of an event, from goals and marketing strategies to risk management and budgeting, ensuring all critical aspects are covered.

Download Template for

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Event Proposal Presentation Template

This template is perfect for any event, including corporate retreats, holiday parties, charitable fundraisers, and awareness campaigns. It provides a clear format for outlining the strategic and operational aspects of event planning and allows for the easy integration of multimedia elements. Users can customize the interactive timelines and charts to display schedules and budgets.

Download Template with Sample Copy for PowerPoint Google Slides Download Blank Template for PowerPoint Google Slides

Event Sponsorship Proposal Template

Use this template to craft a convincing event proposal for potential sponsors. The template includes tiered sponsorship levels that cater to different marketing goals and budgets, as well as a detailed marketing strategy.

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Event Sponsorship Proposal Presentation Template

Use this template to deliver a persuasive event proposal to potential sponsors. The template includes charts and graphs to display key information. It also allows users to incorporate multimedia content.

PowerPoint Google Slides

Download Blank Template for PowerPoint Google Slides

Corporate Event Proposal Template

Use this template to plan corporate events that require a convincing proposal. It allows users to document logistics, branding, and ROI assessment, with sections for defining goals, target audience, and more.

Corporate Event Proposal Presentation Template

Download this template for proposing corporate events to stakeholders or potential sponsors. The layout allows for the easy integration of branding, data visualization, and audience demographics.

Virtual Event Proposal Template

Use this template to plan virtual events such as webinars. The template focuses on interaction strategies, virtual platform necessities, and providing risk management tools specific to digital events.

Fundraising Event Proposal Template

Use this template to plan and find donors for charitable events. It focuses on event goals, fundraising targets, and engagement tactics, helping planners convey their event’s potential impact.

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Arts and Music Event Proposal Template

Use this template to create a music or arts gathering proposal. Its design reflects the creative spirit of arts events, with engaging slides for artist and venue highlights and multimedia integration.

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Wedding Event Proposal Template

Use this template for wedding planning, from ceremony to reception. Designed to capture the magic of the big day, it includes choices for venue, theme, decorations, dining, and entertainment.

Event Management Proposal Presentation Template

Use this template to advertise your event management services to potential clients. It includes detailed project schedules, flexible service options, and visual compilations of previous events.

Conference Event Proposal Template

Use this template to craft a proposal for a conference. It allows you to convey aspects such as operational plans and financial forecasts, as well as analyses of the agenda and potential risks.

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Sports Event Proposal Template

Use this template for planning sports events, from youth tournaments to charity events. It helps users cover everything from registration to logistics, customizable brackets, and security measures.

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Elements of Event Proposal Templates

Event proposal templates typically include elements such as a visually appealing cover page, an executive summary that captures the event’s key details, specific goals and objectives, and comprehensive sections on the event description, target audience, marketing strategies, and more.

All of our event proposal templates feature a combination of these important elements:

• Cover Page : This section serves as the first impression of the proposal, displaying the event's name, the logo of the organization, the date, and a captivating image or design that captures the essence of the event.
• Executive Summary : This is a concise section that summarizes the key points of the proposal, including the event's vision, anticipated outcomes, and the value it offers to participants and stakeholders.
• Goals and Objectives : This part of the template specifies the aims of the event, whether they're educational, fundraising, brand awareness, or otherwise, and it describes how these goals align with broader organizational objectives.
• Event Description : In this section, users provide a detailed description of the event, including the theme, key activities, and programming. It may also cover the event's history and significance.
• Target Audience : This section is a profile of the expected attendees, detailing demographic information, interests, and why the event is relevant to them.
• Marketing and Promotion Strategy : This is an outline of the promotional campaign, which includes advertising channels, materials to be used, and a timeline for marketing activities.
• Venue and Date : In this section, teams enter comprehensive information about the event location, reasons for the selection, amenities, capacity, and the specific dates and times for the event.
• Program Outline : This includes a session-by-session breakdown of the event's itinerary, including speakers, entertainment, workshops, and any other planned activities.
• Budget : This section includes the financial plan for the event with itemized expenses and income sources, such as ticket sales, sponsorships, and merchandise. This section might also include cost-saving strategies and financial projections.
• Sponsorship Details : In this section, teams share information about different sponsorship packages, the benefits offered at each level, and potential customizations for sponsor preferences.
• Logistical Considerations : This section covers critical details on event staffing, technical equipment, transportation, accommodation, security, and any special requirements for attendees or performers.
• Risk Assessment : This includes an analysis of potential risks, such as weather, safety, or vendor failure, as well as the contingency plans in place to address these challenges.

Types of Event Proposal Templates

There are a wide variety of event proposal templates designed to streamline every aspect of your event planning process, whether it’s for a corporate event or a music festival. Review these template types to see which is best for your next big event.

• Basic Event Proposal Templates: These templates are the starting point for any event planner. Designed to be broad and adaptable, they cover the essentials needed for proposing a wide range of events. From outlining the event's purpose and goals to detailing the logistics such as venue, date, and audience, these templates provide a foundational framework that can be customized for various types of events, making them perfect for beginners and seasoned planners alike.
• Event Sponsorship Proposal Templates : Tailored for events aimed at securing financial or in-kind support from businesses or individuals, these templates focus on showcasing the value of the event to potential sponsors. They include sections for describing sponsorship benefits, levels of sponsorship, and how the partnership can enhance the sponsor's visibility and brand. These templates are ideal for event organizers looking to attract and secure funding through mutually beneficial partnerships.
• Fundraising Event Proposal Templates : Specifically designed for charity or nonprofit events aiming to raise funds, these templates emphasize the cause, fundraising goals, and strategies for donor engagement. They guide planners in outlining how the event will generate revenue — through ticket sales, donations, or auctions — and the impact the funds will have. These templates are crucial for communicating the significance and financial objectives of the event to potential donors and stakeholders.
• Arts, Music, and Party Event Proposal Templates : These vibrant and creative templates cater to events centered around entertainment and cultural experiences. Whether it’s a live music festival, an art exhibition, or a themed party, these templates help planners articulate their artistic vision, featured performers or artists, and the unique attractions that will make the event stand out. They are designed to capture the essence of the event, ensuring potential partners and attendees are as excited about the event as its organizers.  

For more event planning templates in specific formats, see these collections of  Microsoft Word event proposal templates ,  PowerPoint event proposal templates , and  Adobe PDF event proposal templates . You can also browse these  event request for proposal (RFP) templates in multiple formats when you need to solicit proposals from event planners or management companies for your next big event.

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How to write an event proposal (plus, a free template!)

Learn how to create and propose the perfect live or virtual event and download our free event planning proposal template.

When it comes to generating returns with virtual events, it pays to be prepared. According to SkyQuest Technology Consulting, the virtual events market is expected to grow from $115 billion in 2021 to more than $430 billion by 2028.

The best way to prepare for your virtual or sponsored event is with an event proposal. Creating an event proposal helps you advocate for your ideas and get your plan in front of the sponsors who can help bring it to life.

Whether you plan to create a one-off virtual event, pitch a sponsored event, or plan several events throughout the year, we’ll break down how to write a virtual event proposal. We’re also sharing our free live event proposal template to help you get buy-in from potential sponsors and stakeholders.

What is an event proposal?

An event proposal, or virtual event proposal, is a comprehensive plan that details each component of an organization’s event. It’s a pitch, a fact sheet, and a guide all in one. 

From hardware and software to featured speakers and guests, virtual events and hybrid events require a number of resources. The best way to share your vision for these resources is with an event proposal. 

Your proposal should outline all event management details: audience and attendance data about your event, a budget proposal, and key stakeholders. It should also help you align this information with key performance indicators (KPIs) and other measurable metrics.

A carefully thought-out proposal doesn’t just help you secure funding and approval — it’s also a great starting point for setting up collaboration between departments and bringing your virtual event to life.

What is the best format for a proposal?

At face value, an event proposal is nothing more than a sheet of paper summarizing the strategy and logistical details of your virtual event. But when it comes to actually completing this proposal, it can get a bit more complicated.

Don’t worry; we’re here to help. Read on to discover the best format for a proposal and the components you need to include in your planning document.

💻 Components of a virtual event proposal

The first components to add to your virtual events proposal are the basics of your event and your reason for holding it. From there, make sure to provide adequate details to describe your event.

Purpose of your virtual event

• Type of e vent: Virtual events could include conferences, trade shows, job training, etc. 
• Dates: Identify the dates of your virtual event. 
• Location: Identify where the event will be held — provide the URL and any login information attendees will need. 
• Target a udience: Think about the prospective clients you’re hoping to reach. Describe your target audience as much as possible — note potential participants’ industries and company roles. This is an important field because it directly advances your overall marketing strategy for your product, service, or role.

Virtual event stakeholders

• Partner o rganization: Your event proposal should include the name of your proposed event or, if you’re pitching a sponsorship opportunity, the name of the organization hosting your booth, talk, or event. 
• Recommended by: Depending on how budgeting approval is managed at your organization, you may need to identify which department is pitching this event. For example, it might be sales team members pitching the event for the product your company is promoting. 

Virtual event schedule and details

• Details of your event: Describe the space in which your event will be held and whether it’s on-site or virtual. If you’re the one hosting the event, share details about the theme, programming, venue, and any access information. 
• Details of your event sponsorship (if applicable): If you’re drafting an event sponsorship proposal, add any pertinent production details. For example, if you’re looking to set up a booth at a trade show, include the dimensions of your booth space, where it will be located, and other details. 

Financial details of your virtual event

• Event cost or sponsorship fee: Estimate your expected event cost, the cost of your sponsorship package, or the fee you’re paying your partner organization to host you. 
• Additional cost estimates: List the fee breakdown for any builds, swag, marketing collateral, or featured speakers.
• Total spend estimate: Sum up all your event costs. 
• Product focus: Identify the products, services, or opportunities that the event is promoting.
• ARPU: This metric is also known as “Average Revenue Per User,”and it’s primarily used for sales events and refers to your cost/benefit analysis of holding the event. For example, if you have 1,000 attendees, how much revenue could you reasonably expect to generate from those leads? 

Objectives of your virtual event

• Overall goals: Summarize what you hope to achieve from this event. Do you want to raise awareness for your brand? Capture more leads? Launch a product? Having a crystal-clear idea of your goals will help you communicate to sponsors and other stakeholders why this event is necessary.
• KPIs (i.e., social media actions, open and click-through rates, deals closed, etc.): What measurements will you use to determine whether or not you held a successful event? If you’ve set measurable goals for in-person events in the past, the virtual goal-setting process isn’t necessarily different. But the metrics and tools you’ll use to determine your return on investment (ROI) will be. Instead of on-site conversions — like sales — your virtual event will measure online conversions — like email sign-ups. (Discover other event KPIs and metrics we recommend you measure!) Although not every measurement of ROI will be a dollar amount, stakeholders and sponsors need to know the event’s potential value.

📊 Components of a sponsorship proposal

Sponsorship proposals need to contain all your objectives, along with a few sponsor-specific components.

Create a sponsorship package “tiered chart” takeaway to show the different levels of available support and the benefits of each level.

The sponsorship opportunities you offer can include:

In-person benefits

• Booth space
• Branded sessions or demos
• Branded social media sets or charging stations
• Branded before- or after-hours activities like coffee, yoga, or a happy hour

Online benefits

• Guest speaking
• Guest blog or social media posts
• Inclusion in digital marketing components (e.g., sponsor logo on display ad)
• Inclusion on mobile app

Potential sponsors also want to know who you’re going to help them reach and how well you’re able to reach them. Let your sponsors know what they can expect from your company, specifically.

Audience and engagement data

• The number of attendees you’ve had in the past and how many you’re expecting for this event
• Demographic and firmographic data about your attendees
• Any marketing initiatives you’re using to promote the event
• Engagement data from past events
• Testimonials and feedback from past events
• Examples of former sponsorship success

Organizers of virtual events are experiencing positive shifts that they wouldn’t have been able to experience with in-person events. In fact, 80% of virtual event producers experience a wider audience reach than with physical events.

Now that you know the components of your live event proposal, let’s move on to how you should put them together.

How do you write a proposal for an event?

You know the info you need to include in your event proposal, but how will you communicate it to stakeholders? Consider these six elements before you commit your proposal to paper.

1. Gather your research

If you’re holding an event for a new product, service, or industry-specific element, you need to do your research. Your target audience for the new topic may be different from other audiences you’ve had in the past, so you need to make sure you know who you’re investing in. 

Your research will also determine the type of live event and sponsorship opportunities you offer. As you compile your research, keep an eye out for event recommendations from other teams (like your sales team) — this can help you prioritize the types of events you offer.

Seek out testimonials, factsheets, and case studies from other similar events. Other organizations’ past events can give you an idea of how your business might benefit from similar strategies or executions.

2. Understand your company goals and define your audience

Before planning out your events, consider holding a series of dedicated strategy meetings. These meetings are a chance for all relevant teams to align on event goals, target audiences or potential clients, client needs, and marketing messaging.

3. Draw up your calendar

A large tradeshow or conference might take more than six months to plan, while a smaller meet-up might only take a month or two. Meet with all your stakeholders to schedule out your time and manage bandwidth expectations for everyone involved. Put all event schedule details in one shared calendar for all stakeholders.

Generally, sponsored virtual events are much easier to plan than live, in-person sponsored events. These are typically speaker events and occasionally virtual trade show booths, so teams can designate fewer point-people for each event and schedule more of them in a year.

4. Work out a budget

Once you have your presentation and location details, start working out your event’s pricing and budget . Determine how much of your organization’s overall event budget you’ll allocate to this event compared to others you’ll hold during the year. 

Consider all aspects of your event, including hardware and software, guest speakers’ time, cost of swag, and more. You can also consider charging admission or working with sponsors to offset the cost of your expenses. 

5. Be clear and detailed in your proposal

You’ve got your strategy, your calendar, a general outline of your budget, and input from all relevant teams. It’s time to bring all the necessary parts together to create your event proposal pitch.

Even though the event proposal template provided in this guide is one sheet, don’t let that deter you from using a second page, if needed. You want to include as much information and detail as possible, but you also don’t want to overwhelm your stakeholders with less-than-pertinent information. 

When it comes to ROI, communicate as thoroughly as possible. Being able to provide hard numbers about your expected lead counts and event spend will help you justify your event and set workload expectations for all your key stakeholders.

6. Keep your event proposal saved and available to everyone

Once your event is approved, the proposal can serve as a foundation for other important documents — like your creative brief or an event kick-off slideshow.

You can even make an event proposal template so your team can reference it for future events and create standardized, cohesive plans in the months or year ahead. It can also be a handy tool to compare your goals and expectations after the event has passed.

Free event proposal template

Here’s a sample event proposal for pitching your next branded event or sponsored event. Download our free event template document to share with your team or build a slide deck proposal you can present.

🪪 Basic info

• Company name: (if applicable)
• Partner event organization: (if applicable)
• All relevant contact information:
• Event name:
• Type of event:
• Location: (venue)
• Target audience:  
• Who we are: (a brief intro to your company)
• Meet our team: (list out who will be working on the event; include their roles and responsibilities)
• Why choose us: (include any impressive stats and data that show success of past events)

☂️ Event overview

• Details of event or sponsorship:
• Event or sponsorship fees:
• Additional cost estimates:
• How we’ll help you: (list services, start dates, and due dates)

🥅 Event goals

• Product highlights:
• ARPU for product:
• Overall goals: 
• KPIs (i.e., press, social, leads, sales, etc.) : 

💵 Budgeting

• Event spend: (itemized list with hourly or flat rates, estimated times/quantities, and individual prices)
• Payment schedule: (list of dates and how much is due at those times)
• Remaining budget:
• Additional notes:

Event proposal template FAQs

What are the 4 cs in proposal writing.

Writing an event proposal is a lot like writing a grant proposal — in both cases, you’re trying to convince stakeholders that they should financially support your project or endeavor. According to Rutgers University , the four Cs in proposal writing (grant writing) are:

• Clear: Make sure your proposal can be easily understood by cross-company stakeholders and multi-disciplinary sponsors. 
• Concise: Limit the information you share to the most necessary. Sell your event, but keep your proposal as brief as possible.
• Comprehensive: Along with including all necessary details, you should anticipate stakeholder questions and answer them within your event proposal. 
• Compelling: What would stakeholders miss out on if you didn’t hold your event? Highlight the most relevant and powerful data to support your proposal.

What makes a proposal catchy?

There’s no “one way” to make your in-person, hybrid, or virtual event proposal catchy. But if you can clearly communicate why your event is significant — namely, by illustrating ROI — you’ll likely gain traction with stakeholders. 

The key to communicating “significance” is determining your stakeholders’ or company’s goals and then explaining how your event contributes to those objectives. 

How do you pitch an event idea?

The best way to pitch an event idea is by completing an event proposal template. Scroll up to download and use ours!

How to make an effective event proposal presentation

Regardless of how impressive your event proposal is, you need to also present it well to get the stakeholder buy-in you’re looking for. Here are our six tips for giving an event proposal presentation:

• Memorize your presentation — glancing at it is okay, but try not to read it word-for-word from your document.
• Create a meeting agenda to optimize your stakeholders’ time.
• Start with stakeholders’ pain points: explain why your event is important.
• Stop and ask questions to facilitate clarity: make sure to “check in” with your proposal audience often.
• Tell stories, don’t just list data points: connect the information so there’s a narrative and not just disjointed facts.
• Include a call to action and tell stakeholders when you’ll follow up.

Put your event proposal into action

Whether you’re holding an event for your company or for a business partner, the first step toward success is creating an in-person, hybrid, or virtual event proposal. We can help make the process easy for you with our event proposal template and free event proposal template download.

And when you’re ready to put your proposal into action, click the link below to discover our virtual events platform. Its intuitive tools and powerful live streaming capabilities can help make you bring your event proposal to life.

Become a virtual event pro with Vimeo

Virtual events, simplified.

Check out our handy checklist to learn how to plan every stage of your virtual event.

Julie Bergstein

Julie leads events and brand activations at Vimeo. When she's not at the office, you can find her strumming on her uke, baking, or hanging in the park!

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Event Proposal Template

AI generated Pitch Deck 🤖

You need a strong plan of action when you approach a company in the hopes of working as a contractor at an upcoming event. An event proposal template gives you direction by breaking down a large task into small goals. When you provide a company with actionable steps, those in charge of hiring contractors have more confidence in you.

We recommend using an event proposal template to create a visual representation of your plan.   Are you ready to explore our event proposal template slides? Let's take an in-depth look at each one:

‍ 1- Title Page

You don't need to include much information on your title page of your event proposal template. You can give your proposal a quippy name and tell your audience who you are.

New clients want to know how well you performed at previous events. A stellar quote from a previous client about your participation in a previous event is a great opener.

3- The Agreement

We know you want to get to the fun parts first, but a professional event proposal template should start with the fine print. Discuss the contract, including any terms and conditions. Your slide should give an overview of your duties, pricing, and cancellation details.

4- Payment and Cancellations

On this slide, we make it easy to tell your audience members what the event is going to cost. Leave no confusion here about the pricing, whether the event follows through or if the company must cancel your services.

5- Company's Duties

As part of your proposal, you should clearly list the parts of the event you are responsible for. Be clear in discussing your priorities as a contractor for the event from pre-event stages to the clean up afterward.

6- Pricing Example

Your pricing chart should provide details about the costs associated with each component of your service. For instance, you may need to list the costs associated with a venue, tables, and chairs, food, or decorations. Specific information compels your audience.

7- The Budget

Every event has a budget, and contractors have to micro-manage the components they are in charge of. Tell your audience what kind of budget you are looking at, using specifics whenever possible.

8- Event proposal template - Organization Chart

This chart provides you with the space you need to provide additional information about pricing, timelines, and materials you need to complete the job.

9- Schedule

The schedule provides your audience with peace of mind about your priorities. When the company understands your timetable, you appear more trustworthy and credible.

10- About the Promotions

Promotion is a significant component of commercial events. Detail the role you intend to play in promoting the event or expectations you have for the company to promote your services as part of the event.

11- Description of Any Supporting Events

If any other events are part of your contract, you should address your intentions on this slide.

12- The Experience

Paint a picture of the experience you intend to provide for event-goers. How are you going to provide each attendee with great service?

13- Description of Specific Locations to Be Utilized

Tents, buildings, and outdoor areas are often part of major events. How does your company use these locations effectively? Why are these locations the best places for these events?

14- Key Selling Points

Speak to the needs of your clients on this slide. What do you have to offer that others do not? This is the slide where you sell your services as the best available.

15- Describe the Event

If you are proposing the entire event to the company, provide as much information as possible about the details. Tell the company why they need to hold this event in the first place.

16- Theme for the Event

The event should have a theme that appeals attendees but also fits with the ideas of the company at large.

17- What Is the Purpose of the Proposal?

Tell the company what you are going to provide. Essentially, you need to tell your audience why you are here and why you are worth their time.

18- Executive Summary

The executive summary provides a strong overview of the entire event. Describe your offerings and sell the price point again.

19- The Client's Event

The client needs to know that you care about their event. Why does the event matter to your company or to you on a personal level?

‍ 20- Describe What You Plan to Do as the Event Contractor

Again, you need to sell your services. What makes you an excellent contractor rather than another face in the crowd?

21- About Us

Finally, tell the company who you are. This slide tells the company why you are the best choice to work on this project compared to your competitors.

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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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Top 10 Event Design Proposal Templates with Samples and Examples

Taranjeet Singh

Did you know that the global event management industry is estimated to be worth over $1.1 trillion? Events, whether corporate conferences, social gatherings, or product launches, play a pivotal role in the modern business landscape. They serve as powerful platforms for networking, marketing, and memorable experiences.

Understanding Event Management

Event management is a multifaceted domain that involves conceptualizing, planning, organizing, and executing an event. It encompasses everything from budgeting, venue selection, marketing, and logistics to post-event analysis. Successful event management involves a delicate balance of creativity, attention to detail, and seamless coordination. The process demands a comprehensive approach that outlines the event's objectives, design elements, budget allocation, and logistical arrangements.

Turn your ideas into reality with our feasibility study proposal templates .

The Importance of Event Design Proposal Templates

In the intricate landscape of event management, utilizing Event Design Proposal Templates works as a game-changer. These templates provide a structured framework, streamlining the proposal creation process and offering a standardized format for conveying event ideas, strategies, and logistics. Here's why these templates hold immense significance in the realm of event planning:

• Efficiency and Consistency : Templates provide a pre-designed layout, ensuring proposal presentation consistency. They save time and effort by offering a ready-made structure that covers essential elements such as event objectives, themes, timelines, and budgets. This uniformity in presentation elevates professionalism and clarity in communication.
• Streamlined Planning : A well-crafted PPT template guides event planners through critical phases of the planning process. It prompts them to consider crucial aspects that might be overlooked, guaranteeing an overall approach to the event, which, in turn, minimizes errors and oversights.
• Professional Presentation : Presentation is key in events. A well-designed proposal template enhances the overall look and feel of the document, aiding in the creation of visually appealing and informative pitches. This professionalism influences stakeholders’ perceptions, increasing the likelihood of securing necessary approvals, sponsorships, or partnerships.
• Adaptability and Customization : Templates offer a baseline structure that is easily adaptable to various events. They can be customized to suit specific themes, client requirements, or industry standards, allowing flexibility without compromising the fundamental structure.

Protect your brand online with our reputation management proposal templates .

In the world of event management, where precision and creativity are equally paramount, SlideTeam’s best Event Design Proposal Templates emerge as a fundamental tool for successful event planning. They expedite the proposal creation process and ensure a professional and visually engaging representation of event ideas and strategies. 

Elevate your customer support with our professional and actionable training proposal templates .

Let’s dive in!

Template 1: Event Design Proposal Template PowerPoint Deck

This PowerPoint deck is a viable solution to streamline your event planning process. With over 20 detailed slides, this template provides a structured approach to presenting your event design proposal.

The deck includes sections for 'Project Understanding' to elucidate the project's context and details, showcasing a clear understanding of your event needs, including your event manager's details and event specifics. Additionally, it features an 'Estimated Hard Costs Proposal Budget' section, delineating a breakdown of cost with descriptions, prices, quantities, and subtotals for a transparent overview.

Moreover, the 'Services and Fees for Event Design Proposal' segment outlines the proposed services, terms, fees, and expense reimbursements, ensuring a thorough view of the offered services and associated costs.

Download our PowerPoint Deck now!

Download Now!

Template 2: Our Understanding for the Project PowerPoint Theme

This PPT Template is a concise and informative presentation offering a thorough overview of the project context and details. This PowerPoint Slide outlines project objectives, scope, and essential information in a clear, straightforward manner. Download now for a convenient and efficient way to familiarize yourself with the project's core elements.

Template 3: Our Services for Event Design Proposal PowerPoint Layout

Discover the ultimate PowerPoint Presentation encompassing a spectrum of services to elevate your event's success. This PPT Framework showcases strategic counsel, message development, media training, meticulous event planning, multimedia presentations, sponsorships, and speaking opportunities. From detailed planning to seamless execution, our services cover every aspect of a successful event. Download this dynamic PPT Theme to unlock a complete roadmap for your event's triumph.

Template 4: Your Investment with Cost Estimate for Event Design Proposal PowerPoint Framework

This PowerPoint Presentation details project descriptions, hourly time estimates, and cost breakdowns for your event design needs. It provides a clear outline of services, allowing you to understand the investment required quickly. You can grasp the project scope, time allocation, and associated costs per hour, aiding decision-making and budget planning. Get a concise breakdown for your event design proposal without unnecessary complexities.

Template 5: Estimated Hard Costs Proposal Budget PowerPoint Preset

This PPT Slide details cost breakdowns, quantities, pricing, and subtotals, offering a clear overview of expenses. Ideal for professionals seeking a straightforward, detailed proposal budget, it streamlines the process by providing proper information in a table format. This resource is designed for quick reference and informed decision-making.

Template 6: ‘Who We Are’ for Event Proposal PowerPoint Template

This dynamic presentation showcases the company's core strengths and extensive experience in event management. The first section illuminates your firm's robust foundation, including employee count, significant event management experience, and proficiency across diverse industries. The second section captures the company's background, vision, and mission, offering a compelling insight into the ethos and aspirations. Download this impactful PowerPoint template to communicate your company's expertise and values.

Template 7: Major Clients for Event Design Proposal PowerPoint Template

This presentation highlights the current and past client associations, giving your proposal the credibility it deserves. It is perfect to help event planners in displaying a list of esteemed clienteles to impress your audience. Download now for a polished, client-focused presentation to enhance your business pitch.

Template 8: Statement of Work and Contract for Event Design Proposal PowerPoint Theme

Our PowerPoint framework is a thorough and essential document outlining the terms, services, payment details, and legal framework for event design proposals. It covers the relationship between parties, assignment specifics, notice requirements, miscellaneous clauses, warranties, termination terms, and more. The content ensures clarity and precision in defining the expectations and legal responsibilities of both parties involved. With a focus on legal terms and professional transparency, this PPT Slide is a foundational agreement for event design collaborations. Download this crucial document to streamline your event planning processes.

Template 9: Services & Fees for Event Design Proposal PowerPoint Framework

Explore PowerPoint Theme focused on presenting a clear breakdown of services, terms, fees, and expense reimbursement for your event planning needs. It simplifies the intricate details, outlining services offered, terms of engagement, and a transparent fee structure. It provides a professional overview, ensuring all aspects of your event planning are detailed, covering various services and associated costs. Download the PPT Template now to organize your event planning process.

Template 10: Our Mission for Event Design Proposal PowerPoint Template

Discover our PowerPoint Framework focusing on articulating the vision, mission, and goals for your upcoming event. It is structured to communicate the essence and purpose behind your event design effectively. With a clear focus on your mission, it guides stakeholders through the aspirations and principles, fostering a shared understanding of the event's objectives. This tool empowers you to convey your vision with clarity and impact. Download this invaluable resource now!

Seal Success with Event Design Proposal Templates: Your Key to Flawless Events!

In conclusion, these templates are the bedrock of efficient event planning, offering a structured framework that enhances organization, presentation, and professionalism. It empowers event managers to create comprehensive, visually captivating proposals that encapsulate the essence of an event, ensuring clarity and consistency in communication with stakeholders.

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General Tips , Planning Tips , Your Event Career

How to Write an Event Proposal (with a Template and Tips)

As a professional event planner, you know that writing an event proposal is one of the most important steps in the planning process! After all, a well-written proposal can help you secure a client and get them excited about your proposed event. In this blog post, we will break down how to write an event proposal from start to finish.

We’ll also provide useful tips for making your proposal stand out from the competition. Finally, we will even provide you with an example template that you can use to write your own event proposal.

So, let’s get started!

What is an event proposal.

First thing’s first: an event proposal is a document that outlines the details of an event. Furthermore, it explains why it should be approved.

What Should Be Included in an Event Proposal?

Your event proposal serves as a sales pitch to potential clients, outlining the benefits they can expect from your proposed event. A well-written proposal should include all necessary information about the event, such as:

• Venue selection
• Staffing needs
• Marketing plans, etc.

Ultimately, the goal of your event proposal should be to persuade the client that you can provide a successful, professional event.

PRO TIP: Dream of a career in event planning, but don’t know where to get started? This ULTIMATE GUIDE will reveal how you can get trained, certified, and ready to book your first client in as little as 3 short months!

Is an event proposal the same as an event plan.

This is a VERY important question, as many people mistakenly believe that a proposal and a plan are the same thing. But the truth is, they are two different documents.

An event proposal outlines what you intend to do. Think of it as the sales pitch!

On the other hand, an event plan is a document that outlines all of the details of how you will actually execute the event once it’s been approved. It includes all necessary steps, such as guest list management, staffing needs, catering needs, rental orders, etc.

How Do You Write an Event Plan?

If you’ve come this far and realized that you’re actually trying to put together an event plan, and NOT an event proposal, we highly recommend these two helpful blog articles:

• Free Template: How to Create a Winning Event Plan (by Eventbrite)
• How to Write a Great Event Plan (by True Film Production)

They’ll definitely be able to guide you in the right direction!

However, if you ARE looking for help to write an event  proposal , keep reading…

Creating an Event Proposal: What to Know Before Getting Started

Before you even begin writing your proposal, it’s important to understand the basics of how to write a successful event proposal.

How Long Should an Event Proposal Be?

When it comes to length, the answer really depends on your client’s requirements. Some clients might prefer a detailed, 10-page proposal while others may simply need a one-pager. Therefore, make sure you research what they are expecting before starting to write your proposal.

What is the Proper Format for a Proposal?

The best way to format an event proposal is to use a standard business letter format . This includes:

• Header with contact information
• Subject Line
• Introduction of your company and the event you are proposing
• Details of the event, such as date, time, location, goals, etc.
• Discussion of budget and other details
• Call to action
• Closing statement

Furthermore, you should also make sure to include a signature line at the bottom, along with your printed name and contact information. This will help make the proposal appear more professional!

Paper or Electronic?

Again, this really depends on the preferences of your client. Some clients may prefer a paper copy while others might prefer an electronic one.

If you decide to go with an electronic version, make sure to save it in a PDF format so that it can be easily opened and viewed by anyone with a computer or smartphone.

Understanding the Fundamentals

Next, you can’t write an event proposal if you don’t understand the scope of work, budgeting needs and expectations, how to research competitors, or how to create a timeline. Only once you understand these requirements can you begin crafting your document with confidence!

So, let’s take a closer look at each one…

1. Scope of Work

The scope of work is essentially the foundation of your proposal.

Here, you should outline what will be done, who will do it, and how long it will take to complete. If possible, you should also include a breakdown of tasks with estimated deadlines. This will give the client an idea of what to expect from you!

2. Budgeting

A well-crafted proposal should include a breakdown of the budget for each component of the event. Additionally, it should also include details about how much funding is needed, who will be responsible for what expenses, and any other relevant information related to budgeting.

3. Research Competitors

Researching competitors is a great way for you to get an idea of how much the event should cost. Not to mention, it’ll help you see what services are offered by other vendors in your area. In turn, this can help you determine the best pricing for your services and make sure that your proposal looks competitive!

4. Create a Timeline

Lastly, creating a timeline is essential for an event proposal! This will show the client that you have a plan to get everything done on time. Be sure to include all necessary steps and estimated dates of completion so that they can see how well you are organized!

PRO TIP: Make sure to download our FREE sample event planner checklist (6 month timeline)!

How to write an event proposal from start to finish.

Now that you understand the basics of creating an event proposal, let’s take a look at how to actually write one from start to finish!

What are The 5 Steps in Writing Your Proposal?

Step 1: gather the necessary information.

Before beginning the writing process, you’ll need to gather all of the necessary information about your event. This includes facts such as date and time, location, activities, budget, and more.

Step 2: Determine Your Audience

After you have the necessary information, it’s time to determine who your audience is for this proposal. Is it a potential client? A company looking for vendors? Knowing who you are writing the proposal for will help you create content that speaks directly to them.

Step 3: Start Writing

Now it’s time to actually start writing the proposal. Begin by introducing yourself and your company, as well as outlining the event you are proposing. Then, include details about what will be done, budgeting needs, competitors, timeline expectations, and more.

Step 4: Proofread and Revise

Before submitting the proposal, it’s important to proofread and revise your work. A good rule of thumb is that the first draft is NEVER the one you want to submit at the end. By revising and proofreading your event proposal, you can ensure that all information is accurate.

Plus, it’ll give you an opportunity to make changes or additions if necessary.

Step 5: Submit the Proposal

Once you are happy with the content of your proposal, you can submit it to the client or company!

Writing an Event Proposal: Tips and Tricks

Although following the steps outlined above can help you craft an effective event proposal, there are a few more tips and tricks that you should keep in mind:

• Make sure to tailor each proposal to the specific job or client.
• Always include contact information for yourself or your company.
• Keep it concise – no one wants to read a long and boring proposal.
• Outline the benefits of working with you or hiring your company.
• Make sure to highlight any special skills or qualifications that you may have.
• Include testimonials or references from previous clients, if possible.

Following these tips can help ensure that your event proposal is successful!

PRO TIP: Speaking of special skills and qualifications – if you’re not yet professional trained and certified as an event/wedding planner, why not start there? Earn YOUR globally-recognized certification in as little as 3 short months with QC Event School’s self-paced, online courses !

Critical mistakes to avoid.

When writing an event proposal, there are some critical mistakes that you should avoid in order to make sure your document is as professional and organized as possible. Here are the top five:

Mistake #1: Not doing enough research.

It’s important to understand who you’re writing for, what their needs are, and how you can meet them. Not doing adequate research could mean that your proposal is not tailored to their needs.

Mistake #2: Not including enough detail.

You want to make sure that you provide enough information about the event, budget, timeline plans, etc. Make sure to include all of this in your proposal so that the client has a full understanding of what they are hiring you for.

Mistake #3: Not proofreading your work.

Proofreading is essential before you submit any document! Even if you think the proposal looks and reads well, it’s always best to double-check and make sure that there are no spelling or grammar errors.

If you need help proofreading your event proposal, we recommend any of the following options:

• Asking someone you know (who is good at grammar) to review it.
• Using a professional proofreading service, such as Grammarly .
• Using an online spellchecker or grammar checker tool, such as ProWritingAid .

Mistake #4: Trying too hard to impress.

It’s important to sound professional and show enthusiasm for the project, but don’t go overboard with trying to impress the client! If your proposal is too flowery and/or borders on brown-nosing, it could have a negative effect.

Mistake #5: Not following instructions.

Lastly, many clients will provide specific instructions on how they want to receive the proposal. Make sure to follow these instructions and submit the document in the format requested.

By avoiding these five mistakes, you can make sure that your event proposal is professional and effective!

How to Write an Event Proposal for a Sponsorship

Now, writing an event proposal for a sponsorship can be a bit more challenging. After all, you’ll need to create content that directly speaks to the sponsor and outlines the benefits of partnering with your event.

Typically, if you’re seeking the assistance of a sponsor, it’s because you need help with some of the costs associated with hosting your event. In this case, you’ll need to include the following in your proposal:

• A detailed outline of the event and its purpose;
• An explanation of what type of contribution you’re expecting from the sponsor;
• And details on how the partnership will benefit both parties involved.

Tips for Writing an Effective Sponsorship Proposal

When writing a sponsorship proposal, it’s important to keep in mind the following tips:

• Be clear and concise. Make sure your message is easy to understand and avoids any kind of jargon or technical terms.
• Make sure to highlight what makes your event unique and why it’s worth sponsoring.
• Include specific information on how the sponsor’s contribution will be used and the potential impact it could make.
• Provide detailed information about your target audience, marketing plans, etc.
• If you can, provide past examples of similar events that have been successful in getting sponsorships.
• Most importantly – be sure to thank your prospective sponsor for their interest, regardless of whether or not they choose to contribute.

PRO TIP: Get sponsorships for your events with these 4 tried-and-true strategies !

3 Event Proposal Examples

Example #1: corporate event proposal.

In this first example, let’s imagine that you’re a corporate event planner with your own business. Your business is called “The Event Planners” (imaginative, we know) and you specialize in event planning for corporate clients.

Your client is a large tech company that is looking to host an exclusive event for the launch of their new product. For the sake of this example, the product in question is a new type of smartwatch. Their budget for the event is $50,000.

In this case, the event proposal might look something like this:

“The Event Planners specializes in hosting successful corporate events. We have extensive experience in planning and executing a wide range of projects for clients within the tech industry, including product launches, conferences and special events.

We understand the importance of making your event stand out from the competition, which is why we create custom solutions tailored to your specific needs. For this event, we will create a unique atmosphere that reflects the excitement surrounding the launch of your new product, while also providing an enjoyable experience for your guests.

Our services include the following:

• Securing venue and catering services
• Creating custom decorations and ambiance
• Designing promotional materials
• Managing audio/visual services
• Providing entertainment options
• Coordinating logistics and transportation

The total cost of the event will be $50,000. In return, we guarantee you a successful event that effectively showcases your product and leaves a lasting impression on your guests.

We have extensive experience in the tech industry and are confident that we can create a unique event that meets all of your expectations. Please let us know if you have any questions or need more information.”

Example 2: Nonprofit Event Proposal

In this second example, let’s imagine that you’re a nonprofit organization looking for sponsorship to help cover the costs of hosting your next event. Your nonprofit is focused on providing educational resources and support to underserved communities, and you’re planning an event to raise awareness about these issues.

The goal is to secure $5,000 in sponsorships to help cover the costs of venue rental, food and beverage, decorations, audio/visual services, transportation and other expenses associated with the event.

Your proposal might look something like this:

“We are a nonprofit organization dedicated to providing educational resources and support to underserved communities. Our mission is to ensure that everyone has access to quality education and resources, regardless of their background or economic status.

We are in the process of planning an event to raise awareness about our mission and the issues facing these communities. Our event will be a celebration of our progress as well as an opportunity to educate people on how they can get involved and help support our cause.

To make this event successful, we need to cover the costs of venue rental, food and beverage, decorations, audio/visual services, transportation and other associated expenses. As such, we are seeking sponsorships in the amount of $5,000 to help make this event a reality.

In return for your support, we will provide you with numerous opportunities to promote your business to the attendees of the event, as well as recognition on our website and social media outlets.

We are confident that this event will have a positive impact on our organization and those we serve. By partnering with us, you can help make an invaluable contribution to our cause and be part of something truly special. Thank you for your consideration.”

Example #3: Wedding Proposal

In our third example, let’s imagine that you’re a wedding planner looking to secure a contract for an upcoming wedding. You have experience in planning and executing all types of weddings, from traditional ceremonies to large-scale events.

Your proposal should include information about your services, pricing, and other details relating to the event.

Here is an example of what your proposal could look like:

“We are a wedding planning company with years of experience in creating and executing dream weddings for couples all over the world. We specialize in helping couples create the perfect wedding that reflects their personal style and taste.

For this particular event, we will take care of every detail from start to finish. Our services include:

• Helping the couple select a venue
• Designing their wedding decor
• Creating their wedding menu
• Organizing the entertainment and activities for their guests
• Booking vendors
• And much more

The total cost of our services is $20,000. This includes all necessary fees associated with planning and executing the event.

We have the necessary experience and expertise to make sure this wedding goes off without a hitch. We look forward to working with you and helping to create a beautiful and memorable celebration for the happy couple.”

Event Proposal Free Template

Finally, here’s a free reference template that you can use as inspiration when writing your OWN event proposals in the future. Enjoy!

Event Details

• Event Title : [Insert here]
• Target Group(s) of Event : [Insert here]
• Proposed By : [Insert here]
• Hosting Organization : [Insert here]
• Event Date(s) : [Insert here]
• Venue(s) : [Insert here]
• Amount Requested for Budget : [Insert here]

Event Description

This section should include a brief overview of the event, its purpose, intended target audience and desired outcome. Importantly, make sure this section includes:

• The expected number of hours/days the event will be held;
• Number of guests/attendees expected;
• The venue where the event will be held;
• Your event objectives;
• The most important feature of the event (e.g. keynote speaker);
• Any other notable features or activities planned;
• Why it will benefit the organization, stakeholders, etc. to take part in this event, etc.

Proposed Event Program

Here, you will spell out the timeline for the event. Include a day-by-day (or hour-by hour) breakdown of activities, such as panels, keynote speakers, workshops and other activities that have been planned for the event.

Additionally, make sure to get real specific about the following details:

• Arrival times (if any);
• Start and end times for the event/event activities;
• Presentation times;
• Speeches and/or special announcements;
• VIP arrivals and departures, etc.

Human Resources

In this section, include information about any staff needed to support the event. This could include volunteers, speakers, a moderator and/or panelists, as well as any other personnel that would be necessary for the event.

Next, you’ll want to discuss why you’ve chosen the particular venue you have – and how that venue will benefit the event. This is also the section to discuss any special accommodations necessary, such as audiovisual equipment, seating arrangements, etc.

PRO TIP: Learn more about properly researching and finding the PERFECT venue for your event!

Scope of work.

Here, you’ll want to outline exactly what services your organization will provide for the event. This includes:

• Any contacts/vendors you will be working with;
• The design of invitations/registration forms;
• Provide food and beverage for the event (if any);
• Organizing logistics, such as transportation and accommodations;
• Coordinating event photography and/or video recording;
• Providing any additional materials needed for the event, such as decorations or props;
• Managing post-event activities, such as follow-up emails or surveys.

Budget Breakdown

You’ll use this next section to break down a detailed budget for the event. This should include the following:

• Personnel costs (e.g. speakers, moderators, volunteers);
• Venue rental;
• Catering expenses;
• Marketing/promotional costs;
• Cost of materials (e.g. decorations, props);
• Travel expenses (if applicable).

This section is particularly necessary if you intend to get government funding or some sort of sponsorship for your event. Here, you’ll want to explain why it’s important to measure the success of the event and detail how you plan on doing so.

Measurements of success might include (but aren’t limited to):

• Number of attendees;
• Attendee/participant satisfaction ratings;
• Sign-ups for a newsletter/follow-up activities;
• Amount of media coverage;
• Number of new recruits;
• Increase in bookings, etc.

PRO TIP: Here are 23 helpful KPIs (key performance indicators) to help you measure your event’s success, courtesy of Bizzabo!

Risk Management

No event proposal is complete without a risk management plan. Here, you should include any potential risks that may arise during the event, as well as strategies for mitigating such risks.

In this particular section, you might find it easiest to create a chart. We recommend breaking up the chart into five categories:

• Risks Identified;
• Probability of Risk;
• Severity of Risk;
• Priority Rating;
• And Risk Treatment.

By formatting your Risk Management section this way, you’ll make it much easier for everyone to understand and track the potential risks associated with your event.

Event Equipment Needs

Next, you’ll want to list all the equipment that will be necessary for the event. This could include audiovisual equipment (e.g. microphones, projectors, etc.), as well as seating arrangements and any other relevant items.

Again, you might find it easiest to put everything together in a chart. If this is the case, we suggest the following categories:

• Description of the Equipment
• Total # Required
• Ready in Stock (Y/N):
• Current Condition (Excellent, Good, Poor)
• Need to Borrow (Y/N)
• Where to Borrow From (and Cost)
• Need to Hire (Y/N)
• Where to Hire From (and Cost)
• Need to Purchase (Y/N)

Obtaining Permits/Licenses

Depending on the type of event you’re hosting, you may need to secure certain permits or licenses. In this section, you’ll want to detail why you need the permit/license, as well as explain how and when it will be obtained.

Transportation and Accommodation

Lastly, discuss any transportation and accommodation needs for your event. This could include booking flights for speakers or guests, rental cars, or lodging nearby the event venue.

At this point, you should also make note of any special requirements for attendees or speakers (e.g. dietary needs/restrictions). This way, you’ll be sure to provide adequate accommodations for everyone involved in the event planning process.

Once you’ve completed all the previous sections, your event proposal should be complete. Congratulations!

Now, your job is to make sure that everyone involved in the planning process understands and agrees with the proposed plans. Be sure to read through your document one last time before submitting it for approval.

Good luck – and happy planning!

UP NEXT: Discover the DO’s and DON’Ts of writing your event planner contract!

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Event proposal templates beyond any PPT & PDF

Choose from the best free event proposal templates for your wedding, party, concert, show, and more. Take your proposal from boring to captivating.

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What makes a good event proposal template?

A good event proposal template is well-thought-out, organized, and concise. It should include all the necessary details about the event, as well as a clear plan of action, budget, and ticket price.

The proposal should be tailored to the specific event and audience it is targeting. It should also be easy to read and understand, with no unnecessary jargon or filler text.

3 main types of event proposals

1) A proposal to hold an event at a specific location

This might include information on the proposed event, as well as why the location is ideal and what infrastructure or facilities are available there.

2) A proposal to fund an event or part of an event

This might include a budget and justification for how the funds will be used.

3) A proposal to create or participate in an event partnership

This might include information on why a partnership would be beneficial, as well as what each party would bring to the table

What should an event proposal include?

An effective event proposal template includes 7 sections:

1) Purpose of the event: What do you hope to achieve by hosting this event?

2) Who is the target audience?

3) What is the timeline for planning and executing the event?

4) Location: Is there a specific venue you have in mind or are you open to suggestions? Be sure to include information on how many people the space can accommodate and any special requirements.

5) Event format: What type of activities or presentations will be taking place at your event? Will there be a panel discussion or networking session? Who will be speaking or performing?

6) Marketing and publicity plan: How will you let people know about your event? Will you create a website or social media page specifically for the occasion, send out invitations, post flyers around town, etc.?

7) Budget: How much money do you anticipate needing for this project (not including staff salaries)? This section can also include information on who is responsible for funding different aspects of the event.

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Hub > Blog > Uncategorized > Secret to a Winning Event Proposal: Best Practices, Templates, and Tips from Experts

Secret to a Winning Event Proposal: Best Practices, Templates, and Tips from Experts

(10 min read)

All events, big and small, start the same way — with a proposal. Stick with us, and we’ll share an irresistible event proposal template that’ll win over stakeholders and kickstart your success.

Events need buy-in. They’re expensive, public, and cross-functional. They need a lot of yeses from stakeholders across your (or another) organization. Thus, to win your stakeholders, you need a solid event proposal template.

Think of your event proposal as your pitch to those stakeholders.

Ace your pitch, and people will rally behind your vision, lending budget, authority, and approval. Get it wrong, however, and… well, best not to think about that.

In this blog, we’ll walk you through winning event proposal templates. We’ll reveal how to write a winning proposal and even give you a sure-fire event proposal template to steal.

Here’s what we’ll cover in this event planning proposal template:

What is an event proposal?

How to write an event proposal template.

• Event proposal best practices
• Sample event proposal template
• Download our event planning proposal template

Let’s get started!

A good event proposal is like a blueprint for your event. It’s a document covering everything from why you’re hosting the event, who you’re inviting, how much you plan to spend, and what you hope it’ll achieve.

#1 Interview your stakeholders

Successful events start with great research. So, begin by interviewing your stakeholders — the people you’re running the event on behalf of. Your goal is to uncover their challenges, aspirations, event goals and objectives . Once you know what makes them tick, you can design a personalized event proposal.

#2 Identify and research your target audience

Once you know what your stakeholders want, now it’s onto your attendees. (AKA the most important people.) Audience research can make a huge difference, revealing what attendees want from an upcoming event and what they don’t.

Here are some simple tactics to get you started:

• Attendee surveys : If your stakeholders have run previous events, check out post-event surveys to learn what worked well and what you need to improve.
• Focus groups : Recruit a handful of potential attendees and use them to validate ideas, brainstorm session topics, and gut-check your plans.
• Empathy interviews : Run in-depth one-to-one interviews with attendees. Use empathy interviews to push beyond basic survey questions and explore deep-seated challenges, goals, and frustrations.

#3 Include a brief description of your team and sell your expertise

It’s true what they say: people buy from people. Show off your team in your event proposal, their experience, and any unique selling propositions (USPs). Showcase your team’s mettle and make them believe in your abilities as an event planner.

At a minimum, try and cover your:

• Company mission statement
• Team members and experience
• Relevant certifications, licensing, and insurance
• Successful past events
• References and testimonials

#4 Pitch the event

As an event planner, you usually only get one opportunity to pitch an event, so your presentation has to be clear, concise, and convincing. Approach your presentation methodically, breaking the event description down into short sections:

• Recap the need : Why does this event deserve to go ahead? Pull everything back to your attendees and what they want from an event.
• Define your objectives : Get specific about what you hope to achieve. Is it pipeline and revenue? Press coverage? Customer engagement?
• Outline your event concept : Sell your vision. Describe the event, sessions, and experience. Make it immersive and help stakeholders feel like they’re already there. 
• Explain the logistics : Prove you have the operational chops to pull off your event by summarizing the behind-the-scenes logistics.

#5 Include an event promotion plan in your event proposals

“If you build it, they will come” is not a viable marketing strategy. As an event planner, you need to show Stakeholders how you’ll generate interest. Give a brief event description of your event promotion plan and, where possible, use data from past events to back up costs and impact.

#6 Discuss budget and cost breakdown

A credible team and inspiring pitch will get you so far… but if the dollars and cents don’t make sense, that’s where your journey ends. Keep your client’s budget in mind, and then build a template accordihly. Then offer event stakeholders a breakdown of your budget. You don’t need to go into a ton of detail, but walk them through your  event planning  process and different spending categories like technology, sponsorship, and speakers.

PS, don’t forget to consider your service fees while proposing a budget.

#7 Share (tentative) sponsorship opportunities

No one is expecting you to have secured sponsors before you’ve got the green light. However, great event planners are always thinking ahead. Including an event sponsorship template in your proposal will help your potential client see your pitch as a viable investment.

#8 Forecast the impact and post-event outcomes

Your event’s a vanity project if you’re not moving the needle for your potential client. And vanity projects get cut like dead wood. Use past data to forecast the event’s impact. Check out our blog on calculating return on events for more information on demonstrating impact.

#9 Showcase your previous work

Roll out some of your previous wins to show you can walk the walk. Including some client testimonials will also strengthen your pitch. Don’t automatically go for your biggest events, though. Find comparables — events of the same size, focus, and feel as the one you’re pitching.

You want your stakeholders to look at your previous work and think, “That looks like me. I could have that success, too!” Put yourself in the client’s shoes, and think what could strike an emotional connection between your pitch and your prospective clients. So, ensure your event proposal showcases some winning moments from your previous events.

#10 Set next steps and make signing easy

A ton of otherwise great event proposals peter out towards the end. But not yours. Master the art of building a professional proposal. And at the end of your proposal, build on your momentum, summarize your pitch, and define the next steps. For complex events, that could be a follow-up meeting. And for simpler events, you could even integrate an e-signature form right in the document.

5 event proposal best practices

#1 harness the power of storytelling.

Facts tell, but stories sell. Use storytelling to entice your stakeholders, stir their emotions, and generate excitement.

Use stories to provide context to your potential clients throughout your proposal. For example, feature a short customer story instead of just saying that an event will increase product adoption. Show how adopting a new feature impacted their business and helped them work faster.

#2 Bring everything back to your goals

We’re living through dicey economic times. Leaders are cutting underperforming programs and slashing budgets.

Thus, every single thing in your proposal should be there for a reason your prospective client’s expectations — to help them achieve those goals and make their event a success. You should be able to explain why each element’s necessary and how it’s going to help you get closer to your goals.

If something doesn’t serve a purpose, cut it like a bad habit. You don’t want any dead weight dragging you down.

#3 Be transparent about budgets

When you’re completing your event proposal template, be upfront, realistic, and transparent about your budget for the client’s event. Don’t try to hide anything or fudge the numbers because that’s going to lead to trouble down the road.

#4 Don’t skimp on design

They say you shouldn’t judge a book by its cover… but we all do. A text-heavy presentation will put people to sleep. On the other hand, an aesthetically pleasing event proposal? That attracts attention and engagement. So keep your it short and to-the-point for an effective event proposal.

#5 Emphasize your uniqueness

As once-trusty channels begin to falter, marketers are turning to events. The problem is, increased adoption means the market’s getting congested. There are more webinars, conferences, and tradeshows than ever before.

If you want to stand out, you need to do something unusual. Start selling your USPs — your unique perspectives, skill sets, visions, and experiences — in your event proposal templates.

Sample event proposal templates

We’ve reviewed dozens of corporate event proposal templates — some good, some bad, and some great. We’ve selected the only the best event proposals to create the most effective event proposal template for event planners and marketers like you.

So let’s start making your perfect event proposal template.

Read on for a pre-filled example of event proposals from the fictional events management company — Catalyst Events.

At Catalyst Events, we ignite transformation through immersive event experiences, sparking connections and unlocking the potential to drive lasting impact and growth for individuals, organizations, and communities.

Why choose us

Our services

Event overview

Event outcomes

Event plan and roadmap

Event promotion

Proposed run of show (RoS)

Proposed budget

Estimated ticket revenue

Download our business event proposal template

Events are significant investments so it’s right that company leaders maintain a high bar, rejecting underdeveloped ideas and selecting only the best proposals. After reading this blog, you should be ready to put together some world-beating event proposals.

You’ve learned how to:

• Interview stakeholders and research your audience
• Pitch your team and the event
• Plan your promotion strategy and discuss budgets
• Forecast event impact and identify sponsorship opportunities
• Showcase comparable work and define next steps

If you’re ready to start work on your next proposal, grab your free event proposal templates and get started today.

Frequently asked questions

No, you don’t necessarily require customized event proposals to engage your potential clients. However, there can be instances where your potential or prospective clients might be interested in being a part of your event as a sponsor or as an exhibitor.

Since prospective clients may already be inclined to support or sponsor the event, it’s crucial to tailor the proposal to demonstrate a deep understanding of their preferences and the potential benefits of partnering with your event. This highlights how the event aligns with their goals and improves your likelihood of securing an ideal sponsorship deal.

Event proposals can be optimized for effective lead generation strategies by:

• Clearly outlining the unique value proposition of the event, which attracts potential leads 
• Incorporating compelling visuals and testimonials in event proposals helps to build credibility within the target audience
• Having clear calls-to-action prompts recipients to take the next steps, such as scheduling a consultation or requesting more information

Event planners can include visual elements such as graphics, images, and videos to captivate the reader’s attention and engage potential clients more effectively. Including case studies and client testimonials within the proposal helps build trust and credibility. These real-life examples highlight the positive outcomes achieved for previous clients, emphasizing the value proposition of the proposed event.

Yes, event proposals can be utilized for event marketing purposes by:

• Highlighting key benefits and unique selling points of the event to attract attendees
• Sharing the proposal content across various marketing channels, such as social media
• Using compelling visuals and persuasive language to generate excitement among target audiences

The next steps after sending out the event proposals typically include:

• Following up with the recipients to answer any questions and address any concerns they may have
• Scheduling a meeting or consultation to discuss the proposal in more detail and negotiate terms
• Continuing to nurture the relationship with the prospective client through regular communication and event updates
• Providing additional event information or resources as needed

Yes, event proposal templates for corporate events vary depending on the event format. Customization of content and structure is essential to accommodate the different event formats, such as virtual, hybrid, or in-person events.

Download Event Proposal Template

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Event Proposal Guide 2024

When looking for a company to plan an event, organizations often release a Request for Proposals (RFP) . An RFP could almost be thought of as a job listing. It gives a brief overview of the job, or event and includes the requirements needed to submit.

Event Proposal

There are many types of proposals, from an event proposal for sponsorship to a corporate event proposal. Why go through this process? It allows an organization to cast a wide net and equally evaluate different event companies to find the one that can bring their event to life at the right price. It’s a matter of due diligence and is a demanding part of the event planner workload. Unfortunately for event planners, proposals take time that could otherwise be spent planning. Without an event, though, there wouldn’t be anything to plan. It’s a classic catch-22. Luckily, by following a few simple guidelines, you can cut down the time it takes to create proposals. With the right strategy, you can create a proposal that organizations will respond to.

Virtual Event Proposal

Now, there is more variety in the proposals coming out as virtual events take centerstage. A virtual event proposal will have different requirements than typical event proposals and put a greater emphasis on virtual event software . As you expand your event types from in-person to virtual and hybrid and gather more experience, don't be afraid to take on these types of events. Virtual events , virtual meetings, and virtual conferences aren't that different than in-person events and can provide a great opportunity to learn a new skillset. 

Gain A Clear Understanding of the Event Proposal Requirements

First things first. Find an RFP and read it through carefully. You can’t go out for every event. Outside of what your company has the bandwidth to plan, you only have so much time to spend submitting to RFPs. Now, how many event proposals you submit a year depends on several factors. How large is your planning company? Do you have a dedicated staff member for proposal submissions? What can your organization feasibly take on if you win the proposal? The RFP will state the basics. In most cases, that includes event date, location, scale, and overview.

Ask Yourself These Questions When Reading the RFP

• Looking at the RFP requirements and due date, do you have time to create a proposal?
• Do you have the bandwidth to put on this event?
• Do you have the resources required?
• What will this event do for your company?
• Does the event fit with your portfolio of events?

It’s All About the Event

There are times when an RFP will come out and it seems perfect…except it’s due in a week and overlaps with an event you’ve put on every year and requires extra staff and means you have to get new tech and on and on. Are you excited about it? Do you think it will elevate the brand of your event company and give you more opportunities in the future? Go for it.

Know the Market Requirements for the Event Proposal

Many times, the events you look to plan are being put on by organizations in the same location your company is located. Many times, they aren’t. What isn’t costly in your market might be expensive in others. There are a few steps to take after realizing you want to submit to an RFP that might impact your submission.

Cost is Relative

The market impacts cost. Most importantly, location impacts cost. If the event is being held in a city you aren’t used to working, do research. You’ll have to provide a budget in the proposal, this is just a first step. Does the location impact your normal operating costs in any way? Take that into consideration. You need to have a realistic understanding of the cost of labor, food, and venue to put together a budget draft.

Understand Regulations Such as Data Security, Labor, and More

Whether the event will be located domestically or internationally, regulations are different in each state. From fire codes to traffic, data security to labor laws, you need to understand the laws and regulations that could impact the event. Do some initial research to find out if your normal way of doing business might be impacted.

Find the Perfect Event Niche

Every time you consider a new RFP, you should consider if the potential event lines up with your event program strategy. Your company brand is based on the events you plan. The meetings and events industry is vast. From strait-laced conferences to wild product launch parties, there’s a wide variety of events to be planned. What does your event planning company do?

Think Outside the Box

What excites you? Large-scale experiential events? Internal corporate dinners? Figure out what your specialty should be. From there, you can be more discerning about the events you plan. While it might take time to build your portfolio of events to get to the kind you want, direction is key. If you want to be the go-to event planning company for weddings, you shouldn’t be planning medical conferences. Each proposal you submit should fit the narrative you’ve either built over the years or are trying to build.

Summarize the Client’s Needs

Proposals are all about telling the client what they want to hear. Speak their language. It starts with the RFP. Before you finish the proposal process, you should expect to reread an RFP about a hundred times. That’s not an exaggeration. When it comes to proposals, you should never go off-script. The RFP outlines what the client wants to know. But, be sure not to oversell what you’re able to offer.

Build the Event Proposal from the RFP

RFPs tend to be incredibly explicit. It’s not a trick. If the client wants information included, you have to include it. When you get an RFP, after you’ve determined that you want to submit an event proposal, sit down with your team. Have everyone read through the proposal and make a list of requirements and questions based on the RFP. Is there something that needs more clarification? Most clients allow companies to ask questions before the event proposal is due. Watch for a question deadline. If you need clarity, that is the time to ask. Often, the requirements will include a proposal structure. Did your team create an outline that looks like yours? If you’re in agreement about what needs to be included and if there is a required structure, you’ve built out an event proposal template.

Event Proposal Essentials

When pulling your event proposal together, you’ll work off of the template or outline you created as you were reading through the RFP. It can’t be stressed enough – if the RFP asks for something to be included, it must be included. If a requirement isn’t submitted, your proposal won’t be considered. Anything requested in the RFP is an event proposal essential.

The Major Lift: Event Budget

With the information provided in the RFP, you’ll need to create a budget. Budget is one of the reasons it’s important to understand the market. If you come in too high, you won’t be considered. Too low, and you won’t be able to deliver without hurting your bottom line. The budget isn’t set in stone, but it should be as close as possible to reality. Event budgets are involved. Take the time to budget carefully. Make sure to include costs such as mobile event apps and event management tools .  In addition to giving the client a clear picture of your literal value, it will help you understand the return you could get from the event. Be clear, include all costs, and underestimate as little as possible.  

Understanding Dates: Event Timeline

If you need to create an event timeline, keep it simple. Don’t get too caught up in design. An event timeline like the budget is a draft, an estimation of what will occur and when. It can be helpful to add in large milestone, such as when the venue will be chosen, as well as recurring touch bases with the client. In the event proposal, the event timeline gives a clear picture of how your team plans and executes an event.

Pulling from Experience: Event Examples

Clients want to know what you’re capable of. They will often ask you to include anywhere from two to five event examples. When choosing events, create a story that would resonate with the client. After all, this proposal is all about them and their event. If the proposal is for a gala, include examples of galas you’ve produced. Don’t have any similar events to include? Get as close as you can. The language you use to describe the event and its success is instrumental. Don’t forget to include images. Include reporting and key data that points to event success you get from your event management software .

Showcase the Team: Resumes

The client wants to know who they’ll be working with. This is a chance to let your staff shine. When pulling resumes, update them to cater to the client. Showcase the experience of your team, but always so that it reflects the event you’re trying to win. Don’t include a team member in the proposal if there’s no chance they would be working on the project, even if they have the most experience. Again, don’t oversell. 

Break it Down: Scope of Service

What services will you be providing? The scope of services includes everything the client expects you to cover. Sometimes, multiple RFPs are put out for pieces of an event, such as planning, AV, etc. Other times, you’ll need to pull in vendors to meet the requirements of the RFP. If you use event technology , you might want to include it here. Vendors like AV partners, technology partners, and ideation partners should be included. Break down your scope of services. If the RFP asks for it, include cost per role as it aligns with the budget.

Successful Event Proposal Design

Your proposal isn’t only about the information. It’s about event proposal design. Event planning is about an experience. If you submit a lackluster proposal, the client will think that your company is lackluster. Design and imagery should be used heavily. When deciding on a design for the proposal, start simple. Think about the client. Have they provided any direction on event design? Think of this as an opportunity to think big. This is your chance to dazzle them with your ideas for the event. Don’t forget to use the client’s logo, this is about them.

Event Proposal Template

While your event proposal template will rely on the RFP requirements, there are a few standard event proposal essentials to include. Use the list as a guide. Always, always, always work from the RFP. Unfortunately, every event proposal is different. Every event is different. To create a winning event proposal, you need to tailor the proposal to the client.

Checklist for Your Event Proposal Template

• Table of contents
• Client name
• Client logo
• Your company name
• Your company logo
• Your company contact information
• Company overview
• Event overview
• Team resumes
• Event budget
• Event timeline
• Scope of work
• Event experience (example events)
• RFP requirements
• Check for consistency, grammar, spelling, and proper design

Event Proposal Presentation

The event proposal is the first step. Generally, once proposals have been submitted and evaluated, the client will narrow down their options. If you’re chosen to give an event proposal presentation, the client will let you know. The presentation will have its own requirements. You can search for a sample event proposal presentation help you get started. If you make it to this stage, you’re close to winning the event.

Submit Your Event Proposal

After all that hard work, you can submit your event proposal knowing you did your best.

Remember, the RFP isn’t there to trick you. If you don’t understand anything, ask the client to clarify. Tailor the presentation to the client’s needs. The more event proposals you submit, the easier they get. Go after the ones that align with your company goals and help you to further grow your business. Event proposals can be a time-consuming hassle, but they don’t need to add stress. While you should be aligning each proposal with client needs, that doesn’t mean you need to start from scratch each time. The basics, like team resumes and company information, should already exist. Take your time with each event proposal. Quality over quantity. Good luck!

Julie Haddix

Julie Haddix is the Senior Director, Industry Solutions for Cvent, Inc. She has worked for Cvent for over 13 years and helped to build the company’s Enterprise sales and marketing divisions, including its approach to Strategic Meetings Management. Julie has also been a part of the planning team for Cvent CONNECT, Cvent’s annual user conference, leading the event marketing and content development efforts. In her current role, she oversees strategic content direction for the event marketing and management platform. Julie graduated from the McIntire School of Business at the University of Virginia with a B.S. in Commerce and concentrations in Marketing and Management. She lives in Westchester County, NY with her husband and 2-year-old son.

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Proposal Templates > Event Proposal Template

Event Proposal Template

First impressions are crucial when trying to close a new event planning customer. Provide an interactive Event Planner Sales Proposal to your customers to show your professionalism. Include amazing photos and videos of past events inside of your proposal.

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