How to create the perfect event proposal template?

December 14, 2021

A proposal template is an invaluable tool for event planners. With all the different variables to
consider when planning online events or virtual events, it can be overwhelming to try and keep
everything straight.

By creating a proposal template that you can use for every future event, you will save time and ensure
that your business runs more smoothly in the long run.

Without waiting for too long, let’s dive deeper with this guide.

What is an event proposal?

An event proposal is a simple, highly organized document that allows event organizers to get all the
details about an event, including speakers, location, and sponsors, on paper.

Nowadays, it’s become standard practice for event organizers to ask companies if they want to
sponsor their online events, to fill out an event proposal form.

This way, they can make sure the event matches their company’s needs and image before they decide
to sponsor it.

Creating the Perfect Event Proposal

Listed below are some best practices to help you make the best template:

Introduce the Project

Begin the proposal by introducing yourself and your event planning team. Include particulars, such as
how long you’ve been in the business, your clients, and provide past client work. A brief introduction
of yourself can help the client learn more about your experiences and who you are.

If you don’t have any experience, you can start with your training, internship, or volunteering experience in virtual event management.

Try to connect with your client emotionally, besides your brief introduction. Add something that
makes you unique from other competitors.

Understand Client’s Needs

A crucial factor to creating an effective proposal is understanding the vision, mission, and goals for
the client’s event. When clients find this information, it will increase conversion chances and the
proposal will indicate that you understand their needs.

It would help if you wrote the event description without going off-script. Outline the client’s needs
and make them visually appealing. Make a list of all the requirements and questions based on what
they’ve expressed in the initial meeting or pitch mail. While writing this section of the proposal, give more insights into the client’s budget as well.

Convey the Scope of Services Offered

A good event proposal helps the client know the services you will be handling for their virtual events. If the event has fewer gatherings (like online meetings, webinars, virtual award ceremonies, a virtual comedy show), it’s very crucial to personalize the services as per the client’s requirements.

On the other hand, if the event is massive stretching to several hours or even days, it’s important to
break down your services for each event or day to provide a clear outlook of your offer.

Talk About Budget

The budget is one of the most essential factors that the client needs to know before accepting your
proposal. If your price is too high, your proposal may not be considered (depending on the client). On the other
hand, if it’s too low, you won’t be able to deliver the quality as per their expectations.

Even though there’s no set budget, try to get a closer estimate that justifies your client’s requirements as well as the
scope of services. Don’t forget to include every cost consideration concerning the event like catering, logistics,
planning, AV, or vendor fee. It’s best to provide a detailed budget estimation to avoid any last-minute
surprises. Don’t always aim to lower your budget, instead try to find a common ground.

Include Proposal Policies

You can end the event proposal by adding a page about your policies to keep things transparent about
how you work. Examples of such policies are:

  • Cancellation Policy
  • Refund Policy
  • Payment due dates
  • Damage Policy
  • Event Planning Booking Policy
  • Late Fee policy, etc.

Don’t forget to thank the client and provide your basic contact details, including your email address
and contact number.

Tips for Event Planning Proposals

Consider these tips while writing your event proposal:

Add Your Personality

Putting your personality in your proposal is not that easy. That’s why only a few event planners do it
to make their work stand out. There are numerous ways to show your personality. For example,
telling a personal story instead of adding an introduction section in your proposal could be an option.
You can also sprinkle humor in your proposal. Adding personality to your proposal shows you’re
easy-going and it’s one of the quickest ways for the client to imagine how working with you would be

Be Innovative

Fulfilling client requirements by creating a unique proposal can increase your chances of getting hired by 20%. Wouldn’t you love to be in the top 5%, grabbing the attention of high-paying clients?

The only way to achieve this is by being innovative in your proposal. The three main reasons to make
innovation in your event proposal are:

  • Creating a better first impression
  • Establishing a reputation for excellence and a positive brand image
  • Forming a unique approach that differentiates you from competitors

Don’t Skimp on Design

You put a lot of time into your event proposal with no guarantee that it will catch the eye of your client. Since you’re not sure of closing the client, you want to increase your chances of being chosen to coordinate the event.

Try to create a professional, editable template that can save time, money, and is easily adaptable for most events (as far as the same client is concerned). You can hire an in-ouse designer, freelancer to make your proposal attractive or customize it yourself using free event templates.

Closing Thoughts

In the proposal, you need to cover the event’s goal and explain why it’s beneficial to your client. You also need to get approval from them for all of your goals and objectives before you move forward with creating a detailed plan.

Event proposals can be time-consuming, but the more proposals you submit, the easier they get. While every proposal needs to be aligned with client needs, that doesn’t mean starting from scratch every time. Use this template next time you create an event proposal for a prospect and then customize accordingly.

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