Create the Perfect Proposal for Your Next Event With These Event Proposal Templates
Event proposal templates are often used by event organizers as a way to outline details and ideas for clients. They can save organizers a lot of time and apply to almost any scenario, including weddings, fundraisers, and event sponsorships.
Every event requires careful planning, and miscommunications can easily occur regarding the details, especially with larger events. That’s why event proposal templates are so useful — they clarify the details to all parties involved. Clients can get a good idea of the type of vision you have for an event and discuss any necessary changes.
An important aspect of event proposals is finding the right hosting platform for your event, such as Superevent, which is an all-in-one platform that supports both in-person and virtual events.
What is an Event Proposal?
An event proposal is a document or form that consists of details surrounding your event, such as start and end times, number of attendees, event planning resources you’ll use, and more. They also include information about the event organizers, such as their names and roles, past projects, and pricing.
The purpose of an event proposal is to show clients how an organizer intends to plan an event, which can help them decide whether to hire you. There are different event proposal templates available for different kinds of events, such as parties or conferences. Event proposals can also differ depending on whether it’s an in-person, virtual, or a hybrid event.
Examples of Events That Use Event Proposal Templates
Not all events require event proposal templates, but they are often used for both formal and informal occasions. Some templates are customized to suit certain types of events whereas others are made to suit any event.
Here are some examples where event proposal templates are used:
- Sports Events
- Photography Events
- Sponsorship Events
Make sure to have your bases covered with this event proposal checklist!
Why Are Event Proposals Important?
Describe Services and Outcomes
Event proposals clearly outline what type of service you can offer along with the results you can achieve, which sufficiently showcases your skills to potential clients. They can get a good look at how you plan events and whether your vision suits theirs. An event proposal is essentially a sales pitch that convinces the other party you’re suitable for the job.
An event proposal can help communicate your expertise and establish credibility. For example, you can detail challenges you may face and how you plan to overcome them to display your problem-solving skills.
Event proposals can also give you an opportunity to address any concerns your clients may have, as well as increase your reliability. Anyone who thinks that far ahead and so meticulously can be trusted with organizing events.
Win the Bid
Event proposals are not only for external clients but can be aimed at your employers within the company. An event proposal can help you stand out from other employees looking to take on the event organizer role.
Having a proposal ready also makes it easier to present your ideas — it can act as a script of sorts and give you ideas on how to pitch.
Event proposals can help you stay organized and on-task — your objectives and other event details are included whenever you feel unsure about what step to take next. You can even note down team roles and responsibilities to make sure everyone knows their tasks.
Make sure to have your bases covered with this event proposal checklist!
How to Write an Event Proposal
The first step towards planning an amazing event is creating an event proposal. Not only can it help you establish event details, such as timelines and objectives, but it can also convince your clients to choose you as their organizer. You can find a suitable template to work from or simply create your own.
Step 1: Outline Scope of Work
First of all, you must outline the event and the tasks it will involve. For example, if you’re planning a conference, you should list tasks such as:
- Hiring a Speaker
- Inviting Guests
- Renting out a Space
- Creating a Presentation
- Writing a Script
You should also note down who will be in charge of each task and set estimated deadlines to give your clients a good idea of the project scope.
Step 2: Set Clear Goals
Now it’s time to note down the purpose of the event and the goals you’re looking to achieve.
Try to make your goals specific to ensure clients fully understand the benefits you can bring them. Listing vague goals like improving work culture can’t be properly measured, so it’s best to steer clear of goals like that. Make sure they’re quantifiable in some way.
Examples goals can include:
- Reaching a Certain Number of Attendees
- Receiving Positive Feedback in Post-Event Surveys
- Staying Within a Certain Budget
- Raising a Certain Amount of Money
Clients can add goals themselves but establishing some in your proposal showcases your understanding of the event and your client’s vision.
Step 3: Write Event Description
Now it’s time to get into the actual details of the event. This includes the date, location, guest list, and more. You have to describe your event plan and discuss your ideas. For example, you can talk about potential venues you have in mind, the number of guests you’re planning to invite, and the main purpose of the event.
This is basically your sales pitch, where you detail your vision to clients. You have to make your ideas sound appealing, so be careful how you word this description. It’s also a good idea to decide whether the event should be virtual, in-person, or hybrid, and what resources you’re planning to utilize to make the event possible.
For example, you should consider Superevent for your event platform since it supports all types of events, including hybrid and in-person, and allows you to create your own mobile event app. This can appeal to clients and give your proposal a unique spin.
Step 4: List All Services You Will Offer
Next, list all the different services you can offer your clients, such as providing refreshments or renting out venues. You can provide details for each service if necessary, including the suppliers you’re planning to use. You can even detail what type of chairs you’re planning to use — be as specific as you deem necessary.
Make sure to prioritize discussing aspects that are essential to the event. For example, gala dinners require food and tables, so focus on those assets. Keep in mind your budget when writing this section.
Step 5: Establish Event Timeline
Outline the event timeline — this is essentially a schedule detailing when each activity will occur. Note down specific dates and times with your guests in mind. Remember to include breaks if the event is particularly long. Establishing a date and timeline early on also makes hiring venues and sending out invitations much easier.
Here’s an example of an event timeline:
1:30 pm — Speaker arrives and sets up their presentation.
2 pm — Guests arrive and sit down.
2:15 pm — Speaker goes on stage and begins the conference.
3 pm — Lunch break.
3:30 pm — Conference reconvenes.
4 pm — Q&A session.
4:30 pm — Conference ends and guests leave.
Step 6: Identify Event Stakeholders
Certain events, such as corporate events, are funded by businesses or stakeholders. Learning who’s behind an event can help you get a better idea of how to plan it. For example, if it’s a sponsored event, learn about the sponsors and their company values.
Step 7: Calculate Budget
Once all the event details have been outlined, it’s time to calculate your budget. Look at all the tasks and services required in the planning process, including any resources you want to utilize. Research the cost of each one and make an estimate if you’re unable to determine a definite price.
Remember to consider shipping costs, the number of items per guest, the cost of potential venues, and so on. Try to be as thorough as possible — the aim is to give your client a clear picture of how much the event will cost them to hold.
Step 8: Note Any Event Policies
Lastly, write down any policies your client must be aware of. This refers to rules you and your client must abide by.
Examples of event policies include:
- Minimum Number of Attendees Required
- Damage Policies
- Cancellation Policies
- Payment Deadlines
You should also include your email and business number so clients can contact you about any issues or queries. Some clients won’t hire you right away, so leaving your contact information also gives them a way to hire you later if they decide they like your proposal.
Sample Proposal Templates to Start With
Here are some sample event proposal templates for different occasions. You can use these as inspiration for your own templates or customize them to suit your event.
Business Fair Event Proposal Template
Fundraiser Event Proposal Template
Conference Event Proposal Template
Event proposal templates allow organizers to sufficiently outline their ideas and expertise for potential clients, which can help them get hired. There are templates for different events, such as weddings and fundraisers, as well as generic templates that can suit any occasion.
Event proposals consist of a number of details, such as event timelines, past experience, and resources you’re planning to use — like Superevent. We support any type of event, whether it’s virtual, in-person, or a hybrid of the two. Try Superevent for free today to create your own mobile event app and easily manage your guests.