Event planners are like chameleons. They have to wear a variety of different hats throughout the planning process and keep track of each and every detail in order to ensure everything comes together at the right time. But one of the most important skills planners need is the ability to write a great event proposal.
Event planners are like chameleons. They have to wear a variety of different hats throughout the planning process and keep track of each and every detail in order to ensure everything comes together at the right time. But one of the most important skills planners need is the ability to write a great event proposal.
Successful event proposals need to be detailed, yet concise. This is your chance to pitch your vision and skills to a prospective client. You want to strike the right balance between selling your ideas, demonstrating your knowledge and experience, and painting a picture of the result you can deliver.
Whether you’re planning a fundraiser for a local non-profit, a product launch or other corporate event, or a large-scale gaming convention, an effective proposal is essential. In this article, we’re offering tips for writing great proposals. We’ve even included an event proposal template you can use!
An event proposal is a document or presentation designed to secure approval for a particular event. Often utilized in corporate spaces, an event proposal may be presented to key stakeholders, clients, and higher-ups in a company.
A good event proposal will be extremely detailed, outlining the purpose of the event, goals and objectives, and logistical considerations. In addition to establishing the benefits of an event, it can also provide stakeholders the opportunity to assess your organizational skills and event planning knowledge.
From an industry-wide conference, to a charity fundraiser, to an award ceremony, a compelling and well-designed event proposal is essential to get the ball rolling.
Be sure to add visual interest and creativity to your proposal. After all, even the most comprehensive and well-written proposal will be far less persuasive if it has a boring or lackluster appearance.
Include a cohesive color palette, charming visuals, and compelling imagery wherever and whenever you can. This will more effectively communicate your vision for the event and give stakeholders a clearer sense of your skills and approach.
Try to really set the scene. Don’t just tell your prospective client you have a vision; show it to them.
You may even want to adjust your style of writing to match the atmosphere you’re hoping to achieve at the event itself. For example, a proposal for a formal shareholder meeting should be written in professional, direct language. A music festival proposal, on the other hand, can use more casual language.
Establishing clear goals is one of the most important elements of an effective event proposal. Avoid vague or undefined statements. Instead, list out key objectives along with detailed and specific paths to achieve them.
Always keep your client’s outcomes at the front of your mind when establishing these objectives. Measure each of your ideas against their interests and outcomes. If your objectives don’t help your client achieve their desired outcomes, they’re likely not essential.
You should always introduce your team to a potential new client, so they know who they’ll be working with. Include a section in your proposal where you list each member of your team, which may include other planners, assistants, interns, or business associates. List their names along with their roles and responsibilities.
Consider providing your client with an “event concierge.” This person will act as their one-stop resource for any needs they have or questions that come up throughout the entire event planning and execution process. Having one primary client contact helps streamline communication and makes your client feel taken care of and listened to.
It’s also helpful to identify any vendors and suppliers you work with on a regular basis. For example, if you partner with a caterer, security specialists, or an event production company like Catalyst, list them in this section.
It’s always helpful to include a small portfolio of any past projects you’ve completed, especially similar projects. This section should be relatively short, with photos and brief descriptions of each project.
It’s also good to include several client reviews or testimonials. This contributes to your credibility and demonstrates not only that you know how to get results, but that your customers are happy with your work.
If possible, you might even consider including a few of your previous clients’ contact information (with permission, of course) to act as references. This way, your prospective client can call or email your references and actually speak with people you’ve planned events for in the past. This allows them to get a real-life idea of how you work!
Once you’ve communicated your vision for the event and the value of your skills, you should always list your prices at the end of your proposal. If you offer different packages, share these with your prospective client.
Be as transparent as possible. You may not be able to offer a final itemized budget this early in the planning process, but you can make it clear that you’re simply providing an estimate.
If you’re early in the planning stages and can’t give concrete numbers, consider giving your prospective client an “Opinion of Probable Cost,” which acts as a ballpark budget in which you can provide your existing estimate. Make sure you also include the variables that you still need to pin down in order to turn this estimate into a formal quote.
Planner Details and Contact Information
[Your name and/or the name of your company]
[Your phone number and email address]
[Your company logo, if you have one]
Name and Basic Description of the Event
[Catchy title of the event]
[Brief description of the type of event (e.g. conference, concert, fundraiser, etc.]
[Description of audience/participants and their expectations]
Mission or Vision Statement
[Overview of the primary goals of the event]
[Short paragraph shaping the overarching narrative of the event]
Time and Venue
[The date of the event]
[Start and end times]
[The name of the venue]
Timeline and Logistics
[Estimated time of planning process]
[Event itinerary which specific start and end times for each portion]
[Event marketing strategy (if applicable)]
Team and Vendors
[List of team members and their roles and responsibilities in planning the event]
[List of any vendors or suppliers you plan to work with]
Portfolio and Testimonials
[Examples of past work, with photos included]
[Positive client reviews or testimonials]
Budget
[Starting budget]
[Budget breakdown]
[Funding options (e.g. paid sponsorships)]
Are you planning a corporate event, conference, tradeshow, or another type of large-scale event? Working with a trusted AV company like Catalyst will help ensure your event runs smoothly. Our team is experienced, detail-oriented, and uniquely knowledgeable.
Contact us today to schedule your free consultation and learn more about our services.