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Event Proposal Templates (10)

An event proposal approaches event managers with a provider’s goods and services for the purpose of obtaining an event project. If agreed upon by the client, the bid is commonly executed together with a payment made to secure the date.

What Should Be Included (19 Items)

  1. Title Page For Event Proposal
  2. Event Proposal Executive Summary
  3. Event Description
  4. Objectives
  5. Target Audience
  6. Event Concept
  7. Venue Logistics
  8. Agenda
  9. Financial Information
  10. PR And Marketing
  11. Sponsors And Partners
  12. Event Technology
  13. Event Team Roster
  14. Risk Management
  15. Legal Considerations
  16. Metrics
  17. Appendices
  18. Contact Information
  19. Approval Signatures

1. Title Page For Event Proposal

Use the first page to title the proposal in addition to presenting the event name. Also, if the recipient is a single or targeted client, include their contact information.

  • Logo, Proposal Information,  Branding, Date

  • Proposing Company Information

  • Recipient Name, Contact Information

  • Recipient Information, Table Of Contents

  • Executive Summary, Confidentiality Statement

2. Event Proposal Executive Summary

Consolidate the content of the proposal into a particularly comprehensive summary. Go over the proposal’s key topics (i.e., unique selling points and objectives) to entice the client to continue.

  • Event Overview, Goals, Client Requirements

  • Proposing Company’s Solutions, Event Description

  • Cost Options, Estimated Totals, Service/Product Packages

  • Event Project Team, Qualifications, Past Successes

  • Call To Action (CTA), Conclusion, Contact Information

3. Event Description

Define the event’s characteristics, such as its theme, history, objectives, and target audience. In a word, put the event in perspective for the client so they fully realize its scope.

  • Event Title, Type, Purpose

  • Event Objectives, Concepts, Theme

  • Scheduling, Location, Duration, Costs

  • Target Audience, Expected Attendance

  • Legal Considerations, Compliance Requirements

4. Objectives

Go into specifics explaining the goals of the event and the client regardless of the project objectives. If possible, relate these objectives to the project; however, keep the focus on the event in this section.

  • Measurable Objectives, Prioritization

  • Objective Alignment, Marketing, Networking

  • Training, Education, Fundraising, Community Engagement

  • Metrics, Dependencies, Flexibility, Constraints

  • Client Feedback, Input, Communication, Approval

5. Target Audience

Continue the proposal by identifying the event’s attendee demographics while comparing the client’s target audience with the event.

  • Demographic Information, Geographic Analysis

  • Psychographic Information, Motiviations

  • Pain Points, Goals, Previous Events

  • Audience Size, Communication, Key Influencers

  • Client Knowledge Base, Event Goal Alignment

6. Event Concept

Discuss the unique selling propositions of the event while assuring the client of its ability to capture the audience. However, more social events (i.e., weddings) should focus on the client’s requested themes.

  • Event Concept, Decor, Atmosphere, Theme

  • Visual Identity, Activities, Costs

  • Entertainment, Dress Requirements

  • Catering, Menus, Marketing, Branding

  • Audience Interactions, Client Approval

7. Venue Logistics

Describe the event venue in detail by presenting its layout, location, capacity, and logistic considerations. Additionally, specify the event venue attendee experience, such as amenities and access levels.

  • Venue Selection, Considerations, Requirements

  • Venue Layout/Floorplan, Facility Details, Budgeting

  • Capacity, Amenities, Catering, Logistics, Timeline

  • Security, Parking, Transportation, Safety, Accessibility

  • Vendor Coordination, Attendee Requirements

8. Agenda

Detail the project scheduling for the event planner as well as the event’s timeline. Also, give specific times for the workshops, speakers, or entertainment planned if relevant.

  • Event Schedule, Greetings/Opening Remarks

  • Speakers, Sessions, Workshops, Networking

  • Interactive Elements, Entertainment, Breaks, Meals

  • Audience Engagement, Products, Logistics

  • Technology, Sponsorship Acknowledgments, Conclusion

9. Financial Information

Include a report on the event project’s costs as well as the estimate’s expiration date. Overall, the event planner should find it easy to review all the costs contributing to the estimated total.

  • Event Budget, Income Sources, Sponsorship Funding

  • Grant Funding, Revenue Projections, Detailed Expenses

  • Cost Estimates, Pricing Structure, Payment Terms, Taxes

  • Policies, Sponsorship Revenue, Grant Funding, Compliance

  • Budget Contingency, Financial Risks, Mitigation, Variance

10.  PR And Marketing

In essence, most companies must prove they can attract attendees and sponsor attention. Thus, explain the marketing strategy the proposing company will engage to achieve this goal.

  • Marketing Strategy, Target Audience, Timeline

  • Visual Identity, Branding, Event Website, Marketing Budget

  • Social Media, Email Marketing, Sponsorship Promotion

  • Search Engine Optimization, Content Marketing

  • Public Relations, Paid Advertising, Event Partnerships

11. Sponsors And Partners

If applicable, spell out the sponsorship opportunities for the event in addition to how they can be utilized. Additionally, explore partnerships that may be fostered or improved through this event.

  • Sponsorship Levels, Packages, Benefits

  • Exhibition, Booth Opportunities, Client’s Role

  • Promotional Opportunities, Customizable Sponsorships

  • Partnerships, Exclusivity, Sponsorship Timeline

  • Evaluation, Pricing, Proposal Submission Instructions

12. Event Technology

Describe the software technology and equipment needed for the event in detail. For example, (depending on the proposal’s objective) the POS systems, ticketing hardware, transport, or cleaning equipment are all required topics.

  • Event Website, Mobile App, Virtual Event, Onboarding

  • Event Management Software, Technical Support

  • Audience Engagement, Networking, Accessibility

  • Matchmaking Tools, Event Marketing Technology

  • Live Streaming, Video Production, Security, Privacy

13. Event Team Roster

Identify the event project team by presenting their names together with their roles and qualifications. Specifically, list each team member’s responsibilities along with their contact information.

  • Project Team Members, Event Team Members

  • Role Descriptions, Logistics, Operations, IT, On-Site, PR

  • Attendee Services, Qualifications, Team Coordination

  • Vendor Coordination, Partner Coordination, Staffing

  • Deadlines, Schedules, Contingency Plans, Logistics

14. Risk Management

Explore the potential risks to the event project as well as the contingency plans set in place to counter them. In fact, give a very detailed report on how any anticipated risk will be mitigated to the satisfaction of the event planner.

  • Risk Identification, Weather Issues, Technical Failures

  • Logistics, Compliance, Cybersecurity, Health And Safety

  • Risk Assessment, Probabilities, Contingency Plans

  • Emergency Response Plans, Insurance Coverage

  • Budget Allocations, Communication Plan, Monitoring

15. Legal Considerations

Review every legal and regulatory concern, such as insurance and license requirements. A comprehensive discussion on every contractual obligation expected of the client and proposer is also essential.

  • Event Permits, Licenses, Contracts, Insurance Coverage

  • Intellectual Property Rights, Data Protection, Privacy,

  • Accessibility, Inclusivity, Health And Safety Regulations

  • Environmental, Sustainability, Alcohol/Food Regulations

  • Taxes, Financial Compliances, Event Accessibility

16. Metrics

Give the event planner a particularly detailed explanation of the metrics for measuring the event project’s success. In other words, deliver an in-depth report on the key performance indicators (KPIs) applied to the event project.

  • Event Objectives, Key Performance Indicators (KPIs)

  • Data Collection Methods, Long-Term Impacts

  • Data Analysis, Reporting, Lessons Learned

  • Post-Event Surveys, Feedback, Sponsorship

  • Benchmarking, Budget vs Actual Analysis

17. Appendices

Compile this proposal’s supplementary paperwork and materials into one section rather than interrupting its flow with oversized paperwork. Also, remember to cite this section in the proposal above as needed.

  • Event Schedules, Venue Layouts, Floor Plans

  • Sample Marketing Collateral, Event Budget

  • Sample Contracts, Testimonials, References

  • Event Photography, Sample Event Reports

  •  Promotion, Surveys, Technological Specifications

18. Contact Information

Provide the contact information needed to contact the event project management team with attention to availability. It is equally important to prompt the client to initiate additional contact.

  • Event Organizer’s Contact Information

  • Event Team Contacts, Response Time Expectation

  • Client/Organization Contact, Availability, Signature

  • Emergency Contact Information, Additional Contacts

  • Preferred Communication Method, Social Media Link

19. Approval Signatures

In order to complete this proposal, a final statement summary should be displayed with the signature of the proposing company. Furthermore, a signature block should be available for the client and other interested parties (i.e., stakeholders).

  • Title, Approval Statement, Authorized Signatory

  • Signature Date, Event Organizer’s Signature

  • Event Organizers Signature Dates, Special Instructions

  • Witness, Notary, Additional Comments

  • Submission Instructions, Submission Deadline