How To Write A Event Proposal Template

This commodity was originally written by Hashemite kingdom of jordan McArthur and has been updated for relevancy.

Your career as an event planner lives and dies by your upshot proposals. Event proposals are the embodiment of your manner practical to your clients' vision, and they're either winning your business or opening the door for your competitors to slide in. With so much at stake, what are y'all doing using a ane-size-fits-all event proposal template yous found on the web?

bad event proposal template

This is non what to do.

The cardinal to finding the best event proposal template is creating your own effect proposal template. In one case you find a manner that works for you, it will exist easier and easier to replicate success as you become.

The best role almost creating an issue proposal template for yourself is that you lot only have to do the hard work once, then refine it as y'all go feedback and negotiate deals along the mode. Nosotros're all about streamlining – and you should be likewise!

To find out how to create the best consequence proposal template for yourself, we asked many event planners about their proposals and what makes them piece of work. We've taken the liberty of condensing all their wonderful communication for you lot.

Looking for more tips on event planning? Check out our 10 Pace Outcome Planning Guide for more!

Tell a story

One thing we heard over and once more is that your event proposal is a story. Keep in mind that, at the end of the 24-hour interval, humans are reading this – and humans connect to a beginning, center, and end. Thinking near this will as well force you to consider your overall structure – and construction leads to greater readability!

"Call up as if y'all were creating a movement picture that needs to captivate and hold an audience's attention." -Greg Jenkins, Bravo Productions in Long Beach, CA

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How could I fit annihilation on those lines?

Plan your positioning

Exist the expert

Take a expect at one of your past proposals and read it from a customer's perspective. What is the voice? Does it instill trust? Would you want to collaborate with this person? If you put thought into how you want to position yourself, you lot'll exist able to take greater control over how you are perceived past the client.

"Position yourself as the good and make recommendations for success…That's your value add as an event planning professional. It's not merely taking orders but work as a partner in driving successful events." -Elizabeth Bennett, Evergreen Partners in Warren, NJ

Prime them for price

Y'all're not getting out of this without discussing money – that'south a fact. Take condolement in the fact that you tin tee them upwards for the price chat with plenty of excitement. We all know you're going to requite the customer their money's worth, but information technology's worth making sure they empathise that to avert any potential sticker shock.

"We're asking for money from the client, bottom line…We build upwardly the event and our expertise working with the particulars they mentioned and conquer the stress factors earlier nosotros even mention price." -Gregorio Palomino, CRE8AD8 in San Antonio, TX

Show you empathize the vision

People like to work with proficient communicators for a reason. If you can prove that you've understood your client'due south greater vision for the event and can deliver on that, they'll know that they've been heard and that you won't go rogue. Sometimes all information technology takes is simply recapping what they expressed to you lot in your initial fact-finding interview to go far clear you really "become it."

"In your writing don't exist shy, make sure you country that you know what the consequence goals is and how you are going to accomplish and honor it." -Peggy Kelley, Timeless Celebrations in Pasadena, CA

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At to the lowest degree this ane has colors?

All in the details

Logistics are primal

Now to the meat and potatoes – the nitty-gritty of how the effect will be executed. You lot can actually highlight your attention to detail by giving a solid rundown of how the gears volition all fit together to create one spectacular upshot. Brand them feel secure about your power to execute your plans and you'll find yourself securing a new bargain.

"Information technology sounds very basic, withal without these elementary building blocks there is aught relevant to bring to the table." -Raquel Padilla, Arizona Forward in Phoenix, AZ

Do what y'all exercise best

A good result proposal is powered past your company'due south distinguishers. People volition exist drawn to your unique take on their requests. Information technology might assist to remember most your personal style. What'due south the thread that connects your events? What would your past clients say is your hallmark? (Hint: it never hurts to enquire them!)

"Showcase your company'due south strengths and give specific reasons why they should hire you. Yous tin do it through strong visuals, client references, project relevance, and how your company can exceed their expectations." -Greg Jenkins, Bravo Productions in Long Beach, CA

bad event proposal template 3

This is literally just a folio with lines on it.

The "Sizzle" Cistron

Design matters

To you a pattern proposal is an everyday affair. To your clients, nonetheless, this is the moment they've been waiting for. An expert has interpreted their vision into something tangible and quantifiable! Don't let them downwardly and exist sure to deliver an feel. Layout counts, and practiced layout can help communicate in clearer ways. Maybe it's time to run i of your proposals by a graphic designer?

"Make sure the information in the proposal is clear, accurate, and easy to follow and understand. Present information technology in a manner that is pleasing to the eye, and makes you want to run into more." -Bob Gregory, PBC Events in Los Angeles, CA

Become visual

Looking to cut some words out of your proposal? A picture is worth 1,000 of them! One of the most mutual suggestions nosotros got from our event planning experts was to spice up your result proposal with images. It really is the all-time way to communicate with your clients near the proposed feeling of the effect and goes a long style towards helping them visualize the space.

"Sell the sizzle and insert pictures, provide colour sketches and renderings – even working models to demonstrate all aspects of the event." -Greg Jenkins, Bravo Productions in Long Embankment, CA

"I like to include a photo or two to inspire my customer and so they can run into that I "become" their creative vision especially if a specific vision has already been discussed or a color palette determined." -Peggy Kelley, Timeless Celebrations in Pasadena, CA

bad event proposal template 4

This is helping no one. Non a unmarried person.

How do I talk most coin?

Hither's where we started to go some real differing opinions from our upshot planning experts. It makes sense that coin can be the trickiest part of an event proposal. It'south obviously very of import to the event itself – somebody'southward gotta pay for it – but you don't want it to be all about the cash.

Each issue planner volition have to decide how the coin conversation fits into their own style, but here are some sensible perspectives from the experts.

List it out

The client knows how much they want to spend and you know how much all that stuff they desire is going to cost. If you give an honest assessment upfront of what they tin can expect information technology to add together up to, there isn't much that tin can be washed about information technology – fifty-fifty if it includes a reality bank check on their part.

"Create a line-by-line budget guess that is fair and reasonable – and possibly might fifty-fifty come below the client's budget bottom line." -Greg Jenkins, Bravo Productions in Long Beach, CA

"I try to have exact prices, and so the client knows precisely what to await equally opposed to having rough or full general prices – again stalling the proposal or killing it. This can crusade tension and animosity, especially with the final invoice." -Heather Piper, Thrill of the Chase in Latrobe, PA

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Peradventure not like this

The all-time event proposal template is your consequence proposal template

For your next issue proposal, accept the time to practise the post-obit:

Tell a consummate story with a start, center, and end.
Accept a stand with clear positioning as the foremost expert.
Nail the details by proving yous're a logistics magician.
Make it sizzle with proficient design and visuals.
Give some thought to how y'all arroyo the coin conversation.

If you lot address those five things, you lot'll be on your way to one killer consequence proposal template that works for your company and your clients.

Once you lot secure a customer and begin effect planning, leverage our resources to help simplify organizing your event!

Demand help creating an event budget? Take a look at our comprehensive guide
We've compiled a massive event planning checklist, use it to get your wheels turning

Once everything goes well, be certain to outset building out your event app. Yous tin manage your app from your telephone and tackle whatsoever terminal-minute changes like editing your schedule or announcements. With Guidebook's very own Builder, you tin can create the app of your dreams without whatever technical cognition! Click the button below to starting time building.