How to Write an Event Proposal

by Danielle Smyth - Updated July 16, 2018
two businessmen at an even having coffee

If you work in event management, you know that the best way to win business is with a professional proposal that illustrates without any question why you are the most qualified business for the job. A well-written proposal helps you stand out in a sea of event management companies and shows potential clients that you understand the ins and outs of the business.

How to Write a Proposal for an Event

Since planning an event is so heavily based on organization and careful planning, an event proposal that illustrates your foresight and ability to outline the event’s specifics in detail can win you the job. Before beginning your proposal, think about you and your company’s biggest strengths. Find a way to incorporate them into your proposal.

Your proposal shouldn’t sound like a formal letter. Instead, it should be a straightforward presentation of the specific ways you would carry out your client’s vision. The best way to get a great sense for this vision is to meet one-on-one with a potential customer before you write your proposal. In many situations, they won’t know exactly what it is they want from their event. Instead, clients often have a vague sense of the sort of event they want and expect you to help them get there. This is where a well-crafted proposal outlining the specifics of their dream event can shine.

In your event management write-up, you should include a summary of the client’s needs and goals. This should be near the start of your proposal so that the client knows they were understood when you met. Next, provide suggestions as to catering, music, venue or decor that you feel would mesh well with the customer's suggestions. Be sure anything you propose is within the customer's budget. Including photographs of similar past events you’ve managed can go a long way toward winning them over.

In your proposal, be sure to provide a summary of your experience as an event planner and any specialties you have. The more closely your experience aligns with the needs of the customer, the greater the chance they will see your value and hire you.

Event Planning Quote Template

You’ll want your event proposal to provide a list of the services you provide. In each category, state specifically what your company will do. Include times of service on the day of the event, the number of staff members you will provide and what the cost will be. Break down the services into categories such as decor, catering or entertainment. You might also suggest subcontractors who you’ve worked with in the past that can provide excellent service to your client.

Be sure to include a section at the conclusion of your proposal that outlines your policies for cancellation or last-minute changes. State your hourly rate or consulting fee, and explain what services would cause these additional charges to apply beyond the scope of your contract. Explain how long the information in your proposal is valid. Also, be sure to include legal information regarding damages or insurance.

About the Author

Danielle Smyth, MS, is a writer and content marketer from upstate New York. She owns her own content marketing agency and works with a number of small businesses to develop B2B content.

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