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Event Management Proposal Template

 
 

Prepared for:
[Client.FirstName] [Client.LastName]
[Client.Company]
[Event.Name] | [Event.Date]

 

Prepared by:
[Sender.FirstName] [Sender.LastName]
[Sender.Company]
[Created.Date]

PandaTip: Welcome to your Event Management Proposal Template! This document has been carefully crafted to help you communicate value to your potential clients who are looking to you for event production and event management services.

About Us
Testimonials
What we do
Why work with us?
Your Event
Terms
Acceptance

PandaTip: This page offers a ton of value right away! Your clients can easily jump to any point within your event management proposal by clicking on a link within the table of contents. They’ll also see some of the clients you’re proud to have worked for, as well as testimonials from them. If you’ve got permission to use your clients’ logos or headshots, we encourage you to replace the images on this page with your own.

About Us

[Sender.Company] is a full-service event management company based in [Sender.City]. Our team of award winning professionals specializes in taking your event from concept to production.

We’ve worked with some of the world’s top brands and talents to create amazing experiences in locations both large and small.
Our past clients include:

When the world’s top brands and entertainers need a team of experts to create a compelling audiovisual experience in [Sender.City], [Sender.Company] is who they turn to!

tropical drinksoutdoor eventdinner setting

Testimonials

Studio Portrait of Mature Businessman“[Sender.Company] worked with us through the creative process and managed the production of our annual gala. They did a fantastic job, and we will certainly be using them again!”
– [Client1]

 

Portrait of Hispanic Businessman“[Sender.Company] helped us put on a holiday party with over 13,000 attendees. They handled the venue, decoration, catering, entertainment, and security. Everything went off without a hitch!”
– [Client2]

 

What we do

PandaTip: Below are several service categories and benefits that most event management services and event managers provide. Feel free to change the headings and descriptions to make them your own!

Design

designteam-templatesOur creative team will work with you to flesh out your concept through whiteboard and computer design sessions.

Entertainment

Our network of musical acts, entertainers, and DJs are known for keeping audiences engaged and excited.

Audiovisual

People in a Summer Live Concert at NightOur award winning audio and video engineers will provide the creativity, equipment, and expertise to put on a world-class show.

 

Decor & Effects

Our team will help you choose the best decor and special effects to fully complete your theme and create a memorable experience.

Catering

cateringspoons-templatesWe’ve partnered with renowned caterers in the area to make sure that the food and drink at your event is just as memorable as the rest of the experience.

 

Grounds, Security, & Transportation

Our shuttles, grounds crews, and security team will make sure that your clients safely get where they want to go with minimal fuss or disruption.

Why work with us?

Relationships

[Sender.City] is a destination for events for brands and talents from around the world. We’ve been putting on events here for [Years.In.Events], and in that time have developed relationships with the best local talents in every category. You know you’re getting the best of the best when you work with us.

Convenience

Because we handle everything from concept to production to clean-up, you save precious hours of your time (and undue stress) when we put on your event.

Communication

Each of our clients is assigned an Event Manager, who is responsible for working with you throughout the process and keeping you updated at every step.

Technology

We’ve invested in cutting edge audiovisual equipment and technology to create true 21st century experiences.

Team

team

We’re from a variety of technical and creative backgrounds in the event and entertainment industry. Our collective decades of experience and wide variety of skills means your event will be truly memorable.

Your Event

PandaTip: Feel free to add specific language based on the event you’re hoping to product, and swap out the Event Manager headshot for one of your own.

[Event.Name]

Event Date[Event.Date]
Event Venue[Event.Venue]
Approximate Attendance[Event.Attendance]
Services Requested[Service.1]

[Service.2]

[Service.3]

Your Event Manager

Copy of girl[Event.ManagerName] will be directly responsible for your event’s success. She’ll work with you and your team through the creative process, coordinate and plan the event with our specialized internal and external teams, and provide on-site management and support the day of your event.

 

Pricing

PandaTip: PandaDoc’s Proposal Creation Software makes it easy to create flexible proposals that can be sent and signed electronically. Pricing tables can include multiple line items, discounts, and taxes. PandaDoc’s Electronic Proposal Signature Capture allows your clients to sign this Event Production Proposal without having to print it out, making the process quick and pain-free.

Services IncludedPricePackage DiscountSubtotal
Design/Creative

Design and Creative sessions with our internal team

$10005%$950
Catering

Appetizers, cocktails, and dinner service for your expected attendance number 

$20005%$1900
Grounds, Security & Transport

Grounds crew during and after event, security at all entrances and exits, and shuttles to and from remote parking locations

$30005%$2850

Total: $5700

Terms

PandaTip: These terms are general boilerplate language for a professional services contract, but we encourage you to have your legal counsel review them prior to having a client sign.

Letter of Agreement
This agreement is between [Client.Company], hereafter referred to as CLIENT, and [Sender.Company], hereafter referred to as CONTRACTOR.

Description of Services
CONTRACTOR will provide event logistic management services, as detailed in the letter proposal dated [Created.Date] for CLIENT’s [Event.Name] on [Event.Date].

Pricing and Payment Terms
The total cost of event management services provided by the CONTRACTOR is $[Event.Price]. CLIENT will make payments as follows:
A non-refundable retainer in the amount of $[Nonrefundable retainer] upon acceptance of this agreement.
$[Amount 1] due on [Date 1] (deadline date that this agreement is valid for)
$[Amount 2] due on [Date 2] (ten days prior to your event)
$[Amount 3] due on [Date 3] (thirty days after your event)

Term and Termination
This agreement will terminate automatically upon completion of the services
required by this letter of agreement.

Changes and Cancellations
Any and all changes made to this letter of agreement must be made in writing and signed by all parties. If the event is cancelled, refunds are limited to unearned fees, funds in excess of unused or non-refundable fees, and out-of-pocket expenses. If CLIENT cancels less than [Cancellation days] days before the event, there will be no refund issued.

Acts of God
If an act of God, such as a fire, flood, earthquake, or other natural calamity shall cause CLIENT to cancel the event, CONTRACTOR will require payment only for the time actually spent planning CLIENT’s event.

Acceptance

[Sender.FirstName] [Sender.LastName] of [Sender.Company][Client.FirstName] [Client.LastName] of [Client.Company]
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