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  3. Event Management Proposal Template

Content

Event Management Proposal

Event: [Event.Name]
Date: [Event.Date]

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

Date: [Document.CreatedDate]

Prepared for:
[Client.FirstName] [Client.LastName]
[Client.Company]

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:

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Client 1

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Client 2

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Client 3

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!

Testimonials

[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!”

Client name

[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!”

Client name

What we do

Design

Our 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

Our 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

We’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 [Sender.YearsInEvents], 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

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

[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

[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

Services Included Price Discount Subtotal
Design/Creative
Design and Creative sessions with our internal team
$1000.00 -$50.00 $950.00
Catering
Appetizers, cocktails, and dinner service for your expected attendance number
$2000.00 -$100.00 $1900.00
Grounds, Security, & Transportation
Grounds crew during and after event, security at all entrances and exits, and shuttles to and from remote parking locations
$3000.00 $150.00 $2850.00
Subtotal $5700.00
Total $5700.00

Terms

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 [Document.CreatedDate] 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 $ [Event.NonrefundableRetainer] upon acceptance of this agreement.
  • $[Event.Amount1] due on [Event.DueOnDate1] (deadline date that this agreement is valid for)
  • $[Event.Amount2] due on [Event.DueOnDate2] (ten days prior to your event)
  • $[Event.Amount3] due on [Event.DueOnDate3] (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 [Event.CancellationDays] 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.Company]

Signature

MM/DD/YYYY

[Sender.FirstName] [Sender.LastName]

[Client.Company]

Signature

MM/DD/YYYY

[Client.FirstName] [Client.LastName]

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