Event Proposal Template

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Event Proposal

Document subtitle

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

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

About Us

[Sender.Company] is a [Location]-based event management company that has helped clients plan successful events for over [Number of Years] years. We are dedicated to helping our clients host successful events that strengthen their brand, foster relationships with existing clients, and engage with new clients. We believe our unparalleled attention to detail will serve you well in accomplishing all of your goals with your next event.

[Client.Company]’s Event

We are very familiar with and have successfully assisted numerous clients in your industry in the past. However you envision your event to be, we can make it happen.

Catering

Catering for ABC Event

Catering for XYZ Event

Catering

Corporate cocktail party for Acme Inc.

Catering

Dinner party for private event

Our Clients

We know how important your next event is and we want to take all of the stress out planning and organizing it for you while making sure it is a great success.

Client

Company X Rep

Company X, EventX
March 2018

“[Sender.Company] did an amazing job with our event. We’d recommend them to anyone looking for their event done professionally and the way you want it!”

Client

Company Y Rep

Company Y, EventY
June 2018

“[Sender.Company] took all the stress out of planning our event and it couldn’t have gone smoother. Everyone had an awesome time!”

Pricing

Service	Price	QTY	Subtotal
Venue Fee	$5000.00	10	$50000.00
Event Staff (per hour/per person)	$25.00	10	$250.00
Event chairs, tables, etc. sets	$200.00	20	$4000.00
Food (per person)	$40.00	100	$4000.00
Event materials/decorations	$0.00	1	$0.00

Subtotal	$58250.00
Discount	-$2912.50
Total	$59764.50

Event Contract

This Event Contract (the “Contract”) states the terms and conditions that govern the contractual agreement between [Sender.Company] having its principal place of business at [Sender.Address] (the “Company”), and [Client.Company] (the “Client”) who agrees to be bound by this Contract.

WHEREAS, the Client is conducting [Event] , [Event Description] , on [Event Date] (the “Event”); and

WHEREAS, the Company agrees to manage the Event according to the terms and conditions herein.

NOW, THEREFORE, in consideration of the mutual covenants and promises made by the parties within this Contract, the Company and the Client (individually, each a “Party” and collectively, the “Parties”) covenant and agree as follows:

Company’s Duties

The Company shall handle the management and planning duties for the Event in the manner described on Schedule A attached hereto.

Payment

The total cost to be paid to the Company by the Client for the services hereunder shall be [Total Cost] . The dates on which payments are due are listed on the payment schedule attached hereto as Schedule B.

Cancellations

In the event circumstances change and the Client must cancel the Event, the Company will make its best efforts to modify its planning to reflect the Client’s needs. However, the Client agrees and acknowledges that a change in short notice may cause severe complications for the Company and thus the Client shall forfeit its deposit of [Deposit] in the event the Client must cancel the Event within [Days Event Cancel] days of the stated date of the Event.

Promotions

The Client hereby authorizes the Company to utilize the Client’s logo and associated trademarks as well as any media, photos, or footage from the Event, in promoting the Company’s services.

Event Contract

No Modification Unless in Writing

No modification of this Contract shall be valid unless in writing and agreed upon by both Parties.

Applicable Law

This Contract and the interpretation of its terms shall be governed by and construed in accordance with the laws of the State of [State] and subject to the exclusive jurisdiction of the federal and state courts located in [Country] , [State].

IN WITNESS WHEREOF, each of the Parties has executed this Contract, both Parties by its duly authorized officer, as of the day and year set forth below:

[Sender.Company]

Signature

MM / DD / YYYY

[Sender.FirstName][Sender.LastName]

[Client.Company]

Signature

MM / DD / YYYY

[Client.FirstName][Client.LastName]

Schedule A: [Sender.Company]’s Duties

Pre-Event planning

[Sender.Company] will plan event according to [Client.Company] ‘s specifications.

Physical set up of Event site

[Sender.Company] will set up the Event and decorate it accordingly.

Welcoming Event attendees

[Sender.Company] will prepare the Welcome Event prior to the Event the night before.

Preparing and distributing Event materials

[Sender.Company] will have staff distribute [Client.Company] ‘s Event materials.

Food/beverage preparation

[Sender.Company] will prepare food and beverages as well as serve them to the guests.

Speaker accommodations

[Sender.Company] will oversee [Client.Company] ‘s speaker accommodations.

Post-Event analysis

[Sender.Company] will provide [Client.Company] with an evaluation form on [Sender.Company] ‘s performance.

Schedule B: Payment

Total amount:
Enter value

Date	Payment
Immediately	Deposit 15%
3 months before event	25% of final amount
1 month before event	35% of final amount
1 week before event	Remaining 25%

Payment method

Please choose your preferred method of payment:
Select method

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FAQ

An event planning business proposal is a detailed document that lists and explains the services provided by the event company. It includes details about the event planner, estimated costs, due dates of payments, damage policies on commodities that are being rented out to be used in the event, cancellation policies, and others.

An event proposal begins with a well-crafted cover page. From there, it gives an overview about the company and the event that is to be hosted. It also includes testimonials from past clients, pricing details, and an event contract. If both parties wish to move ahead with the proposal, they can sign it as well, since it has an acceptance form.

Begin your event proposal by giving a brief introduction of your company. Next, present a customized pitch on how you plan to visualise the client’s event. Following this, add information about pricing, past work, client testimonials, etc. End the proposal with an event contract.

Start filling out the template should be a subheading and information about the company and the name of the client. Prepare the information about the company in advance, because the client needs to know who he is going to work with. In general, any company should have an “about us” section, because you can’t do without it. Prepare pictures and details about the best work that has already been done and add them to the template. In addition, specify the terms of cooperation, everyone’s responsibilities, and prices.

Go to the PandaDoc website to see an example of a completed template for your topic. Then download the blank event proposal template and fill it with your information. You will keep the structure, but add features of your work that will distinguish your proposal from others. Make it original and memorable to pleasantly surprise your client with your individual and professional approach.

Use event offerings to present your service to customers. This will allow you to present all your benefits more effectively, and clearly show what you can do and what experience you have. Such a document should be perceived as another tool for attracting customers, and it is so easy to do that for each event you can make an individual example with pictures.

How to Make an Event Proposal?

The example of an event proposal clearly shows that such a document consists of several pages, which fill in all the important information. To make one, one needs to become more familiar with the features and understand the main point. If a person does not know the purpose of such a document, he will not be able to compose it effectively.

The Purpose of an Event Proposal

The company, which is engaged in conducting events, should ideally prepare an event proposal because it determines the further development of events and customer reactions. The main purpose of such a proposal – is to show the client what work can be done, as well as specify the volume, prices, and other important details.

Such a document that communicates all the conditions, prices, scope of work, shows examples and contains other information that is important for the client to know before starting cooperation.

The event proposal letter is written at the initial stage of cooperation, so the company needs to attract the attention of the client. To do this, use all your competitive advantages and opportunities. So that the client can visually perceive your work experience, show him examples that have been done before.

If you are filling out the events proposal template for the first time and don’t know what should be included, write about the purpose of the event. This section implies your vision of all the preparation and what it might look like. If you have previously discussed nuances with the client, be sure to take them into account, as this will demonstrate your professionalism. In addition, write a list of staff who will participate in the celebration, the schedule or in other words, the hourly schedule of events (perhaps an entertainment program), and the unique features of the future event.

How to write a template for event proposal?

If you have found a suitable template on PandaDoc, then you won’t have any further difficulties in filling it in. There is a structure in the ready-made event proposal template, which you just need to fill in with your information. Additionally, add pictures of your works, change the font if you want, and let your imagination run wild to attract the client’s favor.

A standard document consists of:

Title, subheading, for whom prepared, and by whom prepared.
The second page describes the company. It is important to briefly and concisely lay out the basic information, including experience, location, and advantages of cooperation.
A couple of pages can be allocated to clearly show how the events on various topics, organized by your company, look like.
Point out your customers, if they don’t mind.
Give approximate prices for the event. You can do this in more detail by describing each service and its price separately. Don’t forget about discounts, if your company provides them.
Event Contract. This specifies all of the provisions that both parties must adhere to. The terms of payment, the company’s obligations, the terms of termination of the contract, consent to the use of the client’s trademarks, and legal details are written down. All of this is supported by a separate signature.
Company responsibilities (complete list).
Schedule and method of payment.

Remember that the offer to each client can have an individual character. Especially when it comes to large events. Regardless of whether you use a debut event proposal sample or any other, the template must be written in a quality and informative way. As for jurisdiction, you must consider the laws of your state.

When to use an event proposal?

The event proposal is used to attract new customers. A person who wants a perfect event, turns to professionals for help, and wants to know in advance what to expect. When choosing, customers pay attention to the finished work and other points that are spelled out in the proposal.

The company should take the offer of the event as its face because it determines whether the client wants to cooperate or not. He can compare this document with other organizations, and depending on certain factors, make a decision.

The event proposal also has a legal section that ensures both parties are against trouble. It becomes a guarantee that all the arrangements will go as originally stated and no unpleasant surprises will occur. In addition, the client will not be able to avoid payment, and the company will not be able to avoid the quality performance of services. There is also a section with the termination of the contract, which may be relevant if the client has an unforeseen event. There you can also specify other conditions, under which the cooperation can be terminated or cut short.