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  3. Event Proposal Template

Content

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 for ABC Event

Catering for XYZ Event

Corporate cocktail party for Acme Inc.

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.

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!”

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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