{"id":5081,"date":"2022-01-26T16:20:14","date_gmt":"2022-01-27T00:20:14","guid":{"rendered":"https:\/\/www.peerspace.com\/resources\/?p=5081"},"modified":"2024-08-21T10:07:08","modified_gmt":"2024-08-21T17:07:08","slug":"event-proposal-template","status":"publish","type":"post","link":"https:\/\/www.peerspace.com\/resources\/event-proposal-template\/","title":{"rendered":"Here’s How to Make an Event Proposal Template"},"content":{"rendered":"\n

In the event planning business, you\u2019ll find that crafting a persuasive and comprehensive event proposal template is necessary. For instance, if you\u2019re trying to do business with corporate clients, they’re even more likely to expect an official event proposal. Why is that? Well, this document communicates who you are and what services you\u2019ll provide for an event. So as you can see, it will help a potential client decide whether to hire you or not. Plus, it’ll also help guide the project as you begin planning.<\/p>\n\n\n\n

As the largest online marketplace for hourly venue rentals, we at Peerspace<\/a> specialize in all things event venues. We have incredible spaces in thousands of cities across the globe, ranging from galleries and lofts to cabins and warehouses. It’s fair to say we know what works when crafting an event proposal template. And what … ahem … doesn’t! Stick around to learn how to make a killer event proposal template that serves you and your clients. <\/p>\n\n\n\n

Rule #1: Keep it human<\/h2>\n\n\n\n
\"Baby <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

Usually, you\u2019ll meet the potential client for a one-on-one discussion before drafting the event proposal. It’s your perfect chance to make a great impression, so listen enthusiastically. They\u2019ll give you valuable hints as to exactly what they’re looking for in terms of the event and your partnership. Plus, when you remember their ideas in that conversation and work them into the proposal, they’ll appreciate your attention to detail.<\/p>\n\n\n\n

Never forget that <\/em>people pore over event proposals, and this is your best chance to communicate with them in writing. While it\u2019s going to save you tons of time to work from an event proposal template, you should still personalize it for each and every client. Make them see the story of their event as it\u2019s going to unfold with your help. <\/p>\n\n\n\n

What\u2019s more, a slick and thoughtful event proposal signals to clients that you\u2019re a serious professional with creative ideas. Remember, they\u2019re probably also looking at proposals from competing event planners, and the event proposal will be a critical component in making their decision.<\/p>\n\n\n\n

Ahead, we’ll detail exactly how to create a winning event proposal template.<\/p>\n\n\n\n\n

\n
\n\n \n

Book the perfect venue for your event.<\/h2>\n\n \n \n

\n Peerspace makes it easy to book the perfect event space. Browse our location library and enjoy no-hassle bookings today. <\/p>\n\n \n \n Find event venues<\/a>\n\n \n <\/div>\n

\n <\/div>\n<\/div>\n\n\n\n

Cover page<\/h2>\n\n\n\n
\"wakefield <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

Kick things off with an attractive cover page. Make sure it includes your company\u2019s branding, but also make it specific to the client. You\u2019ll catch their eye quickly and create a great impact if you include some beautiful imagery as well, like photos from events you\u2019ve done that are similar to theirs. Here\u2019s an example:<\/p>\n\n\n\n

\"event <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

Beyond the cover page, the design is less important than the content since the proposal will be more text than visual. But mark everything clearly with section headers, don\u2019t be afraid of color, and intersperse pictures where there\u2019s room.<\/p>\n\n\n\n

Section 1: Project Overview<\/h2>\n\n\n\n
\"Winter <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

This section is going to be pretty customized every time since you\u2019ll be writing up a general description of the client\u2019s event. This is where you\u2019ll be using all those notes you hopefully took during your first chat with the client. Prove to the client that you understand their vision. <\/p>\n\n\n\n

It’s in this section that you establish you\u2019re on the same page. You can also list out some specific details that they\u2019ve mentioned to you in passing, like whether or not it needs to be catered, information about the venue (if it\u2019s already decided), or potential entertainment options.<\/p>\n\n\n\n

Speaking of catering and entertainment, make sure you rely on Peerspace<\/a> to be your single-platform event secret weapon! Not only do we offer you access to the most stunning spaces just about anywhere, but we also have our very own Concierge service<\/a>. This is the team that can source and deliver any extras you need for your event, like the aforementioned catering and entertainment. And no, you don’t necessarily have to give us a shout-out on your proposal!<\/p>\n\n\n\n

Section 2: about your company<\/h2>\n\n\n\n
\"airbnb <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

On the next page, sell yourself. You can reuse this section from client to client. Write a few paragraphs about you, your qualifications, and your history as an event planner. Include some information about any events you\u2019ve planned that are particularly awesome, ambitious, or unusual. Have fun with it. <\/p>\n\n\n\n

It\u2019s also important to note that in a corporate situation, often things are decided by multiple stakeholders. So even if you made a great impression on the person you met, there may be other people who have a say who will only have the proposal to judge you on. <\/p>\n\n\n\n

Furthermore, in a situation where the company has interviewed multiple planners, this may help jog their memory about some of your finer qualities. It\u2019s okay to let your personality shine through! Most proposals they read will be lifeless Word documents that feel legalistic and impersonal. They won\u2019t be enjoyable to read. Give your proposal some life, and you\u2019ll win far more contracts.<\/p>\n\n\n\n

Section 3: Services offered<\/h2>\n\n\n\n
\"Airbnb <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

This is another section of your event proposal template that you can probably reuse over and over again. List out all the specific services you\u2019ll perform for the event, along with a few sentences of explanation for each. <\/p>\n\n\n\n

Don\u2019t get too wordy. That\u2019s good advice for this project in general \u2014 be detailed, but find a balance. If it\u2019s too dense, the client will skim.\u00a0There\u2019s room to get a bit creative in the design for this section with icons, tables, and other design elements. <\/p>\n\n\n\n

Here\u2019s an example:<\/p>\n\n\n\n

\"event <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

It\u2019s easy enough, but putting just a little bit of effort into making the event proposal template look less like one solid block of text will make an impression. We also recommend putting the prices associated with these individual services in this section. That way, the client understands how you\u2019re reaching your budget numbers on the next page.\u00a0 <\/p>\n\n\n\n

You can list out all the services your company does on the template, then just remove services that aren\u2019t relevant for particular proposals.<\/p>\n\n\n\n\n

\n
\n\n \n

Book the perfect venue for your event.<\/h2>\n\n \n \n

\n Peerspace makes it easy to book the perfect event space. Browse our location library and enjoy no-hassle bookings today. <\/p>\n\n \n \n Find event venues<\/a>\n\n \n <\/div>\n

\n <\/div>\n<\/div>\n\n\n\n

Section 4: budget breakdown<\/h2>\n\n\n\n
\"LA <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

There are no two ways about it: you\u2019ve got to get into the money sooner rather than later. Make everything as clear and detailed as you can be so that there\u2019s no question about where each itemized cost comes from. Often clients (or anyone, for that matter) don\u2019t have a clear picture of all the little ways that costs can add up when you\u2019re creating an intricate event. So an itemized system helps them see the reality of where costs come from. Managing expectations with clear and detailed information is the best way to avoid \u201csticker shock.\u201d <\/p>\n\n\n\n

Another bonus of itemizing the budget clearly is that if the company ends up needing to negotiate the contract price, you can easily discuss which services to subtract or alter in order to hit their budget needs. This also ties costs to services in a concrete way. When they say, \u201cCan we bring the price down?\u201d you\u2019re not just agreeing to an arbitrary price decrease in order to win the contract. <\/p>\n\n\n\n

Instead, you can suggest cutting costs by changing a service (like removing one of the catering tables or hiring less expensive entertainment), so you\u2019re not delivering more and getting paid less. <\/p>\n\n\n\n

Section 5: terms, conditions, and policies<\/h2>\n\n\n\n
\"where <\/picture>
Source: Peerspace<\/figcaption><\/figure>\n\n\n\n

On the last page, you can include any terms, conditions, or policies that you need to get down on paper. <\/p>\n\n\n\n

This might include things like:<\/p>\n\n\n\n