Here’s How to Make an Event Proposal Template

In the event planning business, you’ll find that crafting a persuasive and comprehensive event proposal template is necessary. For instance, if you’re 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’ll 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.

As the largest online marketplace for hourly venue rentals, we at Peerspace 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.

Rule #1: Keep it human

Usually, you’ll 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’ll 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.

Never forget that people pore over event proposals, and this is your best chance to communicate with them in writing. While it’s 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’s going to unfold with your help.

What’s more, a slick and thoughtful event proposal signals to clients that you’re a serious professional with creative ideas. Remember, they’re probably also looking at proposals from competing event planners, and the event proposal will be a critical component in making their decision.

Ahead, we’ll detail exactly how to create a winning event proposal template.

Cover page

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

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’t be afraid of color, and intersperse pictures where there’s room.

Section 1: Project Overview

This section is going to be pretty customized every time since you’ll be writing up a general description of the client’s event. This is where you’ll be using all those notes you hopefully took during your first chat with the client. Prove to the client that you understand their vision.

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

Speaking of catering and entertainment, make sure you rely on Peerspace 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. 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!

Section 2: about your company

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’ve planned that are particularly awesome, ambitious, or unusual. Have fun with it.

It’s 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.

Furthermore, in a situation where the company has interviewed multiple planners, this may help jog their memory about some of your finer qualities. It’s okay to let your personality shine through! Most proposals they read will be lifeless Word documents that feel legalistic and impersonal. They won’t be enjoyable to read. Give your proposal some life, and you’ll win far more contracts.

Section 3: Services offered

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’ll perform for the event, along with a few sentences of explanation for each.

Don’t get too wordy. That’s good advice for this project in general — be detailed, but find a balance. If it’s too dense, the client will skim. There’s room to get a bit creative in the design for this section with icons, tables, and other design elements.

Here’s an example:

It’s 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’re reaching your budget numbers on the next page. 

You can list out all the services your company does on the template, then just remove services that aren’t relevant for particular proposals.

Section 4: budget breakdown

There are no two ways about it: you’ve got to get into the money sooner rather than later. Make everything as clear and detailed as you can be so that there’s no question about where each itemized cost comes from. Often clients (or anyone, for that matter) don’t have a clear picture of all the little ways that costs can add up when you’re 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 “sticker shock.”

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, “Can we bring the price down?” you’re not just agreeing to an arbitrary price decrease in order to win the contract.

Instead, you can suggest cutting costs by changing a service (like removing one of the catering tables or hiring less expensive entertainment), so you’re not delivering more and getting paid less.

Section 5: terms, conditions, and policies

On the last page, you can include any terms, conditions, or policies that you need to get down on paper.

This might include things like:

• Cancellation policy, i.e. if the client cancels within X days of the event, they forfeit their deposit or only receive an X% refund, etc.

• Limited Time Offer on the proposal. This is how long the offer is good for. Usually this is 60 days.

• Insurance and Damage Policy. Usually you’ll have some language that covers you in the event that your client’s guests damage the venue or equipment. You might require that they have Event Insurance, or you might require that they be responsible for any damages incurred to the venue property.

• Payment schedule and methods. Information on how the client should pay you, as well as when their payment is due (and what happens if they pay late.)

Any information of this type should go here at the end.

Event proposal template parting thoughts

Hopefully this guide has helped you master your event template proposal. We also hope that you’ll rely on Peerspace now and as you grow your business! We work with event specialists in every sphere and understand how exciting yet challenging your job can be. We’d be happy to assist you and your team with your event locations. And remember, our Concierge service can also source and deliver other event necessities, like catering, A/V equipment, furnishings, entertainment, and more.

It might take a bit of time to do a really great job on your event proposal template. But if you win even one more job than you otherwise would have, it’s worth its weight in gold. Consider this a living breathing document that you can refine and develop as your company grows. You’ll end up using it all the time, so doing it right will be well worth the investment in time.

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