Every event needs an event proposal. Here’s how to build a great event proposal template that you can utilize time and time again, it’s great because it’s simple and because you can modify it to fit any of your event needs.
Whether you’re planning a small department party or a grand charity gala the most appropriate way to present your event to clients or management is by creating an event proposal. This is the most serious and professional way to go about planning your event and actually the most appropriate way to keep your own organizational sanity.
What is an Event Proposal?
An event proposal is basically the business plan of your event. It starts with an “executive summary” and goes on to cover every detail of the event.
Why do I need to have an event proposal?
You need an event proposal so that everyone on your team and everyone you’re working for are clear on what the event is about, know all the details of the event and can refer to it if any questions arise during your absence.
Imagine a situation when a venue calls to confirm the dates for an event you’re organizing and you’re out of the office and can’t be reached. The event proposal is something that your team can refer to for this vital information. Yes this seems unlikely however it has happened in the past especially for events that are happening far in advance or when multiple events are running at the same time.
Keep in mind that the event proposal will be viewed by many different stakeholders; marketers, finance, potential sponsors etc. Each with their own goals and targets, therefore the proposal should be general enough to paint the overall picture yet specific for each party to be able to make decisions based on the details provided in the proposal. Click here for an example of how your stakeholders will be reading and analyzing the event proposal.
Event Proposal Template in Detail:
I find it most useful to use my own custom made event template based on a number of templates I’ve used in the past and a number of non event planning templates. When you’re presenting your event idea listen and note the questions you are being asked, then incorporate them into the event proposal.
You’ll find a great event proposal sample here.
Introduction: In this section you are introducing your event, this is where you “write to impress.” Use this space to sell your event by introducing the event concept, the event title and outline the event program.
Venue/Entertainment/Food & Beverage: This section will expand on your introduction and cover the main questions about the event; this is where you answer the 4W’s [Who, What, Where and When.]
Event Logistics: This is one of the more complex parts of the event proposal template and I suggest using an event planning template to complete this section. In this section you will explain how exactly you are going to attain what you’re promising in the first two sections. For example: how much are tickets going to cost, how are the invitations/registrations going to be managed, will this be an evening or daytime event? Will you be purchasing event liability insurance or just event cancellation insurance? Provide a detailed description of all products, giveaways, brochures, flyers, etc. intended for distribution at the event.
Finance: Your budget proposal, your anticipated expenses and anticipated revenue from the event. This is the place to state how you are going to report on the finances and how often.
Marketing: Present a general marketing strategy for your event or how you are going to work with the marketing department to market the event. Talk about your target audience and what need your are fulfilling with your event and why you think it is going to be successful. In addition: list PR companies, media coverage, celebrities and sponsors that you are going to be working with. Note: depending on the size of the event you might need to create and use a sponsorship proposal template when working with event sponsors.
Additional Points to Mention:
Key people: Who is on your team? What departments will you be working with and who is accountable for what. List all the key people that are going to be involved in producing this event and get approval for these names. You don’t want to be planning an event mid way and discovering that your marketing manager is tied up in two other events. Click here for more great tips on event proposals.
Important to Remember: The physical appearance of the proposal is important. Make it presentable, something that you wouldn’t be ashamed to show to a company CEO. It should be professional, appealing, exciting and to the point.
A vast amount of detail goes into the planning an implementation of an event, this is why the planning process prior to carrying the event out is so important. An event proposal template will guide you through the process of event organization and keep you focused during times when you might find it really hard to concentrate or even think . It’s worth your while to spend some time on putting an event proposal template together and I’m sure that you’re going to be able to do it quickly and painlessly with the information from this post.