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Event Proposal Template: Our Company and Team

This document provides a template for an event proposal that includes sections on the event planning company and team, the proposed event details and activities, pricing and payment schedule, and a contract for signature. The template offers guidance on customizing each section for the specific client and event being proposed, including providing profiles of the event management team, a timeline of event activities, and pricing details. Signatures from the client are included to finalize the proposal. Photos from past events are also suggested to showcase the company's work.

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iyagi
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117 views

Event Proposal Template: Our Company and Team

This document provides a template for an event proposal that includes sections on the event planning company and team, the proposed event details and activities, pricing and payment schedule, and a contract for signature. The template offers guidance on customizing each section for the specific client and event being proposed, including providing profiles of the event management team, a timeline of event activities, and pricing details. Signatures from the client are included to finalize the proposal. Photos from past events are also suggested to showcase the company's work.

Uploaded by

iyagi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Event Proposal Template

As an event planner, you know how to organize and execute any occasion so that it runs smoothly and
offers an excellent experience for guests and hosts alike. However, you might need some help with
developing a professional proposal that you can proudly deliver to potential clients. This template offers a
structure and examples to help you create a clear, comprehensive proposal for any event.
HubSpot Tip: Make specific updates to the template for each new event you are managing. It is
important to provide each client a customized proposal that is specific to the unique requirements of their
event.

Our Company and Team


Provide a one-paragraph overview of your event management company. Describe when, why, and by
whom your company was founded. Mention key events that you have planned in the past, focusing on
ones that are similar to the event you are currently proposing. Describe your company’s mission and tell
the reader what sets you apart from other event planning firms.

Our Services
Give an overview of the types of assistance you offer to clients. This list does not need to be specific to
this particular event proposal; you should include all of the event management services that your
company offers. After giving a brief introduction, you can provide the services in a bulleted list, as shown
below:
 Service 1
 Service 2
 Service 3

Our Proposed Event Management Team


Offering a credible team is essential to the success of any event management proposal. In this section, you
should provide an overview of your team and the role each member will play in managing this event.
Then, you should provide the names, titles, and brief profiles or biographies of each of your proposed
staff.
Each profile should comprise a short paragraph and should include the team member’s years of
experience in event management, any relevant certifications or educational milestones, and similar events
they have managed in the past.
 Team Member 1, Title – Profile
 Team Member 2, Title – Profile
 Team Member 3, Title – Profile
HubSpot Tip: Consider including professional headshots of your proposed team, to personalize the
proposal and connect faces with the names.

1
Your Event
Summary
Provide an overview of the event, describing the different activities that will take place, the type of food
and beverages, and the style of décor. If applicable, explain how the event fits with your client’s strategic
goals.

Details
After giving a brief introduction, present the important details of the event, perhaps using the table below
as a template.
Event Name
Date and Time
Location
Theme
Number of Invitees
Expected Number of Attendees
Key Message

HubSpot Tip: Customize it! The items in the table above are only suggestions. Feel free to edit them
to the specifics of the event you are proposing.

Major Activities and Timeline


After describing the event in general, you should show the activities involved in planning and executing
the event, with start and completion dates. This gives the potential client a sense of the timeline for the
event, how many times you will need to meet throughout the process, and allows them to follow along
with the schedule and know that all activities are being completed on time. You can use a simple table,
like the one that follows, to depict the timeline.

2
Activity Start Date Completion Date

HubSpot Tip: Including a detailed schedule highlights your credibility and shows your ability to
execute the event on time.

Pricing and Payment Schedule


Indicate all of the activities and items that are required for the event to be successfully planned and
executed. Some of your costs will be at an hourly rate and some will be associated with a flat fee. You
can present and total them in a table like the one below.
Activity/Item Hourly Rate/Flat Fee Estimated Hours/Quantity Price

Subtotal:
Tax:
TOTAL:

For this type of work, payment often happens on a schedule, with a percentage being owed upon signing
the contract, and then additional amounts being due leading up to the event. You can use a table like the
one below to indicate the proposed payment schedule.
Amount Deadline
Deposit – 20% of total Upon contract signing
25% of total 2 months prior to event
30% of total 1 month prior to event
Final 25% of total 1 week before event

HubSpot Tip: Update the pricing information and payment schedule according to the specifics of the
event.

Contract
Indicate what is needed to move to next steps. Most likely, you will need a signature from the client, and
payment of a deposit. You should also include your company’s specific contract details indicating the
terms and conditions for this work.

3
HubSpot Tip: Consider including your contact information (email address and phone number) so that
the customer can get in touch with you quickly to discuss the proposal, if necessary.

Signatures
Following the contract, you should include a place for signatures by the client.

________________________ ________________________ ________________________


[Name], [Role] [Name], [Role] [Name], [Role]

HubSpot Tip: Include signature lines for everyone who is responsible for approving the proposal.
Include their names and roles to personalize the document.

Gallery
If you have photos of past events, consider collecting and including them at the end of your proposal to
give the client a sense of your style and skillset. You can include photos of the kinds of décor, food,
drinks, and event invitations that you typically offer.
HubSpot Tip: “A picture is worth a thousand words.” While the written word is powerful, never
underestimate the influence of a photo! You might even consider including photos throughout your
proposal to illustrate your points in each section.

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