23 Free Event Proposal Templates (Excel / Word / PDF)

best event proposal template 5

A successful event planner presents an effective and comprehensive event proposal template in order to grab the attention of prospective clients. In the event planning competition, a good event proposal sample will make you a front-runner.

You have to do a lot of study for planning an event. Moreover, you have to pay attention to details, organization, scheduling, and follow-up. Your client will get impress by having a well-formatted event proposal letter. He would also recognize in you the necessary skills needed to handle his events or activities.

The essential elements of an event proposal template:

When planning an event proposal letter, details are important and how much detail will include depends upon the importance and the scale of the affair. Here are the important elements that you must include in an event proposal template;

Event description

The event description involves the event’s theme. The event proposal should provide an overview to the reader on what the affair is all about. Sometimes, the event will not require too much explanation as they are common. To carry out the message, a good planner shouldn’t just depend solely on the event’s title.

Your experience as the planner

A bid that an organization or entity makes for the event must extol their capability and experience as bidders. It is important that the one who evaluates the bidders will ensure that they will put on a good performance. The information regarding the event management experiences of the team submitting the proposal should be concise and relevant.

The venue and all of its facilities

The event’s menu should has a major point of consideration. It should first suit the affair. All the available facilities in the venue should be listed in detail in the venue. Take the following into account in case you are holding the event indoors and describe them in detail;

  • The kind of floor surface
  • Lighting fixtures
  • Air-conditioning if any
  • Seating
  • Electronic equipment

On the other hand, if you are holding the event outdoors, consider and describe the following;

  • The maintenance level of the venue
  • Seating of the spectators
  • Any shaded areas where the guests can stay
  • Fencing
  • Drainage
  • Floodlighting is also worth mentioning

In addition, it is also important to include the number of dressing rooms and the condition for the participants. A floor diagram or map of the venue should be included in the good planners.

The program

In the creating the program, the hosting club or organization generally has very little to say particularly after they’ve already set the date. A recommendation for a program to have a flow of how the whole event will progress can also include in the event proposal. The number of hours that decision-makers can use the venue for is also an important item that they should know. You should also check One Sheet Templates.

The proposed budget for the event

The proposal should also include a draft of a budget of probable expenditure or income. The budget should be realistic. The sponsors who have yet to formalize a sponsorship agreement, you will have some careful consideration while suggesting them. When you already have taken into account the projected expenditure and income, the budget shouldn’t indicate any kind of loss.

How to write an event proposal template?

Here are some tips that you can follow in order to write an effective event proposal;

Gather all the data you require

The resources that the good event planners have, they aren’t feel satisfy with them. If they require clarification, they aren’t afraid to ask for help. If your proposal contains the data that you aren’t sure of, when you start writing your event proposal, this may translate into confusion. Furthermore, you have to consider the following important things;

  • Your client’s budget,
  • His authority to make decisions,
  • What the client needs,
  • The event’s timeline

Draft an overview of the proposal

You have to state the event’s most relevant details at the onset of the draft. In case, you have to make revisions after delivering the proposal, a good practice is to add a version number. You would deal with a decision-maker right from the starting in an ideal situation. But, you may have to make some revisions in case you’re dealing with a lawyer representative. Versioning will assist you and your client in keeping track of changes.

Explain why the client should select you

You and your planning team have to present the main competencies of your event planning have before your client. To buttress your claims, you can use other client testimonials, referrals or reviews. You as the event planner articulately communicate to your client your perception of what he requires.

Consider the event’s audience, goals, and concept

The next tip will be the real substance of your event proposal after getting your client’s attention. You should have a breathtaking venue or delicious food. But, your main purpose is to send the message to the attendees. Therefore, you should consider the following;

  • Audience
  • Goals
  • Concept

The scope of the event and the services you’ll give

Each event may have a lot of similarities in case your services encompass all of the phases of an event. Likewise, other event planners, it is based on your client’s requirements that what you do along with what you offer may shift.

The design elements

There are no specific rules on how to display your creative ideas. Your designs should be innovative and lively.

Make an initial timeline

Here, you have to provide the most important milestones in the proposal.


Before writing your proposal, you have to collect enough information. In the proposal’s early stages, there will always be some grey areas that contain these assumptions.

An estimation of the budget

Inform your client about the cost of services, equipment, and labor on the basis of your plans.

Ask your client to sign

You should provide the client the chance to affix his signature. You may also like Place Setting Templates.


In conclusion, an event proposal template is a document that highlights the key points of the event. If you feel exhausting and frustrating for creating the proposal on your own, you can download an event proposal template from any website.

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