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Tit bits on how to write an event proposal

Whether you are gearing to take up that million dollar talk of the town wedding or the small campus get-together, you must come up with a well-written proposal. The proposal is meant to be a complete description of the event in question. Whether you are a professional event planner or a volunteer, you have to put everything in writing so as to convince the client about your event management skills. But, do you know how to write an event proposal? No matter how many events you may have managed in the past, you still need to know how to write an event proposal if you wish to win the next event.

You have to start by realizing that no two events are the same. So, you must speak with the client or read their written explanation of what they want before you start writing the proposal. Any event planner that writes without hearing from the client definitely does not know how to properly write an event proposal. The event management business is growing by 44%, and this means that opportunities in the sector are growing. But at the same time, the competition is getting fiercer. However, you will be placed 99% above the competition if you know how to write an event proposal properly. If your proposal is well organized, highly detailed and rightfully scheduled, your clients will know that you have just the right skills set they want. Clients are often nervous, anxious and unorganized. It is your professionalism and experience that will calm them down.

Most clients do not know the exact things they want. That is exactly why they are employing you. Whether the event is a corporate night, reunion, wedding reception or a birthday party, you have to start your proposal by describing the event. You can only do this after rigorously researching the event in question. But before the research, you must have a meeting with the client. Get to know what the client wishes to accomplish with the event, so as to understand the exact type of event they want. Get the logistics by jotting down the desired location, time, date and other key points about the event. Pay special attention to the client’s thoughts about the theme of the event, the color scheme, the catering and some other visual effects. If your proposal is too formal, then you don’t know how to write an event proposal. You are trying to sell your company, so your logo and contact information must be boldly written on the cover page of the proposal. The proposal should be tailored to your client’s specific needs. They are getting proposals from other planners, so you will not be selected if you don’t know how to write an event proposal.

Writing the summary of the event proposal

The first thing to write is a complete summary of the needs of your client. Do this in the event description. Let it be a summary of the entire needs of the client and what they wish to achieve with the event. When you start your proposal with this, it does not only show you as one who knows how to write an event proposal, it will also instill some level of reassurance in your client. It means that you understand their desires and therefore can quench them. This should consist of the details you got from the client during the meeting. It must include the options for entertainment, facilities at the venue, the number of guests being expected and many others. To showcase your professionalism, more helpful suggestions are expected from you here. Open the client’s eyes to other options that they may like, but make sure that these are within the client’s budget. This is how to write an event proposal that stands tall. Another trick that is used by men who know how to effectively write an event proposal is pictures of the venue location. With this, the client will see what they should expect. This will increase the client’s interest in you, especially when others are sending only word documents.

Writing the body of the event proposal

After the summary, a professional who knows how to write an event proposal will move to the core of the proposal. The body of the proposal starts with a summary of your experience as a planner. People will always want to hire experienced planners. You have to summarize yourself, your qualifications and your experience here. Just let the client know who you are and how long you have been planning events. You know how to write an event proposal when you go beyond official experiences and qualifications. State your capabilities and things that place you above the crowd. Mention internships and experiences in project management and coordination in other fields. Any training you have attended to in the event planning sector must be stated too. You only know how to write an event proposal if your proposal is able to get you the job, so you should include anything that lands the contract on your table.

From here, you should move to an explanation of the services you offer. This is where the client is interested in. If it’s a large event which involves a pre-wedding night, wedding, reception and dinner party, use headings and subheading for each of the functions. List the things you can offer on each. If you state wedding reception as a heading, give details of the duties you will take on the wedding reception to make it great, for instance, the decoration of the venues, setting of tables and chairs, hiring of staffs, serving food to the guests and others. If you are writing about smaller events, you may avoid the headings. Those who know how to write an event proposal will use bullet points to marshal out the duties they will perform here. Presenting a photo of such event, you have handled in the past will help the client to understand what you are proposing.

The next section involves an explanation of how you will offer the services. If you have stated that you will be doing the decorating, explain the color to use, the type of fabrics, what should be on the tables of the guests, the flowers to use and others. If these things are missing, then you don’t know how to write an event proposal. It is also good to give the cost of each item in this section, so as to make it easier for you in the overall budget. Indicate if you are passing this cost as is or whether you are marking up the vendors.

Event proposal budget and event policies

Most clients are always anxious to know the total cost of the events. Many people choose planners based on the cost. Though you may have given a breakdown of the costs in the services section, give the total budget here. Having given the client an amazing proposal, you have to give a detail of the costs of the items and the need for each item. Your client may not know the functions of some of the things you included. State their functions and how each item also helps in cutting costs. This is the hallmark of knowing how to write an event proposal.

After the budget, state the event policy, which should include minimum guaranteed headcount, payment due dates, damage or rental policy, cancellation and refund policy and limited time offer issues. Make this section very clear to the client. This is where you look to in times of dispute.


Caveat for new event planners

Every new event planner is supposed to engage in a thorough internship under experienced professionals. This is where you should learn how to write an event proposal. Never make the mistake of thinking that a price list stands for a proposal. No, the proposal is a document for sales and it is meant to persuade your client to hire you. The proposal is supposed to instill some amount of trust and confidence on the client that you can deliver excellent services. Some clients, after reading the services you offer will decide to hire you even when they have not seen the budget. If you know how to write an event proposal, you must gather enough information about the client and the event before you write any proposal. This is to ensure that you are giving a custom proposal for the client’s particular event.

Do not make the mistake of sending the same proposal to every client. It is a recipe for failure. As a new or young planner, you are also advised to present a cover letter. You may be competing against more experienced planners, so you need something to push the client to hire you.


Things to be included in the proposal

If you claim to know how to write an event proposal, then yours must include specifics about the location of the event, the number of expected guests, exact date of the event, the profile of the guests and the major reason for the event, the results expected from the event and the budget of the event. The benefit of the event to the participants, sponsor and the organizers is stated as the primary goal of the event.

  • Benefits to the sponsor may include marketing materials, logos, signage and models.
  • Benefits to the organization may include awareness creation, donations, media coverage and the increase in memberships.


Event proposal format

The standard format for an event proposal must include, a cover letter, a table of contents page, an executive summary of the event, a summary of your services, the budget section, the policy section and a conclusion. This is how to draft an even proposal correctly.

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