Pitch events with venue, programme, budget and supplier overview
For event organisers, wedding planners and conference producers. Programme, venue options, catering choices, supplier breakdown and total budget.
An event proposal template is a proposal document that an event agency, wedding planner or conference organiser uses to pitch an event to a client. You use it when an HR manager, marketing manager, couple or board wants an event organised and needs to see the concept, what it costs and who arranges what. This template includes the event concept and audience, venue options with floor plans, the programme with timeline, catering options, a supplier breakdown, AV and production, a budget with contingency and a run sheet with risks.
The template opens with the event concept and the audience, followed by two or three venue options with floor plans and capacity. The weight sits in the budget with supplier breakdown and the contingency of usually 10 percent, because that is where the client decides whether it is feasible. The programme with timeline, catering options, AV and production and the run sheet with risks show that you also have the day itself under control.
This template is meant for event agencies, freelance event planners, wedding planners and conference organisers running corporate events, conferences, weddings and product launches. The reader is an HR or marketing manager, an office manager, a couple or a board that has a budget and wants to know whether the concept fits within it. Venues and caterers use it too as the basis for an all-in offer.
Work out the budget per supplier first, because the client looks at the total and the contingency before anything else. Then adjust the venue options to the guest count and the date, and drop options that are unavailable. Fill the programme with real times and speakers or segments. State per supplier who the contracting party is, you or the client, and set the cancellation terms and the payment schedule with deposit.