Event Planning Proposal Template

Thank you for considering [Agency] for your event planning needs. We understand [Client Name] is planning a [type] event to [goals]. Our proposed event will [outcomes] by [approach]. This proposal outlines our event concept, planning approach, logistics, timeline, and investment required.

Event concept: [Theme/Concept] that [description]. The event will [experience] creating [outcomes]. Key elements: [Elements]. This concept aligns with [Client Name]'s brand and will resonate with [audience].

Event details: Date: [Date], Time: [Time], Location: [Venue], Attendees: [Number], Format: [Format]. Logistics include: Venue selection and setup, Catering and menu planning, Audio/visual requirements, Transportation and parking, Registration and check-in, and On-site coordination.

We'll manage all vendors including: Venue, Catering, A/V, Entertainment, Photography/videography, and [Others]. We'll handle: Vendor selection and vetting, Contract negotiation, Coordination and communication, and Day-of management.

Planning timeline: [X] months before: Concept development and venue selection. [X] months before: Vendor booking and contracts. [X] months before: Final details and confirmations. [X] weeks before: Final walkthrough and coordination. Day of: Full on-site coordination. Includes regular check-ins and updates.

Total budget: $[amount]. Breakdown: Venue: $[amount], Catering: $[amount], A/V: $[amount], Entertainment: $[amount], Decor/design: $[amount], Management fee: $[amount], Contingency: $[amount]. We'll provide detailed budget tracking and approvals for major expenses.

Day-of coordination includes: [X] coordinators on-site, Vendor management, Timeline execution, Problem-solving, and Guest assistance. We'll ensure everything runs smoothly so you can enjoy the event.

Post-event includes: Vendor payment processing, Event recap and report, Photo/video delivery, Feedback collection, and Final reconciliation. We'll provide a comprehensive post-event report.

Management fee: $[amount] covering all planning and coordination. Payment: [X]% upon contract, [X]% at [milestone], [X]% at final. Event costs (venue, catering, etc.) are separate and paid directly to vendors or through us with [X]% markup.

We've planned [X] events achieving [results]. Our team has [X] years experience. We're committed to creating memorable events that achieve your goals.

Let's schedule a call to discuss. Upon approval, we'll begin concept development and venue selection within [timeline].