Event Filming Proposal Template

Win more gigs with our event filming proposal template. Whether you’re filming a wedding, corporate event, or music festival, our customizable template gives you a clear and easy-to-follow outline to demonstrate your experience and showcase your past work.
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Event Filming Proposal Template
Event Filming Proposal Template
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Corey Belgrave
366 Timber Ridge Road
App Factory
Dennis Davidson
4580 Grove Street
Suncoast Video
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Hello Dennis Davidson,

Many thanks for allowing me to present my proposal to you. It was great to speak with you, and I look forward to helping you shape the Suncoast Video brand in the United States.

As I mentioned yesterday, I come from a filming background and have worked on filming various events for corporate companies. Suncoast Video wants to produce a highlight film of their work in the past year from their seven locations across the Midwest. This sounds like a really fun project and one that I could enjoy tremendously.

For the best results, I’ll assemble a small team to help with travel, filming, editing, and post production processing. The aim is to have the results ready prior to the annual Christmas dinners held at each location.

My proposal details how I hope to achieve this and outlines my creative process. If you have any questions, please reach out, and we can set up a phone call. I'm happy to adjust.


Corey Belgrave

Why Corey Belgrave for event filming services?

I’m an accomplished business filmmaker. My projects include filming charity climbs of the highest peaks in North America, product development and launches across the Midwest, and small scale documentaries for the public and government use.

Each event is different, but my approach is always the same. I meet with clients, develop a clear brief describing what they want to accomplish, and then produce the best film for their goals.

Here are some testimonials from previous clients:

  • Corey Belgrave was great to work with. Their setup was discrete, and they did an excellent job of promoting our company at the event. We’ll definitely use their services again. - Kenneth, Owner of Small Manufacturing Company
  • Corey Belgrave is a brilliant professional. They were literally with us every step of the way during our climb of Mt Rainier for charity last year. The film they produced is used in every one of our locations and is a personal highlight for me. - Henry, CEO of Medical Supply Company

My clients value my professionalism, commitment to deadlines, and the results I produce.

Project description

You described your goal as “producing a video that shows our product development and our community involvement.” To make this happen, I’ll coordinate site visits to each of your seven facilities. Each visit will be planned weeks in advance so we can gather the best people to appear in the videos. 

Once the visits have been completed and filmed, I’ll produce a rough video draft for you to review. Following your feedback, a final edit will be produced in time for your company’s annual Christmas dinners at each location.


Here is the plan for how my event filming services will meet your goals. Let me break down the specific targets and how they will be met.

  • The biggest part of this project will be coordinating the seven site visits. It will be important to bring together the key employees, managers, and community representatives so we can film everything efficiently at each location. I’ll be working closely with your nominated project lead for each location to ensure smooth operations.
  • I’ll assemble a small team to facilitate travel, setup, and filming at each location. We will bring all the equipment required, so you will not need to plan any extra support. If there are location-specific needs, we can funnel those through the nominated coordinator for each space.
  • After the filming, I’ll produce a draft edit for you to review. This edit should contain all the right footage in the correct order for the final edit. You will be checking the content against the storyboards we will create at the beginning of the project to ensure we have included all the shots and stories you choose.
  • Once you’ve reviewed the video draft, I’ll make final edits based on your feedback and produce a final version. While it is possible to go through multiple revisions, it’s usually not advisable due to the time it adds to the project delivery.

Any adjustments to the plans can be made by sending me a message via email at corey.belgrave@gmail.com.

Deadline and deliverables

I am committed to meeting your deadlines and delivering quality event filming on schedule. Here are the milestones for this project:

  • We’ll meet again to discuss the project in more detail during the first week of the project. In the week following that meeting, I’ll prepare storyboards (in document format) for how each location shoot should go as well as the story arc for the entire video.
  • Once the storyboard has been approved, I’ll be in touch with each location coordinator. They’ll receive a copy of the storyboard so they can begin scheduling all the different people and assets needed to complete filming in a single day at their location. Each location will be offered two possible dates during August and September for the filming.
  • After all the filming has been completed in September, I’ll edit the videos into a single draft for you to review during the first two weeks of October.
  • The final video will be produced based on your feedback prior to the 1st of November.

My event filming services are highly regarded for organization, follow-through, and prompt delivery. I take pride in this reputation and look forward to delivering exceptional results for Dennis Davidson.

Payment terms

Projects such as this one run for several months before they finish. To facilitate these projects, I offer a schedule of payments. Here are the payment milestones:

  • 25% initial payment due upon signing the contract and before any work begins. 
  • A further 25% of the total will be invoiced once the storyboards have been approved.
  • The following 25% of the total will be due once the first draft has been delivered.
  • Payment of the remaining 25% will be due prior to the delivery of the final version.

The plan for this project is to accomplish all filming during a single visit to each location. Repeat visits due to lack of resources from your end will be billed at my normal day rate of £750 per day for a film team.

An electronic invoice will be sent once the contract has been signed and milestones passed. Each invoice is payable within 10 business days of receipt. Late payments may result in the suspension of work and/or late fees as specified in the contract.


Once you agree to this proposal, I will prepare a simple contract for event filming projects. The contract will reference the terms of this proposal, including any amendments you suggest. If you agree to these terms, please sign below, and return this proposal to me.


Thank you very much. I look forward to working with Dennis Davidson.



Dennis Davidson

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How it works

Templates make a good starting point, but the key to gaining clients is to stand out from the crowd. Indy’s proposal builder helps you close deals faster by letting you quickly customize proposals to your prospective client’s needs, turning cookie-cutter templates into professional, winning proposals that you can use again and again.
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Why Indy?

Your work may start with sending a proposal, but it doesn’t end there. Sign up for Indy to manage all your admin in one place.
  • Seal the deal with legally vetted contracts that protect your work, time, and money.
  • Manage your tasks and clients with simple yet powerful to-do lists and boards.
  • Record your time automatically and track which hours have been paid or need to be billed.
  • Get paid fast with invoices and accept multiple payment methods right through Indy.
  • Get a bird’s-eye view of everything due with a personal command center that monitors the status of your proposals, contracts, tasks, and invoices.

Event Filming Proposal Template

What is an event filming proposal template?

Event filming is a new branch of media. People use video equipment to capture unforgettable event moments. It not only makes the memories of the event linger on, but it also makes them stick to the minds of the people who view their videos. For any commercial filming project, it is vital you convince your clients, partners, or sponsors that your team will make an outstanding film. You need visual proof of your skills to get events covered with your cameras.

Event filming proposal is the best way to persuade your potential customer to hire you for filming. It can also serve as a good starting point for further discussions with the person who will make the final decision on hiring you. An event filming proposal template ensures that the event organizers get to know about your services beforehand. 

Remember that the prospective clients would need to go through the proposal before giving you their filming project to handle. Therefore, see it as an opportunity to up your chances of getting selected by them. 

An event filming proposal template is a more business-like and formal offer to showcase the services and packages you are offering in a particular event. This is usually used when engaging with a client in need of filming in a conference, seminar, or an organized gathering where they aim to send out their message more effectively and efficiently.

The purpose of an event filming proposal is to convince organizers and decision-makers that hiring a film crew for their next event is a good idea and will benefit them in one way or another. This is because there are numerous details they will need to attend to when producing events and organizing film productions. If you present all this information clearly in an organized format, you will be able to sell any client the idea of having their events filmed.

An event filming proposal template is a document used by people who want to secure event filming projects. This can be a freelancer, a production company, or a TV channel. An event filming proposal template outlines the proposed plan of action of how the whole event will be filmed. Writing this document depends on many factors and can vary depending on the project and the client. A good event filming proposal template should include sections that inform and impress potential clients about your work and skills.

An event filming proposal template is also a document that ensures you and your client clearly understand the details and scope of an event. It lets you avoid misunderstandings and potential problems down the road, making your job easier and your business more lucrative.

A filming proposal is also a document you can use to pitch a filmmaker on a documentary film. Productions do not just come to your door and interview your staff or clients or film members of the community that your studio serves. You have to woo them, and this requires a pitch professionally formatted in a certain way. This is what filmmaking experts refer to as an event filming proposal template.

How to write an event filming proposal template

Whenever a potential client inquires about your rates, you get a chance to gain their interest. It is entirely up to you how much use you make of that chance. You may dramatically improve your chances of getting hired by preparing a personalized and targeted proposal for clients.

A well-created pitch will demonstrate to the clients that you correctly understand their requirements and that you are the most qualified film production firm for the job. It's a great advertising instrument that enables you to highlight your brand, everything you bring to an organization, as well as what makes you highly suited to work on their project.

Each potential client typically requires a detailed pitch. It is generally worthwhile to put in the hard work if you already have the proposed client. With a good proposal, you discover that you will have a considerably more excellent likelihood of receiving. Nevertheless, creating it takes time, so ensure your products are well within the client's expense before you begin. 

Your proposal must be professional. Business proposals must appear to have been prepared by an expert. If your communication abilities are not entirely up to par, let somebody look over and modify your templates, including individual proposals. Avoid sending anything out of your firm that contains problems in punctuation, language, or layout. Doing this will create a negative first impression.

If you think you are not ready to create a proposal yourself you can use one of Indy’s proposal templates and edit it according to your needs.

Whatever you incorporate in the event filmmaking proposal template and also how you write it will differ to a certain level based on the customer you are proposing to and the form of job you are working on. Whatever demonstrates to the clients how competent you are to manage their unique assignment should be included. Make it as specific as possible to their organization, project, and requirements. For instance, if you are filming a firm's Christmas party and you have done it previously, make sure to highlight it. If you have worked for a company that has similarities with this one, list it too.

Also, try to portray your organization in a respectable and pleasant light. Take advantage of any opportunities to brag about yourself. Anytime you get the opportunity to express anything unique or intriguing about your firm, do that! If you are referring to your team, for instance, describe their impressive credentials. If you do not have something positive to say regarding them, leave it out. Avoid mentioning something that's not completely truthful.

What should be in an event filming proposal template?

An event filming proposal template should include:

  • Introduction: the proposal could start using a phrase or more that summarizes the project's primary goal. Here is an illustration.

"We at (Your company name) are happy to submit this proposal to "company" towards the aim of filming and producing a hotel promotional video displaying their properties in Ontario, Canada."

This is a simple process. If it's an event, it is significant to add the place and dates.

  • Company profile: here, you have a chance to impress your prospective client genuinely. You should explain precisely what renders you exceptionally fit to satisfy the customer in this segment. Understand that you are attempting to stand out from the crowd herein, so do not hesitate to highlight your skills and talents. However, refrain from telling lies to yourself, and do not exaggerate. Only give information which you are confident in.
  • Scope of the project: here is where you offer the project's information as well as the solutions you'll be giving. You begin with a summary that provides a somewhat more extensive explanation of the work than that of the preface. Afterward, you move further into more information with sub-sections like:
  • Script: if you are creating the scripts, you should define the procedure and the scope of your offerings in a few sentences. You can discuss a superb writer's credentials and expertise if you have one.
  • Shooting: provide information regarding the team, equipment and machinery, timings, venues, and sceneries, among other things. You should also list any tools, on-camera personnel, or other services that the customer will provide.
  • Editing: make a description of everything which will be featured in the editing process, including Powerpoint presentations, existing material or photos, audio, speech, and so on. Add whatever the customer will provide, such as logos, images, Slideshows, and so forth. Specify the form in which the customer will send it, as well as how the finished footage will be delivered to the client, if applicable. You may also indicate the video's average duration and the total times you will be shooting if it is an event.
  • Cost: generally, this is when the customer's fees are broken down. Make sure that it's well-organized and simple to scan. It is easier to divide the charges of the filming as well as the editing. It has been discovered that presenting two lesser things instead of one higher-cost item avoids price hikes.

It is critical to plan things ahead of time. You do not expect any cost to seem to be disguised. The transaction option (card, cheque, or bank transaction) is usually included in the pricing segment. Whatever is not featured in the cost, including delivery or a meal throughout the filming session, should also be stated. 

  • Client Testimonials: though you can include a few testimonies in the company profile, you can also incorporate them further at the conclusion of the proposal. If you have the chance, take advantage of it.
  • Next steps: here is where you would tell the client what they can do next. This would be a talking point. Tell them about whom to contact when they have any concerns or wish to move on. Use full capitals and color in the headline to have this part stand out and be simple to locate.
  • Company contact information: your company's email address, office address, and phone number should be written in this section. This makes it easy for the proposed client to reach you whenever they decide on whether to hire you or not. 

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