Event Planner Proposal Template

Introduction

Say hello to your potential client. This is a great space to mention how you engaged with the client, what you understand about their plans, and any other information you know about this project. The main goal of your proposal is to make a connection with the client about your event planning services.

Thank you for contacting me. I put this proposal together based on our conversations. 

Here are a few quick observations:

• {CLIENT NAME} wants to plan a charity fundraiser in the autumn of next year.
• {YOUR NAME} will create a plan for the preparation, advertising, and delivery of this event next year.
• Each detail of the event will be planned ahead of time. A master schedule will be delivered to you and adjusted as necessary as plans are confirmed.

As you continue through this proposal, you will see how my event planning services can help you meet your goals and your deadlines.

Why {YOUR NAME} to plan your next event?

Every freelancer needs to show off sometimes. Use this space in your proposal to talk about your past work and competitive advantages. You could include pictures, links, and customer quotes to build up some proof about your skills.

My work enables companies like yours to focus on building positive relationships with customers while I handle all the details of planning your major events.

Here are some testimonials from previous clients:

• {YOUR NAME} was great to work with. We told them what we wanted to do and they delivered a phenomenal event for our charity. -Jill, Charity Director
• {YOUR NAME} is a brilliant professional. We wanted to plan a big company party for our 30h anniversary in business. They took our ideas and feedback and created an amazing event for us. -Tim, Sales Director of ecommerce business

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

Project description

You introduced yourself to the client. Now, it’s time to show them you understand what they need and can deliver it for them. Write a paragraph or two in your proposal about the freelance services they need and how you can deliver them.

Based on our earlier conversations, I understand you are planning a charity fundraiser in 18 months. Many of your donors are professionals, such as doctors, lawyers, and company directors. In keeping with their style, you want to have a cocktail party followed by a live concert at the Bluegrass Country Club and Amphitheater. 

There is plenty of time to organize all the details of this event. I’ll create a master plan and schedule. This will be delivered to you and then updated as event details are planned and confirmed. You’ll be able to see the progress towards the event of your dreams at a glance.

Objectives

In this section, you can be even more specific about your freelance services. Your proposal can include specific targets to be met, software and equipment to be used, and reporting structure can be included. Cost and deadlines will be covered later.

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

• The first deliverable is a master plan and schedule that outlines all the major pieces we’ll put in place for your event.
• Following the master plan and schedule, a full event checklist will be compiled so we can ensure every detail and desire for the event is coordinated correctly.
• In the months, weeks, and days leading up to your event, there will be regular planning updates so you feel comfortable with the progress.
• Finally, in the last few weeks prior to the event, we will prepare a series of contingency plans in case last-minute adjustments need to be made.

Any adjustments to the plans can be made by sending me a message via the Slack channel or by email at {YOUR EMAIL}.

Deadline and deliverables

You should commit yourself to reasonable deadlines. Be sure to allow plenty of time for the work to be completed. Specific delivery formats can be highlighted in the proposal if this is relevant to the project.

I am committed to meeting your deadlines and delivering the event you are hoping for. Here are the milestones for this project:

• A master plan and schedule will be delivered to you within one month of starting the contract for this event.
• Following the master plan, a full event planning checklist will be delivered to you within six weeks of commencing the project.
• Further milestones will be laid down as the plan unfolds. 
• Final contingency plans will be sent to you not less than one month prior to the event date.

My services have a reputation for organization, follow through, and prompt delivery. I take pride in this reputation and look forward to delivering exceptional results for {CLIENT NAME}.

Payment terms

Structuring your payments is important for your cash flow and the client’s clarity. List specific payments and dates in your proposal to avoid any confusion. You should also include details about any extra work or extra charges for your freelance services.

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 master plan, schedule, and event planning checklist have been approved.
• The next 25% of the total will be due once the final contingency plans have been delivered.
• Payment of the remaining 25% will be due prior to the start of the event.

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 suspension of work and/or late fees as specified in the contract.

Agreement

Once you agree to this proposal, I will prepare a simple contract for this event. 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 you.

Signed _____________________________________________________________

{CLIENT NAME}

Date: ______/______/____________