There are many ways to plan and manage an event. One of the ways that we like is the template method.
With an event proposal template, you can show prospective clients an overview of the event planning process and get them to collaborate. A template ensures project consistency and clear communication between the client and the manager or planner.
If you’re interested in trying out an event proposal template, continue reading below!
The Importance of an Effective Event Proposal
Have you ever watched a cooking show where the contestants have no recipe to follow? No guidelines, no measurements, no tips about what temperature to set the oven? If you haven’t we’ll let you in on the result: the food is a mess. It’s tasteless, either over or under-baked, and it looks unappealing to the eye.
This happens when you try to plan an event without an event proposal. There will be chaos, as no one knows what to do, when to do it, and how much money there is involved. Aka, the kitchen is a nightmare.
Planning an event takes time, effort, diligence, and an eye for detail. While we could write a whole article on why you should always draw up an event proposal template, we’re going to list a few reasons below.
- Organization: It should come as no surprise that following an event proposal with a detailed schedule and timeline will keep people in check. Having a detailed plan of action will ensure a clear understanding for all people involved.
- Effective Communication: When you have a standardized template to follow, curating accessible information becomes simpler. With each successful event that you manage, your clients will give you feedback and you can adjust your template accordingly. The more events you plan and manage, the better the event concept will be communicated via the template.
- Time-Saver: With all past events, your ability to create an engaging event proposal becomes better. As mentioned in the prior point, perfecting your event planning proposal template means your ability to attract potential clients becomes higher. When a client comes to you asking for a proposal, you won’t have to draw one up from scratch. Instead, you will have a tried and tested template that you can adjust to this client’s vision.
Brief Overview of What to Include in an Event Proposal
The information in an event proposal needs to be accessible. This is the first glimpse into your management style and could secure your next client. You need to provide a clear picture of the proposed event whilst also including relevant details.
Event Vision
This is your first step in the planning process, and can often be the most tricky step. When a potential client comes to you with an event in mind, they trust your expertise to provide a stunning proposal.
Let’s say a client comes to you wanting to host a black-tie event. In this case, you could provide a theme or two on the template that the client could pick from. For example, one theme could be black and gold. Another could be white and green. You could then attach mood boards with each theme on the proposal and the client could give feedback to narrow down the vision.
Once you have established a clear event vision, you can also name the event. This is a nice detail to add to the event proposal as it marks the start of the event coming to life.
Potential Venue
If your venue offers more than one event area, some clients may come to you with a clear setting in mind (e.g. garden terrace venue), others may have no idea. Narrowing down where to host the event at your venue might take some time, but it’s an important thing to discuss. Keep the event vision in mind while exploring the options your venue has to offer.
Schedule
A very important element of event planning and management is the schedule. Getting a broad timeline of when things need to be done is critical to the success of the event.
When it comes to an event proposal template, the details of the scheduling might only be possible once the client has confirmed. However, you can (and it’s recommended to) include a brief timeline of events. This will help confirm the client's expectations of you and display your expertise.
For example, on the proposal template, you can include a calendar with loose timelines. By x date, you need a confirmed budget from the client. By x date, you need a confirmed guest list with any allergens and special dietary requirements. By x date, you need confirmation on the caterers. This way you can manage expectations, your management duties, and details of the event planning.
Another effective way of scheduling is using an online management software system like Perfect Venue. Once the client has confirmed the event, you can use Perfect Venue to send batch emails, have a central calendar, and have a shared team tasks page.
Guests & Dietary Requirements
In today’s world, there are a variety of different diets. This can sometimes cause an issue at events if you do not have the right food for certain guests. So, we recommend having a section on your proposal document that outlines different catering options.
The amount of attendees is a crucial piece of information for event management. Let’s say you’re managing a corporate event. The company has told you they have 100 attendees. In organizing the event, you create five tables of 20. However, on the day, only 90 people showed up and you were not alerted to this. Now you’ve got one table that’s seating only ten people.
This reflects badly on you. Hence why we suggest having space dedicated to your guest list on the event proposal.
Unique Elements
We know, you’re probably thinking “What unique elements do I have/can I have as event manager?” Well, this is for you to figure out (but we’ll help you out).
Looking back on your previous work and past successes, try and locate the unique skills that clients praised you for. Perhaps your timeous and dedicated work ethic has been mentioned in the majority of your client testimonials. Or maybe it was your ability to curate the event’s experience that brought the client back again.
The key to an effective proposal is factoring in what makes you stand out as an event manager and planner. Do you have professional training? Have you managed and planned any high-profile events? Maybe you have consistently managed a monthly/yearly event with great success. Try and highlight these on your event proposal template without being too pushy.
Budget
To have an effective and successful event, the budget between you and the client needs to be crystal clear. From catering to entertainment systems, and from the amount of staff to decorations budget, knowing the costs will make the planning process easier.
Although you may only be able to set a full budget after the client has confirmed the event, list an outline of how you would split the budget.
For example, you could have a section on the template for service fees. You would highlight the estimated amount dedicated to the service fees, then provide a breakdown of services.
Understanding Your Target Audience
Understanding your target audience could be the key to making or breaking your event. The event’s experience is beholden to whether or not your clients are having a good time. Creating an atmosphere that encourages more people to approach you for their events is one of the goals here.
When creating or adjusting your event template, we urge you to include a Q&A section for the client to fill out. When planning the details of the event, these answers can help guide your venue planning in the right direction.
Here are a few questions you might ask to better understand your target audience.
- What type of location do you have in mind?
- Do you want the event to be casual, sophisticated, black-tie, or laid-back?
- Are there any people with disabilities coming to the event? If yes, do you need the venue to be wheelchair friendly? Should there be chairs readily available?
- What catering style would you like: hors d'oeuvres or table service?
- Do you have a theme in mind?
Additional Tips for Event Proposals
As a way to build trust between you and your client, we wanted to suggest some add-ons to your event proposal.
Client Testimonials
One of the best things you can do to convince a client to choose your services is to show them your previous events. As an event and venue manager, your successful events form a portfolio, and you need to present them in your proposal.
For example, you can present your client with a completed similar events template. They might be encouraged to look at the details and logistics by showcasing your ability to manage a similar event type.
All in all, combining an event proposal template and previous client feedback will boost your reputation as a credible event manager.
Follow Up
After your initial meeting with the client and the event proposal has been accepted, follow up. With the proposal template being accepted, you can now add a section with scheduled meetings. Now that you have secured the event, add a section on the template with meeting times.
With Perfect Venue, you can also ensure frequent communication via email or in person. As a manager, you will have a calendar that holds all your event proposals and information. You can keep up to date with what clients you are meeting and when, and manage emails. Instead of manually managing a host of different events, Perfect Venue will do it for you.
The follow-up session can also be where you adjust and implement any feedback from the document. You and your client can discuss costs, marketing, venue space, attendees, and any other information that may have changed since your last meeting.
Thanks to the ease of a template, shifting the information on the proposal template won’t be tricky at all.
Using a Template for Event Marketing
Marketing an event can be a hardship. You never really know if your posts are reaching a certain audience, or if they’re even getting views. Including a section for marketing in event proposals could attract more clients to you.
Showing how invested you are in their event with a marketing plan included in the proposal is an eye-catcher. The correct marketing helps with building excitement, attracting attendees, and improving event visibility.
Conclusion
Creating an event proposal template will put you in good stead. It provides organization, clear communication, and an effective way to work happily with the client.
Using a template concurrently with an online software management system like Perfect Venue will result in high client attraction. Perfect Venue even offers its own templates and BEOs if you want to make your job even easier. Perfect Venue’s ability to streamline communication via calendar and email will help you stay on track and maintain professionalism.
If you want to try it out for your next event, explore their free trial and go from there. Alternatively, check out their demo video where they explain the ins and outs of the system.
