5‌ ‌Essential‌ ‌Elements‌ ‌To‌ ‌Create‌ ‌Proposal‌ ‌Templates‌ ‌For‌ ‌Events‌

Posted by Aazar Ali Shad | January 11, 2021 | marketing, proposals

Event planning is a stressful job, and people are constantly trying to reduce accompanying challenges as much as they can, at least as far as the organization itself is concerned.

Business proposals for events exist to make it easier for you to present your skills and how you can help plan an event.

What is most important to emphasize in your proposal is your job qualifications, your unique qualities, and something that sets you apart from others.

The client needs to be able to envision your plan in their head perfectly, how you intend to execute it, to understand how you think, and finally to gain a certain trust in you in order to hire you.

As long as you achieve mutual understanding with the client, cover all the essential elements in the proposal, and take time to create an amazing template, the chances of success are high.

Here are 5 elements essential for every planner, so try them out and create beautiful proposal templates easily.

1. First, gather important information

If you start writing a proposal and you have not previously gathered all the important information from your client, you will hardly be able to write a successful one.

Requesting information is not embarrassing when it comes to important things.

Contacting your client and, if necessary, asking several times for additional information is always a better option than guessing and wasting time.

The basic details you should know are:

  • What the client’s needs are
  • Can you make some changes if you see them as necessary and generally whether the client knows exactly what he wants
  • What is the budget
  • How much time you have

Then you can start writing and creating your perfect business proposal template.

As a planner, the organization comes first and your business proposal must also have its own organizational plan which we will discuss in more detail in the following paragraphs.

2. Present your proposal as a story

In addition to the business part of the event planning itself, the client should also connect with you on an emotional level. 

He must have complete confidence in you and feel in his heart that you are the right choice for the job.

Besides your obvious qualities, you also need to add something that would set you apart from the competition that is too big.

You have to seem interesting, honest, relatable.

When you get that feeling of telling a story as a whole, it will be easier for you to write a proposal and for your client to not see reading it as some kind of obligation.

It is primary to grab and then retain the client’s attention.

As they want their events to end successfully but also for people to have a good time and to still think about it even when they come home, you should also try to leave a certain special impression.

Work on your story, and you will see the results.

3. Make a creative and visually appealing proposal

Before we focus on the layout of the proposal itself, we must also mention the importance of visual appeal.

Before the client starts reading the contents of the business proposal, the first thing that will attract his attention will be your creativity and the appearance of the document itself.

A beautiful template and various additional items that you can add to your proposal may be a decisive step when it comes to getting a job.

Prospero offers just that and much more. 

This tool for creating amazing event proposals has everything you need to secure your business opportunity.

With Prospero, you get a better chance to leave a strong first impression on your clients.

This tool allows you to add images, videos, tables, or charts. Also, you can tailor your proposal even more to your client’s taste by changing the font, font size, colors, and more and you can do it all easily and quickly.

For example, if you want to add an image from the gallery and edit it, you can do so with a few clicks:

For a business proposal, it is essential to be authentic-looking, to emulate your character, and to help you stand out.

4. Create a well-organized layout

Creating a well-organized layout is another essential element that will help your client decide.

First, look at the reasons why the client should choose you, that is, provide him with some evidence of your past collaborations that have been successful.

If you already did an event similar to this one, take advantage of it and delight your client with pictures, sketches, creative ideas, and anything to help him visualize.

As for past jobs, you can add:

  • Your previous clients’ testimonials
  • Referrals 
  • Reviews

Include anything that has been checked and that can benefit you as a planner worth engaging.

Then, explain to your client how you plan to solve his problem. In other words, explain what is your idea for the event. That way, he will be able to see if you understand each other. 

Create a special section with all the services you offer, so your client knows what to expect. 

Also, create a section that will be based on everything listed and explained (like venue, catering, technology, staff, your own services), and present the estimated costs for each segment of the event planning.

Costs for your services may be structured in some of the following ways:

  • A flat rate price for a project – upon completion of the work, you receive a pre-agreed price
  • Hourly rate –  for every hour of work done, you get a certain amount
  • Percentage of total expenses – it is usually 10-20 percent of the total cost of the event
  • Percentage of total expenses plus flat rate price/hourly rate – if 10-20 percent of the total cost does not cover the price of your services, a flat rate/hourly rate is usually added so that you are not in deficit

You have to be careful but also realistic when it comes to the budget and explain everything in detail to your client so that he can decide if your plan meets his criteria.

Finally, create a timeline.

It is needed so that clients can relax and get the feeling that everything is under control. You can even set up milestones to make them feel even more secure.

Almost every client will expect to see these elements of creating a proposal template in the proposal, so make sure to cover everything.

5. End your proposal with some basics

Besides writing basic information about the event at the beginning of your proposals, such as the name of the project, the date when the event should take place, the location of the event, your client’s name and phone number, you can use the end of the proposal to thank the client on consideration and, of course, to leave your own details.

Don’t forget to leave the following:

  • Your full name
  • Your website, if you have it
  • Your email
  • Your phone number

It is important that your clients know how to reach you if they have any additional questions or if they want to clarify something.

Also, with Prospero, you can take advantage of the option to leave a signature or even upload it as we can see below.

Of course, before you send a proposal, check if there are any grammatical errors and you can also give it to a friend or colleague to read it to get an objective impression.

The Bottom Line

It takes a lot of effort, energy, and focus to organize an event well and for you and your client to understand each other completely, so it is important that your proposal is clear and that you cover all important details.

In addition to including all the essential items concerning the organization, take the time to make visually appealing proposals that will leave your clients breathless.

Prospero can help you make business proposals in a quick and easy way, and with its beautiful templates, you will be able to choose what suits you best.

Follow these 5 essential elements that we have singled out for you and create highly-effective proposals to take your business to the next level!


Aazar Ali Shad - He's a growth hacker, content marketer, and SEO-specialist. He loves SaaS and advising people on AAARR model.