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6 Essential Steps for Writing a Successful Event Proposal

Written by Guest Author · 3 min read >
event proposals

As an event manager, how you write and create your event proposals will be the key to your success. You need to be professional, casual, comprehensive, complete, direct, concise, conversational and that’s just the tip of the iceberg!

However, master this art and the events world will be your oyster! Today, we’ll explore six essential steps to writing an event proposal that can win you a contract every single time.

Outlining the Event

To begin your proposal, you’ll want to start with briefly summarizing your potential client’s needs, requirements and the specifications for their event, so that your client can be immediately assured that you know exactly what they’re after.

Any information you know about the event, whether publicised or from previous discussions, mention it, so your client is aware that you remember the details.

If you’re feeling confident, this is also a good place to start suggesting helpful assistance and tips on how you will address any potential problems that may arise. However, make sure you keep things professional and don’t overwhelm the client with too much detail.

Showcase Your Experience

Now that you’ve created a beautiful introduction, you can start to really drive home why the client should pick you as their event planner. The best way to do this is by sharing your past experience as an individual or a company.

Include the details of previous events you have organised and if you have them, reviews or testimonials from past clients. To edit your testimonials into a professional format, you can use State of Writing or Pro Writing Aid as a guideline and resource.

Don’t worry if you’re relatively new to the industry and don’t have much experience behind you. If this is the case, you can list your education or any internships and work placements you’ve completed in the past. Try and list all the experiences you can remember.

List Your Services

When starting this section, you’ll want to briefly, and I mean briefly, summarize the event again. This needs to be no more than 100 words. Followed by a list of all the relevant services that your company can provide to the event. For the most impact, create a profile on an industry-specific platform like Eventerprise.com.

To do this effectively, start by listing the services that you believe will be most beneficial to the event in order of priority and move down. Each service that you do provide needs to be a subheading and needs to contain detailed information about why that service is needed or how it can help the event.

For example, you could have something along the lines of:

Event Coordinator – Amy Coombes
Availability – 9-5, 7 days a week
Consultancy is available up until the date of your event at no additional cost, as long as you have paid a deposit on the described event.

From here, you can then start to list your services with sub-headings and then include all the relevant information. Some things you can include:

  • Event theme
  • Bar (Open/Prices/Hire)
  • Music
  • Event entertainment
  • Décor
  • Set up
  • Catering/Food
  • Venue
  • Security
  • Closing the Event
  • Tidying Up

However, this all depends on the services that you actually provide as a company.

Making Your Proposal Shine

Once you’ve finished the bulk of your proposal, it’s time to start polishing it up, so it’s perfect. This means you’re going to need to proofread your work, check it for spelling mistakes, grammar, punctuation, typos and much more.

This is such a vital step, as no company, organisation or individual is going to hire an events company that’s supposed to be excellent with the details but can’t even spot the mistakes in their own proposal. It simply looks unprofessional.

Never risk a poor-quality proposal as you won’t get the contract. If you’re worried about the quality, you can have it read over by professional proofreading services, such as Academized. For more specialised assistance on things like grammar, you can use online tools such as Grammarly.

Highlight Your Budget

As you can imagine, this is one of the most important aspects of your proposal to the client. There are multiple ways you can go about this.

One of the best and most effective ways is to give a total cost that you propose and then move down and break down each item by cost. This way, there’s room for negotiation, and you can find something that works.

Finish with Your Policies

Right at the very end of your event proposal, you’ll want to include your event policies or terms and conditions. This is so that you as a company are protected, and your potential clients know exactly what they’re entering into.

You may need to guarantee a headcount; you may detail some offers that your company is currently running, and you may wish to describe your cancellation policy. This is all solely at you and your company’s discretion.

When adding policies, try to make them look as professional as possible, similar to the small print on an official document. For a professional format, you can use online tools, such as Cite It In.

You can also have your policies edited by a professional service, such as Paper Fellows, so you are sure they make complete sense, and the client can’t find a loophole!

Final Thoughts

All the items listed above can be included or excluded as required for a particular event. Always create a new proposal per event and always start from scratch, much like you would a CV. Finally, don’t forget your contact information!

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Written By: Gloria Kopp
More About Gloria

Gloria Kopp is a marketer strategist and an event planner at UK Writings. She enjoy sharing her writing advice in her posts at Engadget, The Tab and Essayroo blog. Gloria also writes Studydemic blog where she shares her tips and reviews for students and educators.