When you are planning an event, you will need to create a proposal to present to potential sponsors. This document will outline the details of your event, from the purpose and goals to the budget and estimated attendance.
By creating a well-organized proposal, you can increase your chances of securing sponsorship for your event. In this article, we will provide the basic strategy to write an event proposal along with a template.
What is an event proposal?
An event proposal is a document that outlines the details of an event that an individual or organization would like to host. The proposal should include information about the event’s purpose, date, location, and budget.
It may also include a plan for marketing and promoting the event. Event proposals are typically submitted to a committee or organization for review and approval.
Why should you prepare an event proposal template?
When you are planning an event, whether it is for work or for pleasure, it is important to submit a planning proposal template so that those in charge can get an idea of what you have planned.
By doing so, you can avoid any miscommunications and make sure that everyone involved knows what is expected of them. Here are four key reasons why you should always prepare a proposal before planning an event.
– To ensure that all expectations are clear, both for those organizing the event and those who will be attending it.
– To provide a detailed outline of what will happen during the event, from start to finish.
– To avoid any misunderstandings or last-minute changes that could cause problems down the line.
– To show that you have put thought into your plans and are serious about organizing this event.
Components of an event proposal
The proposal should be well-written and persuasive, making a strong case for why the event should be held. Some of the basic components of an event proposal are as follows:
1. Event purpose
An event proposal should include the purpose of the event. It should give a brief overview of what will happen at the event and provide detailed information on who is organizing it, when and where it will take place, and how people can participate.
2. Event Type
It will help those who are considering sponsoring or attending the event to understand what to expect. Some common types of events are meetings, conventions, trade shows, banquets, and receptions. Each type of event has its own unique set of requirements and planning challenges.
For example, a convention typically requires a large space that can accommodate a trade show floor as well as meeting rooms for breakout sessions. By including the type of event in the proposal, planners can ensure that all necessary details are considered when putting together the proposal.
This will help to avoid any surprises down the road and ensure that the event is a success.
3. Event Schedule
The event proposal should include the schedule for the event. This will give the readers an idea of when the event will take place and what they can expect. The schedule should be detailed and easy to follow.
4. Unique event features
An event proposal should include the unique features of the event. This will help the reader understand what makes your event different and why it is worth their time to attend. Some things to highlight might be the type of entertainment, the atmosphere, or a unique theme.
Be sure to describe how your event will be structured and what activities will take place. If you are proposing a conference or trade show, you will also need to include information about the speakers and exhibitors who will be participating.
5. Details of the partner organization
When planning an event, it is important to consider all of the pertinent details. One detail that is often overlooked is the partner organization if any. A partner organization can provide valuable resources and support for your event. In order to ensure a successful partnership, be sure to include the following information in your proposal:
– The name of the partner organization
– The contact information for the partner organization
– What resources or support the partner organization can provide
– What the partnership will entail (e.g., financial contributions, promotion, manpower, etc.
6. Important people involved
In the planning proposal, it is important to include all of the people who will be involved. This includes the event planner, the attendees, and any speakers or performers.
By including everyone who will be affected by the event, the planner can ensure that everyone has a role in making the event a success. Additionally, this helps avoid any misunderstandings or conflicts down the road.
How to write an event proposal?
By following the steps mentioned below, you can successfully content the event proposal writing and close deals.
1. Do your research
When you are planning an event, it is important to do your research first. This means gathering information about your event topic, as well as the audience you are hoping to reach.
By doing your homework upfront, you can create a proposal that is well-informed and accurately reflects what you hope to achieve.
Additionally, spending time on research will help you identify potential challenges and develop strategies for overcoming them. So don’t skip this critical step; it will help ensure the success of your event!
2. Start with an engaging story
In order to write an engaging and interesting event proposal, start by telling a story. Share how you first became interested in the topic or what compelled you to organize the event.
Then, provide some background information on the issue and outline what you hope to achieve with the proposed event.
Bring your proposal to a close by highlighting why you believe your event would be successful and how it would benefit attendees.
3. Set your event goals
In event planning, it is important to set clear event goals. This will help you focus your efforts and ensure that your proposal is on target. Some things to consider when setting goals include the purpose of the event, the target audience, and the desired outcome.
It is also important to be realistic in setting your goals; if you aim too high, you may be disappointed when your proposal is not accepted. By setting clear goals, you can increase the chances of your proposal being approved and make your event a success.
4. Decide the budget
When you are writing an event proposal, it is important to decide on a budget. This will help you to stay within your proposed budget and ensure that the event runs smoothly.
There are a number of factors that you will need to take into account when creating your budget, such as the location of the event, the type of event, and the number of guests. You will also need to factor in the costs of catering, decorations, entertainment, and other incidentals.
By creating a detailed budget, you can avoid any last-minute surprises that might cause your event to go over budget.
5. Create your team
One of the most important parts of putting together a proposal is creating a team who will help make your event a success. This team will be responsible for everything from marketing to logistics, so it’s important to develop and name them early on in the process.
Your team should include individuals with a variety of skill sets, so be sure to select people who are knowledgeable about event planning and have strong networks in your industry.
You may also want to consider hiring outside help for specific tasks, like catering or audio/visual support.
6. Consider using an attractive layout
Using an appealing design and layout will make your proposal stand out from the competition and increase your chances of being chosen to host the event. Your proposal should be easy to read and include all of the important information about the event.
Be sure to highlight why your event would be a great choice for prospective clients. Use clear and concise language, and make sure everything is spelled correctly.
7. Include your price in the event proposal
Some people make the mistake of not listing their price in their event proposal letter, thinking that the other party will contact them with an estimate. However, this can lead to your proposal being overlooked or forgotten about. In addition, not listing your price can give the impression that you’re not confident in your ability to deliver an event that meets the client’s needs and budget.
By including your price in the event proposal letter, you’re showing the client that you’re serious about hosting the event and that you have a clear understanding of what’s involved.
When pricing your services, be sure to consider all of the work that will go into planning the event. This includes researching venues and vendors, creating a budget, and designing an event timeline. You may also want to charge extra for things like coordination and management during the event itself.
If you’re new to event planning, it’s a good idea to start out by charging lower rates to prospective clients. As you gain more experience and develop a better understanding of what goes into planning an event, you can gradually increase your rates and include it in your event proposal templates.
8. Display your expertise
To close deals with prospective clients, it is important for the event planners to display your expertise to the person or committee who will be making the decision. Here are a few tips on how to do that.
Start by highlighting to your prospective clients what makes your event planning services unique. Explain why you are the best person to organize it and list some of the benefits that attendees will enjoy.
If you can, provide evidence that your event planning services have been successful in the past. Finally, make sure to clearly state what you need from the organization in order to make your proposal a reality.
Event proposal template sample
Event Proposal Template
Event Title _____________________________________________________________________________________________
Note: Use the back of the form if you need more space
Should it be added to the multicultural affairs calendar? (Choose one) Yes No
Has the location been approved by the concerned authority? (Choose One) Yes No
Does the event need any additional funding? (Choose one) Yes No
*****************************************Attach the event budget**************************************
For the official purposes only
Is the event approved? Yes No
Reason for denial (If applicable)
If the event planning proposal is not approved, read the reasons and make the necessary changes accordingly
Hand Written Copies Only
Why choose WebMOBI?
WebMOBI is an all-in-one event management app that helps us the event planners to conduct a successful event of any type, namely: Onsite events, virtual events, and hybrid events. The app enables event registrations and you can create multiple landing pages, forms, and promo codes. The attendees can easily check in through their mobile phones by syncing to the app and scanning the QR codes, e-tickets, and even onsite registration.
Event management is made even easier through the audience engagement tools such as livepolls, live quizzes, word clouds, and live q&a sessions. These tools along with the real-time gamification and leaderboard display feature can keep the attendees active and excited to the end of the event.
You can add branding elements to your events through this app by adding a logo, a banner, and multiple color schemes that represent your brand. You can also promote your event through email marketing using the built-in customizable email templates and the read confirmation mail will help you to capture RSVPs.
The app enables quality lead generation through a business card scanner and contact exchange which can directly be synced to a CRM tool, such as Salesforce.
In conclusion, event planning proposal templates should be well-written, concise, and informative. It should provide all the necessary details about the event and answer any questions that potential attendees may have. If you follow these tips, your event proposal templates will be sure to stand out and increase your chances of being approved.