Event planning proposal template

What's in the template.

Every section below exists to answer a question your client is silently asking. Use the example copy as a starting point and replace the specifics.

1. 1

   The event

   Date, venue (or venue search), guest count and purpose, written as the assumptions your price depends on.

   “Annual partner dinner, Thursday 12 November, 120 guests, central London. Assumes one venue, seated dinner, drinks reception and a 20-minute awards segment.”

2. 2

   What we manage

   Separate what you do from what the client or vendors do. This is where event disputes start.

   “Venue search and booking, catering and bar, AV and staging, guest list and RSVPs, run-of-show, and on-the-day coordination with two staff. The client provides the guest list and award winners; vendors contract with the client directly.”

3. 3

   Timeline

   Work back from the event date, with decision deadlines for the client.

   “Venue confirmed 10 weeks out; menu and AV signed off 6 weeks out; final guest numbers 10 days out; run-of-show shared 5 days out.”

4. 4

   Budget and fee

   Show your fee separately from the event budget you'll manage.

   “Planning and coordination fee: $6,500. Estimated event budget managed on your behalf: $38,000 to $44,000, paid by you to vendors.”

5. 5

   Changes and cancellation

   Price guest-count changes and set the cancellation terms now.

   “Changes over 10% in guest numbers after the 10-day deadline are re-quoted. Cancellation more than 60 days out refunds 50% of the fee; within 60 days the fee is non-refundable.”

6. 6

   Confirm the date

   Signing reserves the date. Say so.

   “Sign below and pay the 40% deposit to reserve 12 November in our calendar.”