Key Writing Tips Event Proposals + Template Sample

The event industry can be competitive. You’ll need to beat out many event suppliers and organizers to win that gig. To stand a chance, you need a well-written and compelling event proposal. And we have just the event proposal template outline and tips to get you started!

With the help of this quick guide, your next event will be the talk of the town. So let’s not waste any time. Let’s dive into how to craft that winning proposal!

What Is an Event Proposal?

An event proposal outlines every element of organizing a new event. These are usually written in response to a request for proposal (RFP). You can also use these to pitch a company function to key stakeholders or attract sponsors for an upcoming event.

The main things that an event proposal covers are:

  • Purpose of the event
  • Individuals or suppliers that are involved
  • Logistics of running the event

Key Tips for an Effective Event Proposal

Tell a Story

Telling stories sparks emotion and excitement and can help tip the scales in your favor. Your client should be the hero of your story when you write your event description.

Highlight what a great event they can have if they choose to work with you. You can also talk about what’s at stake if they go with another event planner.

Here are some questions that can help you put together a great story:

  • How can the client benefit by letting you plan or organize their event?
  • What are the potential obstacles that the event might encounter? And as their event organizer, how can you address them?
  • What will a successful look like for the client?

Telling a story through your proposal can build an emotional connection with your client. This will make it difficult for them to imagine doing their event with another event planner!

Be Informative and Engaging

An event proposal needs to be as comprehensive as possible. Ensure to include all necessary details for the client to fully understand what they are signing up for. But be careful it doesn’t end up looking too cluttered.

Instead of filling your proposal with plain text, you can incorporate visual elements. Some ideas of visual elements you can include are:

  • Graphic design elements: Add more fun to your proposal by throwing in some graphic design elements. You can easily do so using apps like Canva and Adobe Illustrator. If you’re not into graphic design, you can also look to professionals for help.
  • Visual layouts: Reading a massive chunk of text can get boring. Plus, it won’t give clients a good look at your plans for the event. Some strong visual elements you can include are past event photos, color palettes, charts, graphs, and so on.
  • Motion graphics: Motion graphics is a great way to communicate complex concepts through animation. It can illustrate how an event plan would unfold throughout its duration. This provides a visual timeline for viewers to understand the flow of events without reading long blocks of text. 

Write for Your Audience.

When writing your event proposal, be sure to tailor the language and style of writing to fit the audience reading it. Research who will view the document and use appropriate tone and jargon to appeal to them. Also, highlight how your services align with their goals and expectations.

Emphasize Your Strengths and Unique Values.

Make sure to showcase how you stand out from other companies offering similar services by highlighting the unique strengths you bring to the table. Demonstrate how your experiences and knowledge make you well-suited for creating the perfect event for your client.

It can help to showcase any awards or accolades you may have earned and highlight successes from past events. You can also discuss how you can customize the event to fit your client’s needs.

Include a Layout of the Event Logistics.

Sure, you’ve got an excellent plan for the event, but is it doable? Your client may have doubts, so it’s essential to lay out the logistics in your proposal to reassure them you can do it.

Lay out a plan outlining all logistics related to hosting and executing the event. This includes things like:

  • Venue details
  • Expected number of attendees
  • Vendor requirements
  • Food and beverage service 
  • Other relevant factors will be necessary for the successful execution of the event.

Explaining this information can help ensure that both parties are on the same page regarding expectations and planning.

Don’t Shy Away From Talking About the Budget

While some clients may not like discussing money, it is essential to lay out an estimated budget for the event in your proposal. This can help you avoid any problems down the road.

Be transparent about expenses, outline payment terms if applicable, and give realistic estimates on cost breakdowns. This will help foster trust between you and the client while ensuring everyone understands the financial obligations of attending the event.

white ceramic dinnerware set
Photo by CHUTTERSNAP on Unsplash

Event Proposal Template Outline

I. Introduction

a. Overview of the event and its purpose

b. Background information on the speaker/s (including relevant experience, qualifications, and credibility)

c. Relevance to the audience

d. Key takeaways for the attendees

II. Event Details

a. Date & time

b. Location

c. Agenda

d. Resources needed

e. Expected outcomes/Event Themes

f. Cost estimates

g. Additional details as necessary

III. Promotion & Distribution Plan

a. Target Audience

b. Communication Channels

c. Strategies and Tactics to be used in promoting the event

d. Specific action items with timelines

e. Measurement & Evaluation plan

IV. Conclusion

a. Summary of key points

b. Final remarks


Crafting an effective event proposal template can be a challenge. However, with the help of these tips and the event proposal template outline, you should have the tools necessary to create a compelling proposal. So go ahead and start writing to win those gigs!

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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