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How to write an event proposal that wins clients

Apr 19, 2023 · 6 minutes to read

People Working in a Meeting Space

You’re a party pro, an event expert, and a meeting master. But how do you convince new clients that you’re the right event planner for their job? With an event proposal plan that showcases how organized, creative, and talented you are!

Learning how to write an event proposal is essential for an event planner. These documents can make or break your event planning business. A solid event proposal plan can make signing new clients a breeze and help boost your success.

What is an event proposal?

An event proposal plan is a tool for planning an upcoming event. Party and event planners often use them to sign clients who are considering using their services. Even proposals showcase your planning expertise. It conveys the skills you’ll bring to the event and provides examples that can help clients fully imagine your vision.

What’s included in an event proposal?

No two event proposals are the same, but there is information that should be included in every proposal you write. This includes:

  • Your company name, logo, and contact information
  • A description of the event
  • The services you’ll provide them
  • Your pricing
  • Event planning timeline
  • Your payment and cancellation policies

The above details should be tied together with some information about you and your business. Provide a brief overview of your business: how long you’ve been in business, the types of events you do, and awards or recognition you’ve received. You might even include a short testimonial from a happy customer!

How to write an event proposal

Ready to write your first event proposal? Consider these tips for creating one that will knock a potential client’s socks off!

1. Pay attention to what the client wants

Many clients have a clear vision of what their event should look and feel like. This may be especially true if you plan personal events, like weddings and parties. Others only have a general idea of what they want. No matter what, showing that you’re listening is important.

So, how does an event proposal do this? Start by addressing the basics: the date, time, location, number of guests, and budget. Then think about the aesthetics and theming. Your proposal should outline how you’ll handle these elements (along with other logistics).

It will be clear to the client if you’re really thinking about what they want and need. For example, you probably won’t be hired if your clients are planning a small, intimate wedding and you suggest a large ballroom venue!

2. Show why you’re right for the job

A good event proposal plan should show clients what you do, not tell them. Including photos from similar events you’ve organized and inspiration images are two ways to do this. These details demonstrate that you understand what the client wants and can get the job done.

You should also ensure that your proposal is on point. Proofread it for mistakes and typos that could put the client off (if you make mistakes in the proposal, they might assume you’ll do the same on the big day). Present them with a clean and crisp document that demonstrates your professionalism.

3. Present your price

Pricing is a big issue for many clients. Presenting them with an accurate estimate for their event is crucial. An itemized budget helps them see where their money will be going and could help you seal the deal. However, accurate estimates can help you weed out potentially problematic clients. If they’re nitpicking every charge now, it may not be worth your time or effort to take on their event.

Many event planners present multiple options to clients in their event proposals. For example, wedding planners may include a list of services they offer. The couple can choose which ones they want to at their wedding. Eye-catching images might also help you sell more profitable upgrades.

4. Define the timeline

Include a rough outline of when everything will be completed, from ordering decorations to hiring vendors. You should also make the client aware of when they’ll be needed for choosing options or finalizing details.

5. Include your policies and conditions

Event planners should have clear policies in place for how they handle events like late payments and cancellations. The last thing you want is for a client to cancel the day before the event after you’ve already put hours of work into getting everything ready!

Be clear about when payment will be due, the last date they can cancel, and penalties for not meeting deadlines. You might also include an expiration date for the proposal itself. That way, you don’t end up with a double booking or a client wanting you to honor last year’s prices.

What about event planner insurance?

Most clients will want to know that your business is insured. Knowing that you have event planner insurance can give them peace of mind that if something goes wrong, you’ll be able to compensate them for the issue. Event planners often consider General Liability, Professional Liability and other forms of coverage to protect their business.

Insurance may also be required by the venues and vendors you work with. They may ask for a certificate of insurance before allowing you to book their services or use their premises.

Event planner insurance for small businesses

With a killer proposal to back up your creativity and talent, you’ll hopefully have a long line of clients waiting to work with you! Consider sorting your insurance before this happens.

BizInsure helps event planners compare policies online in minutes, with no complicated paperwork and instant coverage. Get covered and back to business in no time—start now!

As with any insurance, coverage will be subject to the terms, conditions and exclusions contained in the policy wording. The information contained on this guide is general only and should not be relied upon as advice.
The number of quotes provided varies between products, occupations and other underwriting factors determined by the insurers.
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