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How to Write an Event Planning Business Plan + Free Template

Planned a few events in the past?

And, if you feel that event planning is your forte, and you have ideas that are both creative and functional, event planning might be an exciting endeavor for you!

Although most people start out by working under someone, everyone dreams of starting their own event planning business.

Also, you are about to go ahead and start yours; wait a moment!

You might have sufficient knowledge for planning events, but navigating the complexities of the event planning industry needs a well-thought-out roadmap. And that roadmap is a comprehensive event management business plan.

Yes, you read it correctly. A business plan can be of great help while starting your own event planning company. It not only sets the foundation for your venture but also enhances your opportunities for success.

So, we have created a Sample Event Planning Business Plan for you to get a good idea about how a perfect event business plan should look like!

Now, without any further ado; let’s explore all the details you will need to write in your stunning business plan.

Key Takeaways

• Clearly define your goals, mission statement, service offerings, and management team in your business plan.
• Perform thorough market and industry analysis to identify target customers, and adapt to the latest trends.
• Present a realistic financial plan, including startup costs, revenue projections, and a break-even analysis to attract investors.
• Effectively draft your pricing strategy and unique selling propositions to meet the specific needs of your target customers.
• Provide a clear outline of your business operations to efficiently deliver your planning services and seize new opportunities.
• Craft your marketing techniques, sales tactics, and promotional activities to reach a wider audience.
• Recognize your key competitors, and develop strategies that make your event planning business stand out in the competitive landscape.

How to Write an Event Planning Business Plan?

• Get a Business Plan Template
• Write an Executive Summary
• Provide a Company Overview
• Conduct an Industry and Market Analysis
• Describe your Product and Service Offerings
• Outline a Sales and Marketing Plan
• Introduce Your Team
• Outline Business Operations
• Prepare a Financial Plan

1. Get a Business Plan Template

Before you start writing a business plan for your event planning business, it is recommended to get a business plan template first.

It’s like having a valuable resource for your business planning. It not only simplifies the business plan writing process but also helps you include all the essential elements in your plan.

However, you can effectively organize your thoughts and accurately draft a strategically sound business document according to your specific requirements and preferences.

Not only that, it sets the stage for a comprehensive, professional business plan that empowers you to highlight your vision, attract potential investors, and navigate the competitive event planning landscape.

If you are a budding entrepreneur or looking for a polished template, choose Upmetrics’ business plan template now and ensure that you won’t skip any important facts in your plan.

Say goodbye to boring templates

Build your business plan faster and easier with AI

Plans starting from $7/month

2. Write an Executive Summary

An executive summary is the first and foremost section of your event planning business plan. It provides a brief introduction to the entire business plan.

Make sure that it is clear, concise, and engaging, as it will create your first impression and attract investors or readers to delve further into your plan.

Start this section by describing your idea behind an event planning and type of business; for example, are you a startup business, want to grow an existing one, or running a business chain?

Communicate your business objectives and emphasize how you will be different from other event-planning businesses. Here is an example of event planning objectives using Upmetrics:

Next, give an overview of each of the subsequent sections, including offered services, market opportunities, marketing strategies, and financial projections that will be explored in greater detail within the plan.

Not only that, you can end this summary with a compelling call to action, inviting potential investors or readers to the next meeting if they are interested in your event planning.

Generally, this section is written after the whole event business plan is ready. It is often the easiest way to do so as you have simply gone through and written all the key sections of your plan.

3. Provide a Company Overview

Now, provide detailed information about your event plan business. It contains ownership, legal structure, office location, business history, and other such business-related facts.

Begin with the intro of what type of events you are organizing. For instance, it will be corporate events (catering to businesses), social events/celebrations(wedding planning, birthday parties, etc), or niche events(specialized in just one type).

Discuss a little bit more about your business history, including when you started event planning and what milestones you have accomplished. Also, accentuate your mission statement.

Take reference from the below example describing the mission of the event planning company:

In an ever-changing, fast-paced world, success is determined by good choices for lasting effects. Eventel strives to be the best choice for clients by helping to ease their event planning burden.

Through consistent, predictable professionalism, Eventel will ensure a worry-free and hassle-free event at a reasonable price.

Event also has internal clients to serve. The event will strive to provide the same predictable and professional working environment to its employees and contracted vendors, justly compensating them for their services.

It is also a priority to make a comfortable living wage for its owners, founders, full-time staff, and their families.

Keeping in tune with the needs of the market, utilizing the latest technology and trends, all while ensuring the client receives the individual attention they deserve, is the vision and daily mission of Eventel; The Event Planning Specialists.

In addition to that, you can mention your startup summary and future business goals, as this section gives an in-depth overview of your business.

4. Conduct an Industry and Market Analysis

Starting an event management business requires a strategic events industry and market analysis. So, take some time to go further and locate more accurate data.

Try to include certain key elements in this section:

Market size and growth potential

You need to study specific data about various markets in which you are trying to get into and ensure profitability. So, describe your market size & growth potential and whether you will target a niche or a much broader market.

For instance, the USA industry revenue for event planners has grown at a CAGR of 4.1% over the past five years and reached $5.6 billion in 2023. So, it is crucial to define the target market segment.

Target market segment

Start this section by describing your target market. Define your ideal customer and explain what types of services they prefer. Creating a buyer persona will help you easily define your target market to your readers.

Do proper market research and try to create a buyer’s persona in terms of their demographic and psychographic profiles.

Take reference from the below example written using our innovative AI writing assistant :

Competitive analysis

Identify and analyze your direct and indirect competitors. Recognize their strengths & weaknesses, and describe what differentiates your business from other planners.

Direct competitors can be other event planning businesses, while wedding planners, local venues, caterers, or conference centers can be indirect competitors.

Point out how you have a competitive edge in the market, such as superior event management options, user-friendly methods/tools to book your services, and adequate pricing plans with better services.

Not only that, describe emerging market trends in the industry and explain how you will cope with all the directions. You can also list regulations and licensing requirements that may affect your company.

5. Describe your Product and Service Offerings

Next, specify the scope of your products and service offerings. As an event management business, you can describe the size and type of events you cater to, including a variety of event planning services.

This section must be informative, precise, and client-focused. By providing a clear and compelling description of your offerings, you can help potential investors or readers understand the value of your business.

While drafting your  event planning services and products, you can take reference from the below example:

Eventel provides event planning in a wide range of applications. We guarantee satisfaction in the areas of appearance, performance, and taste. 

The following is a sampling of the types of events we plan every year:

• Corporate events or meetings, Training, and Retreats
• Conferences and Workshops
• Birthday parties, Anniversaries, Graduations, and Holidays
• Weddings, Receptions, and Showers
• Company picnics, banquets, and award ceremonies
• Caterer coordination and decor
• Trade shows and fashion shows

Effectively define your pricing plans for event planning services. Also, communicate your services to the customers by sharing a detailed description of the procedure you use while working with clients.

Mention if your event planning company offers any additional services. You may include services like lighting & sound, vendor negotiation, guest concierge services, etc.

6. Outline a Sales and Marketing Plan

Writing the sales and marketing strategy section means a list of tactics you will use to attract and retain your clients. Here are some key elements to include in your sales & marketing strategies:

Social media marketing

Use social media platforms to present your company’s essence. Regularly post exquisite snapshots or videos of your planned social events, decor, and behind-the-scenes moments.

User-friendly website

Assure that your event management company has a user-friendly website that provides basic information about your services, pricing, and contact

details. Also, share informative blog post content or event videos.

Pricing strategy

Describe your pricing strategy—how you plan to price your services and stay competitive in the local market. You can mention any discounts you plan on offering to attract new customers.

Collaborations

Build an extensive vendor network to expand your reach and draw their existing customers. This might do wonders for your business and enhance your brand image.

Offline advertising

Effectively reach your target audience using offline advertising methods like brochures, newspapers, social gatherings, or events. Also, try to offer a personalized approach or stress-free planning to retain existing clients.

7. Introduce Your Team

A powerful management team is paramount for demonstrating your business’s ability to thrive in the event planning industry.

Letting your readers or investors know about your business leadership or key managers will help them have a clear idea of who is running your event planning company.

So, start this section by introducing key team members and highlighting their event planning skills & previous experience.

Jot down their qualifications and specific responsibilities. You can also shed light on how your experienced event planners contribute to the success of your business.

Next, describe the compensation plan for the leadership team and event planners, including salaries, bonuses, and other benefits. This can help key stakeholders to ascertain how much percentage is allocated to salaries.

If you have a board of advisors for your event management business, then mention them along with their roles and experience.

8. Outline Business Operations

Now, it’s time to outline the processes and procedures involved in your day-to-day business operations. Detail how you will eventually plan to manage your business effectively.

Staffing & training

Highlight your staffing needs by mentioning the number of employees, planners, or coordinators. Also, include their qualifications, the training required, and the duties they will perform.

Operational process

Outline the processes and procedures you will use to run your event planning business. It may include initial client meetings, decor, party favors, caterer coordination, set up/clean up, etc.

Equipment and machinery

You can also include the list of equipment and machinery required for event planning, such as office supplies, camera & photography equipment, event planning software, etc.

Explain how these technologies will help you maintain quality standards and improve the efficiency of your business operations. Refer to the below example written using Upmetrics AI assistant:

9. Prepare a Financial Plan

For a successful event planning business, you need to prepare a well-structured and in-depth financial plan with a realistic financial projection. It comes last in the business plan but is the most important section for investors.

So, mention all the below key components in your financial plan:

• Profit and loss statement
• Sales forecast
• Cash flow statement
• Balance sheet
• Break-even analysis
• Financial needs
• Tax considerations

From the above, you can identify the funding needs and evaluate the funding resources for your event planning company, including bank loans, SBA-guaranteed loans, angel investors, and personal savings.

In this section, you need to make a few assumptions. It will greatly affect the financial forecasts of your business. Refer below table to make important assumptions:

Well, having a realistic financial plan in your hand not only helps you present your business’s fiscal health but also emphasizes its sustainability.

However, calculating all the financial statements from scratch can be an overwhelming task. But, not to worry; use Upmetrics’ financial forecasting tool to formulate all your financial projections.

All you need to do is provide the information you have, and let the tool estimate financial factors, and create visual reports for you. No manual data entry, recalling Excel formulas, or preparing graphs—nothing.

Here’s an example of a projected cash flow statement for an event planning business:

Download Free Event Planning Business Plan Template

Need help writing your event planning business plan from scratch? Well, here you go; download our free event planning business plan template now and start writing.

This modern, user-friendly event management business plan template is specifically designed for your event business.

With a step-by-step guide and example, it assists you in creating your own plan without missing any crucial details.

The Quickest Way to turn a Business Idea into a Business Plan

Fill-in-the-blanks and automatic financials make it easy.

Prepare Your Business Plan with Upmetrics AI

Finally! You know how to write an event planning business plan with the help of our free sample business plan template. So, you are one step closer to starting or growing your business confidently- pretty exciting, right?

But you know what else is exciting? Your business planning process can be even faster and easier than this. Yes, you heard it right; it’s possible with the power of the Upmetrics AI assistant tool .

So, take a sigh of relief and focus only on planning the most happening events in the town!

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Frequently asked questions, what are the key components of an event planning business plan.

Writing a professional event planning business plan involves the following key components:

• Executive summary
• Company overview
• Industry and market analysis
• Product and service offerings
• Sales and marketing plan
• Management team
• Business operations
• Financial plan

How often should I update my Event Planning Business Plan?

Your event planning business plan should be reviewed and updated at least once in a year or more often if there are significant changes in your business environment or services.

What are some tips for writing an Event Planning Business Plan?

Consider the following factors before writing an Event Planning Business Plan:

• Define your niche and business objectives
• Clearly mention unique selling points
• Be realistic in the financial statement
• Understand your target customer
• Stay agile in a dynamic industry

How much does it cost to start an event planning business?

A fair estimation for an event planning business can range from a few thousand to tens of thousands of dollars. It can vary widely depending on office space, equipment, and initial inventory.

About the Author

Vinay Kevadiya

Vinay Kevadiya is the founder and CEO of Upmetrics, the #1 business planning software. His ultimate goal with Upmetrics is to revolutionize how entrepreneurs create, manage, and execute their business plans. He enjoys sharing his insights on business planning and other relevant topics through his articles and blog posts. Read more

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• 7 steps to crafting a winning event pro ...

7 steps to crafting a winning event proposal (with template)

Like a resume, an event proposal showcases your event management skills and experiences for potential stakeholders to consider when deciding who will run an event. Use our event proposal template and follow these seven steps for writing an impressive proposal.

Whether you're organizing an industry-wide seminar or seeking sponsorships for an upcoming tradeshow, a winning event proposal illustrates why stakeholders should trust that your event will be a success. 

However, putting together an effective proposal takes more than just good event management skills. To really impress a potential client or stakeholder, your event proposal should include a balance of descriptive writing, visual elements, and comprehensive logistics. Stand out from the crowd with these seven steps and best practices for incorporating these elements into your proposal. 

What are the components of an event proposal?

 An event proposal covers: 

The purpose of the event

The individuals or suppliers that are involved

The logistics of running the event

Like a resume, an event proposal showcases your unique skills and event organizing capabilities for potential clients and stakeholders to consider when deciding who will run an event. You provide them with a chance to review the elements you will incorporate to make their event a success. 

Effective event proposals illustrate a clear, concise, and comprehensive vision for the event—think of it like an elevator pitch . Impress your stakeholders by following these seven steps to crafting an engaging proposal. 

1. Meet with the prospective client or stakeholders

Before you begin crafting your proposal, you should have a clear understanding of your prospective client’s expectations for the event. Schedule an initial meeting to discuss what they have in mind for this event. 

Clarify things like:

The event name

The type of event

The number of guests

Date, time, and desired location

Theme, overall aesthetic, color, or ambiance

What they hope to accomplish with the event

It’s important to note your prospective client or stakeholders may not have any clear expectations at this point in the project—that’s probably why they’re looking for an event planning expert. Prepare to inspire your client with a portfolio of your past work, color swatches, mood boards, etc. Note any elements that spark their interest and don’t be afraid to pitch your own ideas. 

As with any business meeting, you want to leave your prospective client with a good impression of you. Follow proper business etiquette every time you meet with these event stakeholders.  

2. Sell yourself

The first step in crafting the actual event proposal is to introduce yourself and your event team. 

Your intro should include:

A brief description of your background 

Your event experience and qualifications 

Your scope of work

Your company name (if applicable)

Any relevant certifications 

Licensing (if applicable)

Professional references

Business associates

Federal employment ID (if applicable)

Past wins that exemplify why you’re the right person for the job

Keep in mind that your client may be looking at multiple event proposals from different planners. In this section, focus on what skills set you apart from the competition and which ones would best address the client’s needs for this event.

3. Write an appealing event description

Once the introductions are out of the way, you can focus on the meat of your proposal—the event description. This overview provides a summary of how you plan to deliver the event. 

The description should include:

The goal for the event

Any details or expectations discussed in prior meetings with the client

A general time frame of the project

Possible venues, caterers, or other suppliers

Your overall vision and how you plan to achieve it, including theme, colors, ambiance, etc.

Your event description shouldn’t just lay out the logistics of the event—this is your chance to persuade your client or stakeholders that your event will be a success. If you’re not a skilled writer, consider hiring someone who can help put your vision into words and make this section as appealing as possible. 

It may also be a good idea to include reference photos, mood boards, and color palates to help your client envision what you have in mind for their event. Remember to put their needs first when crafting the event description. 

4. List all services offered

This list will give your prospective client or stakeholders an in-depth view of what services you will be providing for the event. This will also include the suppliers you plan to use. This list should require a good bit of research—from table cloths to party favors, you want to be sure to list everything you’ll need for the event.

If it is a smaller function, such as a dinner party or baby shower, use bullets or a table to list the services you and your team will provide. Break up your list into sections for each aspect of the event if you're planning a large to-do, like a wedding or company-wide holiday party. 

5. Showcase your previous work

If your stakeholders aren’t completely sold on your vision yet, this is your opportunity to convince them your events are second-to-none. If you’ve planned similar events before, include photos and client testimonials to exhibit your work. 

Visual representations of your past work can help your prospective clients see your capabilities, and are a great way to prove your style matches what they had in mind. Having past events for comparison may also help your stakeholders realize what they do or don’t want for their own event.

6. Include proposed costs

Naturally, your client or stakeholder is going to want to know how much the event is going to cost. After describing the event in a way that your stakeholders can easily visualize, create a detailed summary of how much each element of the function will cost and the purpose they serve. 

Again, it’s important to be as detailed as possible in this section—you don’t want to blindside your client with unexpected costs that weren’t included in the proposal. Don’t forget to list even the most insignificant items, like chafing dishes that keep the food warm, or setup and transportation fees for rented equipment. You should also include any possible discounts they could receive, such as an early booking discount.

7. Note any event policies

If applicable, list your event policies at the end of your event proposal to help manage your client expectations properly. 

You might include requirements such as:

Minimum guaranteed headcount

Limited time offers on your proposal

Your cancellation policy

Rental or damage policies

Payment due dates

Finally, wrap up your proposal by thanking your prospective clients or stakeholders for the opportunity to work with them. Don’t forget to include your contact information so your prospective clients can get a hold of you if they have any questions (or, better yet, want to hire you).

Event proposal template

Use this template as a general guide to writing your proposal. However, every event is unique and may require different information. Tailor this event proposal template to best suit your client’s needs.

Personalizing your proposal will also help it stand out from the competition. If applicable, incorporate your client’s logo and brand colors throughout the document.

Best practices for writing your event proposal

An event proposal should be more than just information on paper. Aspire to entertain, inspire, and inform your audience with these event proposal best practices. 

Tell a story

Storytelling elicits emotion and excitement—two things that can help tip the scales in your favor. When writing your event description, your client should be the hero of the story. Describe what they can accomplish with your help—and what’s at stake if they go with another event planner. 

To help piece your story together, try to answer these questions:

How can the hero (your client or stakeholders) benefit emotionally, socially, and practically from letting you plan their event?

What obstacles might you encounter? As their guide, how will you help them anticipate and overcome these challenges?

What will the reward look like for your hero’s success?

Adding drama to the story is just a small example of how you can bring their event to life. By giving yourself a place in their story, you’re building an emotional connection with the client that will make it difficult for them to establish with another party planner. 

Be attractive and informative

A perfect event proposal should be comprehensive and detail-oriented—a cluttered, text-heavy proposal might give your client the wrong impression about your organizing skills. 

Instead, focus on creating an aesthetically pleasing event proposal to impress your stakeholders and save them processing time. People retain 80% of what they see , so incorporating creative visual elements is an easy way to set yourself apart from the competition. These could be:

Graphic design elements : Try your hand at adding a bit of spice to your proposals by adding fun graphic elements with Adobe Illustrator or free tools like Canva. You can also hire a freelance graphic designer if you want to leave it to the professionals. 

Visual layouts : No one likes skimming through a big wall of text. Using strong visual elements like logos, past event photos, color palettes, graphs, and charts will make your proposal more comprehendible. Witty headers and images will also help set the tone of your proposal.

Motion graphics : Videos, animated slideshows, and image carousels are a unique way to grab and sustain attention while reinforcing key points. 

Keep in mind the purpose of your event proposal is to showcase how well you can align your event vision with your client’s expectations and goals. Consider what elements they’d be most interested in seeing—and be careful not to overwhelm them with too many visuals. 

Write for your audience

Your event proposal should be about what your clients or stakeholders will get from your event—the more you elaborate on this, the more effective your proposal will be. 

Take the time to thoroughly research your client’s event, vision, business needs, and expectations. Showing that you have an understanding of these things will be crucial for the foundation of your event proposal. If you’re having trouble putting yourself in your client’s shoes, think of how you want the reader to perceive you and your company.

Tip: When writing your event proposal, default to the client’s terminology. For example, if they refer to an office get-together as a “happy hour,” use “happy hour” in your proposal. 

Emphasize your unique values

You may be writing for your client, but focusing on the unique values you and your event bring to the table should also be a priority for your event proposal. 

Highlight these values throughout your proposal to give your readers concrete reasons why they should invest in your event. 

Layout the logistics

You may impress your stakeholders with your qualifications and elaborate event description, but you need to prove that you’ll effectively and efficiently pull off the event. 

In your event proposal, highlight your ability to handle logistics by providing a detailed overview of the event. Illustrate how you’re planning to pull all the elements together to create a cohesive and successful event. 

Be transparent about the budget

Most people dread talking about money, but not talking about budget up front could cause major miscommunication further down the line. Luckily, there are ways to present this section of your event proposal with tact. 

By staying on theme with the rest of the event proposal best practices, you can position your proposed budget by tying it back to your client values. The costs should align with your client’s needs, event vision, and desired impact. For example, a five course dinner might be appropriate for a royal wedding, but it’ll likely be a bit over the top for more casual events. 

Remember that transparency is key when proposing your event budget. Being honest and realistic about their options can help establish trust between you and your prospective client. A good practice is to break your list up into three sections:

Flexible costs with high and low-end options

Service fees

If you’re nervous your cost will be the determining factor for your client or stakeholders, include a high- and low-end budget so they can decide what works best for their needs. 

Get the gig with a top-notch event proposal

The best event proposals balance thorough research and detailed lists with descriptive writing and rich visuals. As you compose your proposal, remember to not only highlight your suggestions and vision for the event but also how it all ties back to your client’s values and expectations.

Once they hire you for the job, use your proposal to streamline your event management process. An event proposal template will help you stay on top of supplier communications, budget tracking, team schedules, and more.

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Money Talks → Events & Entertainment

How to write an event business proposal that picky clients will love

February 25, 2022

Don’t use a cookie-cutter event proposal template

Consider your word choice, prioritize the client’s vision, show why you’re right for the job, how to present price and seal the deal, services offered, services provided, define your event planning timeline, include policies and conditions.

• What to include on your event business proposal

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Related Articles

Writing event proposals is an artform. Nail your event proposal, and you’ll score gigs with ease. Struggle with your proposal, and it’ll be tough to book solid work — even if you know you’d do a great job throwing the event.

Plus, not all clients are going to have the same standards when it comes to proposals. Here’s how to write a proposal for an event that even picky clients will love.

You want to stand out as the best choice when you’re writing an event proposal. Do you think that’s going to be the case when you use the first free template you find online? Almost certainly not.

To get people to take you seriously, you need to create an original event planning template that does a few critical things.

First, you want it to have an appealing layout that conveys all essential information at a glance. It should follow a logical order and provide sufficient detail, while also not being too text heavy. Incorporating photos from past events and other visual items like renderings can be effective when done well. It’s a good idea to have a few people you trust look over your template before you send out any proposals so you can catch any mistakes before the client does.

Secondly, remember that clients will choose you because they love your vision and what you have to offer. You’re going to bring your own energy to the event, and clients want to see that every step of the way — including in your proposal. Incorporate branding when appropriate. This can mean logos, fonts, and overall design. It’s fine to draw inspiration and use ideas from templates you find online.

Bottom line: The event proposal template you ultimately create needs to be your own if you want it to dazzle potential clients.

The words you use can sometimes be just as important as what you’re trying to communicate. For example, it’s important that you sound engaged and excited about working with potential clients. Successful event planning depends on building relationships. Your clients want to feel like you truly understand their needs and expectations for their event. Engage in active listening, and you’ll get that across.

At the same time, you want to maintain a professional tone, so your clients feel that they can trust you with throwing the event of their dreams. No one is going to be interested in hiring you if you just ramble on without telling them exactly why you’re the right person for this specific job.

It’s also imperative for you to think about what words you choose to describe the client. Do a little bit of background research to see how they talk about themselves online. Using some of the same language can affirm that you’ve done your homework and understand their wants and needs.

At the end of the day, the client wants to be satisfied with your services. There’s no way for them to know how well you’ll meet their expectations if you’ve never worked together in the past. You’re going to do a much better job convincing them of your capabilities if you address their vision in your proposal.

Run through all the things they’re looking for from their event. This includes the basics, like the date, time, location, and number of guests, as well as creative goals, such as aesthetics and theming. Will other vendors be needed for catering, music, or photography? Strategically plan how you want to address all of these elements in your event proposal. It’s important to prioritize based on what you anticipate the client will be most passionate about.

For instance, if you’re creating a wedding planner business proposal, check off all the must-haves on the couple’s list. If they want a more traditional wedding on a mid-range budget, don’t suggest they have the ceremony on top of the Eiffel Tower. On the flip side, if a potential client says a unique location is important to them, don’t say they should have the reception in a hotel banquet hall.

You also don’t want to dedicate a ton of space to raving about the special embossed napkins you’ll have for the event. That’s a nice feature, but it’s not going to make or break the whole proposal. Instill confidence in potential clients by giving the most space to the most important elements of the plan — and work in descending order from most important to least important.

You know you’re the right person for the job. But how will your client know that? Show, don’t tell. But isn’t an event proposal supposed to be all about telling, you ask? Not quite. Simply telling your clients what you’ll do is way less convincing than showing them what you’ve already done.

The words on your event planning proposal are there to give concrete details about just that — your plans. How you execute is what’s going to show the client you’re the right fit.

Everything needs to be tight. If there are mistakes in your proposal, the client is going to assume you’ll also have issues when it comes to running their event. This is another area where photos can give you a big boost. It’s one thing to say you’ll do X, Y, and Z for the client. It’s a lot more convincing when you can show a picture of you doing those things at another event in the past. Not only will this lend you legitimacy, it’ll give the client a clearer idea of what to expect.

Cost is one of the biggest points of contention when it comes to event planning. But just because pricing is a tough bridge to cross doesn’t mean you should avoid doing it.

You want to give accurate price estimates in your event proposal for a few reasons. Most importantly: there’s no reason to waste everyone’s time if the price isn’t going to work out. It’s a good idea to itemize your budget so the client can see how much is being allocated to each element. Doing this will give the client a better reference for what they’re going to get for their money. Be ready to back up every price point you propose, too.

We recommend organizing this section of your proposal into two parts: Services Offered and Services Provided.

Begin with an outline of all the services you can offer during the event. For small events like a baby shower or dinner party, you can keep this simple. Make a list of bullet points that lists out all of your duties, such as hiring vendors and day-of staff, setup and cleanup, coordinating vendors and activities, or ordering food and beverages. Next to each item, list the cost. If applicable, list the vendor you’ll hire.

For large events such as weddings, you may want to break these service sections out by function. You might organize your proposal using a timeline of the event, and then outline the different services offered and provided for each function, such as the rehearsal dinner, cocktail hour, and so on.

Pro Tip: If you offer upgrade services (such as extra staff or a wedding send-off with sparklers), include those here, too — and be sure to include a photo. You never know what might catch your client’s eye!

Next, break down each portion of the event with a short, 1-3 sentence summary explaining what’s offered with each service, which vendor will be offering it, and the cost. For example, under Event Planning, you might introduce the name of the event coordinator working the event, their availability, and the cost for your event planning services. Under Catering, you can provide an overview of your preferred vendors, what they can offer, and pricing. Include a section for each portion of the event, such as setup, registration, food, bar, music, entertainment, and breakdown and cleanup.

Put your clients at ease by giving your clients a rough outline of when everything will be completed. Highlight key milestones, such as when you expect to have all the vendors hired. Also make sure your clients are aware of the pieces they’ll be responsible for, such as attending a cake tasting or finalizing their guest lists.

It’s important to let the client know your policies and conditions as soon as possible. For example, always address how you handle cancellations. You don’t want the client to call you the day before the event to call it off. By that point, you’ll already have put in tons of work into getting things in place. Having a policy that only lets the client cancel before a certain time frame ensures that you’ll still get paid even if they have a last-minute change of heart.

Pro Tip: Consider including an expiration date on your proposal, such as 30 days. This creates a sense of urgency and ensures you don’t end up double-booking yourself!

What to include on your event business proposal:

To recap, here’s everything you need to include when writing an event proposal:

• Your branding, company logo, and contact information
• A description of the event
• Proposed pricing for all services
• Event planning timeline
• Your cancellation and payment policies

Tie it all up with a compelling elevator pitch. Provide a brief overview of who you are and your event planning business. Include details like how long you’ve been in business, the types of events you specialize in, and any awards or recognition you’ve received (or big-name clients you’ve worked with).

You’re almost there! There’s just one more thing you can do to earn your client’s trust: tell them you’re insured.

It’s essential that you show the client you’re insured. Most people aren’t going to hire you unless you can provide them with a Certificate of Insurance or some other proof that you’re covered against claims of liability.

When you get events and entertainment insurance from Thimble, you’re going to be getting a form of General Liability insurance . This type of insurance protects against two important types of liability claims: damages from bodily injury and property damage. So, if a third party suffers property damage or bodily injury as a result of your participation in an event, your coverage will kick in to cover the costs of investigating the claim, defending you and paying any settlement amounts, so that you — or the client hiring you — will not be forced to pay out of pocket.

An event proposal is your way of leaving a shining first impression on a client, so it’s key that you put your best foot forward. Following these guidelines can help your proposals stand out from the rest.

Crafting the perfect event proposal takes work, but your business deserves it! Your business also deserves to be protected from liability. Get covered in less than 60 seconds with Thimble’s Event Planner Insurance . Just tell us your ZIP code and a few quick details about your event planning company — and boom, you’ll get your instant policy, and certificate of insurance in your inbox!

Written on August 22, 2019 | Last updated: February 25, 2022

Our editorial content is intended for informational purposes only and is not written by a licensed insurance agent. Terms and conditions for rate and coverage may vary by class of business and state.

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Event Proposal Template for Word, PDF

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Template Highlights

• First, describe your company, the services you offer, and the team that'll be handling this event or customer relationship
• Next, describe the event itself. This is the part where you paint a vision for your potential client. Make sure to include key details, like the location, theme, main objective, and so on
• Provide an overview of the planning and prep process, from the very early stages to the day of
• Include pricing information and a payment schedule
• Give the client guidance on next steps
• Download it as a PDF or Word file
• Print it, email it,

Template Preview

Event Proposal Template

As an event planner, you know how to organize and execute any occasion so that it runs smoothly and offers an excellent experience for guests and hosts alike. However, you might need some help with developing a professional proposal that you can proudly deliver to potential clients. This template offers a structure and examples to help you create a clear, comprehensive proposal for any event.

HubSpot Tip: Make specific updates to the template for each new event you are managing. It is important to provide each client a customized proposal that is specific to the unique requirements of their event.

Our Company and Team

Provide a one-paragraph overview of your event management company. Describe when, why, and by whom your company was founded. Mention key events that you have planned in the past, focusing on ones that are similar to the event you are currently proposing. Describe your company’s mission and tell the reader what sets you apart from other event planning firms.

Our Services

Give an overview of the types of assistance you offer to clients. This list does not need to be specific to this particular event proposal; you should include all of the event management services that your company offers. After giving a brief introduction, you can provide the services in a bulleted list, as shown below:

• Service 1

• Service 2

• Service 3

Our Proposed Event Management Team

Offering a credible team is essential to the success of any event management proposal. In this section, you should provide an overview of your team and the role each member will play in managing this event. Then, you should provide the names, titles, and brief profiles or biographies of each of your proposed staff.

Each profile should comprise a short paragraph and should include the team member’s years of experience in event management, any relevant certifications or educational milestones, and similar events they have managed in the past.

• Team Member 1, Title – Profile

• Team Member 2, Title – Profile

• Team Member 3, Title – Profile

HubSpot Tip: Consider including professional headshots of your proposed team, to personalize the proposal and connect faces with the names.

Provide an overview of the event, describing the different activities that will take place, the type of food and beverages, and the style of décor. If applicable, explain how the event fits with your client’s strategic goals.

After giving a brief introduction, present the important details of the event, perhaps using the table below as a template.

Date and Time

Number of Invitees

Expected Number of Attendees

Key Message

HubSpot Tip: Customize it! The items in the table above are only suggestions. Feel free to edit them to the specifics of the event you are proposing.

Major Activities and Timeline

After describing the event in general, you should show the activities involved in planning and executing the event, with start and completion dates. This gives the potential client a sense of the timeline for the event, how many times you will need to meet throughout the process, and allows them to follow along with the schedule and know that all activities are being completed on time. You can use a simple table, like the one that follows, to depict the timeline.

Completion Date

HubSpot Tip: Including a detailed schedule highlights your credibility and shows your ability to execute the event on time.

Pricing and Payment Schedule

Indicate all of the activities and items that are required for the event to be successfully planned and executed. Some of your costs will be at an hourly rate and some will be associated with a flat fee. You can present and total them in a table like the one below.

Activity/Item

Hourly Rate/Flat Fee

Estimated Hours/Quantity

For this type of work, payment often happens on a schedule, with a percentage being owed upon signing the contract, and then additional amounts being due leading up to the event. You can use a table like the one below to indicate the proposed payment schedule.

Deposit – 20% of total

Upon contract signing

25% of total

2 months prior to event

30% of total

1 month prior to event

Final 25% of total

1 week before event

HubSpot Tip: Update the pricing information and payment schedule according to the specifics of the event.

Indicate what is needed to move to next steps. Most likely, you will need a signature from the client, and payment of a deposit. You should also include your company’s specific contract details indicating the terms and conditions for this work.

HubSpot Tip: Consider including your contact information (email address and phone number) so that the customer can get in touch with you quickly to discuss the proposal, if necessary.

Following the contract, you should include a place for signatures by the client.

________________________

[Name], [Role]

HubSpot Tip: Include signature lines for everyone who is responsible for approving the proposal. Include their names and roles to personalize the document.

If you have photos of past events, consider collecting and including them at the end of your proposal to give the client a sense of your style and skillset. You can include photos of the kinds of décor, food, drinks, and event invitations that you typically offer.

HubSpot Tip: “A picture is worth a thousand words.” While the written word is powerful, never underestimate the influence of a photo! You might even consider including photos throughout your proposal to illustrate your points in each section.

Frequently Asked Questions

How do i write an event proposal, is this template free, can i edit this template, related tags:.

• Proposals, Estimates & Quotes

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Event Planning Business Plan Template

Written by Dave Lavinsky

Event Planning Business Plan

Over the past 20+ years, we have helped over 5,000 entrepreneurs and business owners create business plans to start and grow their event planning businesses. On this page, we will first give you some background information with regards to the importance of business planning. We will then go through an event planning business plan step-by-step so you can create your plan today.

Download our Ultimate Business Plan Template here >

What is an Event Planning Business Plan?

A business plan provides a snapshot of your own event planning business as it stands today, and lays out your growth plan for the next five years. It explains your business goals and your strategy for reaching them. It also includes research to support your plans.

Why You Need a Business Plan for Your Event Planning Company

If you’re looking to start an event planner business or grow your existing one you need a business plan. A business plan will help you raise funding, if needed, and plan out the growth of your event planning business to improve your chances of success. Your event planning business plan is a living document that should be updated annually as your company grows and changes.

Source of Funding for Event Planning Businesses

With regards to funding, the main sources of secure funding for an event planning business are bank loans, personal funding, credit cards, and angel investors. With regards to bank loans, banks will want to review your business plan and gain confidence that you will be able to repay your loan and interest. To acquire this confidence, the loan officer will not only want to confirm that your financials are reasonable. But they will want to see a professional plan. Such a plan will give them the confidence that you can successfully and professionally operate a business.

Another common form of secure funding for an event planning business is angel investors. Angel investors are wealthy individuals who will write you a check. They will either take equity in return for their funding or, like a bank, they will give you a loan. Venture capitalists will not fund an event planning business.

Finish Your Business Plan Today!

How to write a business plan for event planning.

When you write a business plan, you should include the following 10 key aspects:

Executive Summary

Your executive summary provides an introduction to your business plan, but it is normally the last section you write because it provides a summary of each important component of your plan.

The goal of your Executive Summary is to quickly engage the reader. Explain to them the type of event planning business you are operating and the status; for example, are you a startup, do you have an event planning business that you would like to grow, or are you operating a chain of businesses.

Next, provide an overview of each of the subsequent sections of your plan. For example, give a brief overview of the event planning business industry. Discuss the type of business you are operating. Detail your direct competitors. Give an overview of your target audience. Provide a snapshot of your marketing strategy and plan. Identify the key members of your team. And offer an overview of your financial plan.  

Company Analysis

In your company analysis, you will detail the type of business you are operating.

For example, you might operate one of the following types:

• Corporate Events : this type of event planning business caters to businesses, charities, nonprofit organizations, and the like to plan fundraisers, receptions, conventions, trade shows, competitions, award ceremonies, product launches, and other types of meetings.
• Social Events : this type of event planning business targets middle- to upper-income individuals and families to plan events such as weddings, birthdays, reunions, and other types of celebrations.
• Niche Events : some event planners specialize in just one of the above event types.

In addition to explaining the type of event planning business you operate, the Company Analysis section of your business plan needs to provide background on the business.

Include answers to questions such as:

• When and why did you start the business?
• What milestones have you achieved to date? Milestones could include sales goals you’ve reached, new contracts, etc.
• Your legal structure. Are you incorporated as an S-Corp? An LLC? A sole proprietorship? Explain your business structure here.

Industry Analysis

In your industry analysis, you need to provide an overview of the event planning business.

While this may seem unnecessary, it serves multiple purposes.

First, researching the industry educates you. It helps you understand the target market in which you are operating. 

Secondly, market research can improve your strategy particularly if your research identifies market trends. For example, if there was a trend towards events that adhere to social distancing guidelines, it would be helpful to ensure your plan details what approach you would take (suggested venues, creative solutions for inclusion, etc.).

The third reason for market research is to prove to readers that you are an expert in your industry. By conducting the research and presenting it in your plan, you achieve just that.

The following questions should be answered in the industry analysis section:

• How big is the event planning industry (in dollars)?
• Is the market declining or increasing?
• Who are the key competitors in the market?
• Who are the key suppliers in the market?
• What trends are affecting the industry?
• What is the industry’s growth forecast over the next 5 – 10 years?
• What is the relevant market size? That is, how big is the potential market for your business. You can extrapolate such a figure by assessing the size of the market in the entire country and then applying that figure to your local population.

Customer Analysis

The customer analysis section must detail the clientele you serve and/or expect to serve.

The following are examples of customer segments: private and corporate clients, high-income households, medium-income households, engaged couples, etc.

As you can imagine, the customer segment(s) you choose will have a great impact on the type of event planning company you operate and the event services you offer. Clearly, businesses would want a different atmosphere, pricing, and product options, and would respond to different marketing promotions than engaged couples.

Try to break out your target customers in terms of their demographic and psychographic profiles. With regards to demographics, including a discussion of the age groups, genders, locations, and income levels of the customers you seek to serve. Because most event planning companies primarily serve customers living in the same city or town, such demographic information is easy to find on government websites.

Psychographic profiles explain the wants and needs of your target market. The more you can understand and define these needs, the better you will do to attract customers and retain your existing customers.

With Growthink’s Ultimate Business Plan Template you can finish your plan in just 8 hours or less!

Competitive Analysis

Your competitive analysis should identify the indirect and direct competitors your business faces and then focus on the latter.

Direct competitors are other planners and businesses that offer event planning services.

Indirect competitors are other options that customers have to purchase from you that aren’t direct competitors. This includes caterers, venues, and customers planning events on their own. You need to mention such competition to show you understand that not everyone who throws a party hires an event planner each time.

With regards to direct competition, you want to detail the other businesses with which you compete. Most likely, your direct competitors will be other businesses that offer event planning services very close to your site.

For each such competitor, provide an overview of their businesses and document their strengths and weaknesses. Unless you once worked at your competitors’ businesses, it will be impossible to know everything about them. But you should be able to find out key things about them such as:

• What types of customers do they serve?
• What planning services do they offer (wedding planning, baby showers, birthday parties, social events, etc.)?
• What is their pricing (premium, low, etc.)?
• What are they good at?
• What are their weaknesses?

With regards to the last two questions, think about your answers from the customers’ perspective. 

The final part of your competitive analysis section is to document your areas of competitive advantage. For example:

• Will you provide superior event management options (e.g., more cuisine types, better venue options, etc.)?
• Will you provide event options that your competitors don’t offer?
• Will you make it easier or faster for customers to book your services (e.g., utilizing event planning software, etc.)?
• Will you provide better customer service?
• Will you offer better pricing?

Think about ways you will outperform your competition and document them in this section of your plan.

Marketing Plan

Traditionally, a marketing plan includes the four P’s: Product, Price, Place, and Promotion. For an event management business plan, your marketing strategy should include the following:

In the product section, you should reiterate the type of business that you documented in your Company Analysis. Then, detail the specific products/services you will be offering. For example, in addition to designing the event, locating the venue, arranging vendors, coordinating personnel, and supervising the event, will you offer services such as catering, decor, and entertainment?

In this section, document the prices you will offer and how they compare to your competitors. Essentially in the product and price sub-sections, you are presenting the services you offer and their prices.

Place refers to the location of your event management business, conference centers, and/or venues in which you own and/or have a relationship. Document your location and mention how the location will impact your success.

The final part of your event planning business marketing plan is the promotions section. Here you will document how you will drive customers to your site. The following are some promotional methods you might consider:

• Social media marketing
• Advertising in local papers and magazines
• Reaching out to local bloggers and websites 
• Partnerships with local organizations (e.g., getting on the list of recommended vendors with local venues)
• Local radio advertising
• Banner ads at local venues

Operations Plan

While the earlier sections of your event planner business plan explained your goals, your operations plan describes how you will meet them. Your operations plan should have two distinct sections as follows.

Everyday short-term processes include all of the tasks involved in running your event planning business such as interviewing clients, making arrangements, keeping the store/studio clean, etc.

Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to serve your 100th customer, or when you hope to reach $X in total sales. It could also be when you expect to hire your Xth employee or launch in a new market.

Management Team

To demonstrate your own event planning business’ ability to succeed as a business, a strong management team is essential. Highlight your key players’ backgrounds, emphasizing those skills and experiences that prove their ability to grow a company. 

Ideally, you and/or your team members have direct experience as event planners or in the industry. If so, highlight this experience and expertise. But also highlight any experience that you think will help your business succeed.

If your team is lacking, consider assembling an advisory board. An advisory board would include 2 to 8 individuals who would act as mentors to your business. They would help answer questions and provide strategic guidance. If needed, look for advisory board members with experience in event planning and/or successfully running small businesses.  

Financial Plan

Your financial plan should include your 5-year financial statement broken out both monthly or quarterly for the first year and then annually. Your financial statements include your income statement, balance sheet, and cash flow statements.

Income Statement : an income statement is more commonly called a Profit and Loss statement or P&L. It shows your revenues and then subtracts your costs to show whether you turned a profit or not.

In developing your income statement, you need to devise assumptions. For example, will you plan one event per week or several events? And will sales grow by 2% or 10% per year? As you can imagine, your choice of assumptions will greatly impact the financial forecasts for your business. As much as possible, conduct research to try to root your assumptions in reality.

Balance Sheets : While balance sheets include much information, to simplify them to the key items you need to know about, balance sheets show your assets and liabilities. For instance, if you spend $100,000 on building out your business, that will not give you immediate profits. Rather it is an asset that will hopefully help you generate profits for years to come. Likewise, if a bank writes you a check for $100.000, you don’t need to pay it back immediately. Rather, that is a liability you will pay back over time.

Cash Flow Statement : Your cash flow statement will help determine how much money you need to start or grow your business and make sure you never run out of money. What most entrepreneurs and business owners don’t realize is that you can turn a profit but run out of money and go bankrupt. For example, let’s say a company approached you with a massive $100,000 event contract, that would cost you $50,000 to fulfill. Well, in most cases, you would have to pay that $50,000 now for supplies, equipment rentals, employee salaries, etc. But let’s say the company didn’t pay you for 180 days. During those 180 days, you could run out of money.

In developing your Income Statement and Balance Sheets be sure to include several of the key startup costs needed in starting or growing your business:

• Location build-out including design fees, construction, etc.
• The total cost of equipment and furnishings like decor, sound systems, etc.
• Cost of maintaining an adequate amount of supplies
• Payroll or salaries paid to staff
• Business insurance
• Taxes and permits
• Legal expenses

Attach your full financial projections in the appendix of your plan along with any supporting documents that make your plan more compelling. For example, you might include your store design blueprint or location lease.

  Event Planning Summary Putting together your own event planner business plan is a worthwhile endeavor. If you follow the event planning sample template above, by the time you are done, you will truly be an expert. You will really understand the business, your competition, and your customers. You will have developed a marketing plan and will really understand what it takes to launch and grow a successful event planning business.

Event Planning Business Plan FAQs

What is the easiest way to complete my event planning business plan.

Growthink's Ultimate Business Plan Template allows you to quickly and easily complete your Event Planning Business Plan.

What is the Goal of a Business Plan's Executive Summary?

The goal is to quickly engage the reader. Explain to them the type of event planning business you are operating and the status; for example, are you a startup, do you have an event planning business that you would like to grow, or are you operating a chain of event planning businesses.

  OR, Let Us Develop Your Plan For You Since 1999, Growthink has developed business plans for thousands of companies who have gone on to achieve tremendous success.

Click here to see how Growthink’s business plan consulting services can create your business plan for you.   Other Helpful Business Plan Articles & Templates

Event Proposal Template To Close Deals

If you're an event management company providing event planning services, our beautifully designed free sample proposal template provides an example for how to pitch your services. Sign up for a free 14-day trial to access and customize this event proposal template and take the pain out of your proposal process.

All Proposify proposal templates are 100% customizable.

What is included in this event proposal template.

Everything you need to impress your potential clients! This free event proposal template is 100% customizable and includes pre-written sections including a place to introduce your team, your understanding of your clients needs, event plan and details, budget and pricing, a sample contract, and more.

A Stunning Cover

What event planning proposal is complete without and eye-catching cover? Your clients won't be able to ignore this impressive introduction to your pitch.

This free event services proposal template includes imagery, but it's easy to switch out for your own visual content that complements the style of your event. Plus, all essential information like proposal name, date submitted, and date of delivery is all included.

A Short Executive Summary

The introduction, executive summary, or cover letter is one of the most important sections of your event planning proposal. Why? Because it's where you sell your potential clients on why they should pick your event services company over the competition.

This sample event proposal includes an example executive summary that you can customize to include your own value proposition. When writing an executive summary , remember to keep it keep it short, sweet, and persuasive.

About Your Team

Use this section of this event planning proposal template to introduce the team who will be working with your potential clients.

Include your team member's unique experience, specific expertise, and a headshot to put a face to the name! This event proposal sample includes placeholders to get you started.

Your Unique Differentiator

What is it about your event services company that sets you apart? Is it your attention to detail? Your happy clients? Your commitment to quality?

Whatever sets you apart, this section of our sample event proposal is where you describe your unique differentiator, what you understand of your clients needs, and how you're uniquely positioned to address them.

Scope of Services

Every event management proposal needs to include a detailed list of the services you offer. We've created a sample list to give you ideas and inspiration.

From event logistics to PR and media training, event planning and execution to sponsorship opportunities, this section of your event proposal is the place to describe what your potential client will receive from your event services company.

Pricing Page

The pricing page of your event proposal is where you list your fees and describe the financial commitment for your prospects.

Proposify's interactive pricing makes it easy to present package tiers, pricing descriptions, optional extras, and taxes in a clear and intuitive format.

Event proposals that use Proposify's interactive pricing are 115% more likely to close. Plus, using payment integrations in your sponsorship proposals to secure deposits increases close rates by 90%.

Statement of Work, Contract, and Sign-Off

This free event proposal template comes with a pre-written statement of work contract that is ready to use or edit to suit your own terms. Once your new client is ready to sign, Proposify's legally-binding, secure, and completely free electronic signatures make closing the deal fast and simple.

Tips for creating a winning event planning proposal

Dominate your next event services pitch with these data-backed proposal tips.

Increase your event planning proposal close rate by up to 26% by including images

Events are all about the visuals. So why are so many event proposals bland, black-and-white, text-based documents?

Adding imagery to your event proposals doesn't only help them stand out, it can help improve your close rate , too.

This free events proposal template includes example images that you can easily switch out for your own branded material.

Event proposals are significantly more likely to be successful when esignatures are used for sign-off

Including esignatures your event planning contract can increase success rates by 465% , and help deals close up to 60% faster .

This free event services proposal template comes with a built-in, legally binding esignature tool so you can capture your new clients' signatures with ease.

Bring your event planning pitches to life with video.

Sponsorship proposals with video content have a close rate 103% higher (in other words… DOUBLE) than those without.

It's easy to embed your video content in this free event planning proposal sample. Everything is online, meaning there are no size limits to slow you down, and no large files to get stuck in your clients' inbox.

Proposify proposals have a 23% higher close rate than the event industry average

of winning proposals close within 24 hours or less

Sponsorship proposals sent through Proposify enjoy a 79.5% open rate

Frequently asked questions about event proposal templates

What is an event proposal.

An event proposal is a document submitted by an event planning or event services company to a potential client. It is a sales document that is designed to convince a prospective client to hire an event company to put on an event.

How do I write an event proposal?

The best event proposals are concise summaries of why your potential client should pick your event services company over the competition. As such, effective event planning proposals must be convincing, well-written , and organized into sections. This event proposal example template contains pre-written, professional sections that are ready to use or switch out with text of your own.

What makes a good event planning proposal?

A winning event management proposal needs to include everything your potential client needs to make an informed decision, but not so much that they get bogged down in the unnecessary details.

Some event proposal must-haves include a persuasive executive summary, a section detailing your understanding of their challenges and requirements, a place to introduce your team, a description of your services, a clear statement of work contract, and a place to sign.

Why not just send my event proposal as a PDF?

Sending your event proposal as a PDFs gives you no insight into what happens with your deal after it's in your prospective client's hands.

Proposify's proposal software lets you send your event management proposal online, meaning you will be able to track exactly how your deal is progressing from the second you send it to the minute your new sponsor signs.

How do I send an event proposal to a potential client?

The most efficient way to send your proposal to a client is to email a link to an online proposal document. That way, large files won't get stuck in your prospect's spam folder, there's no need to download anything, and they (and you) won't need to mess around printing, signing, scanning, or sending physical documents ever again!

How many pages should an event management proposal have?

When we crunched the numbers behind 2.6+ million proposals , we found the ideal length for an event services proposal was around 11 pages, with those pages organized into 7 sections.

What should an event proposal include?

First, capture your potential client's attention with an impressive proposal cover. Next up, include an executive summary that distills the reasons why your event services company is the best for the job. Introduce the members of your team who will be working on the project with your potential clients, and describe your understanding of their needs and desires for their event. Include a detailed list of the services you provide as well as how much they cost. Finally, include clear terms & conditions right in your proposal and a place to sign so you can close the deal right then and there.

Why do I need a Proposify account to use this template?

When you sign up with Proposify , you get access to this template and every other template in our extensive template gallery . You can also upload all your company and client information so you can plug it into your proposals fast. After you sign up, you'll get access to all of our Team plan features for 14 days, and then have the option to choose your perfect plan.

And of course, you're able to select our no-cost plan, Proposify Free, whenever you like.

Why should I choose Proposify over the competition?

At Proposify, we know proposals. Our team has studied millions of deal docs over the years and understands what it takes to close deals. We are dedicated to delivering a solution that puts you and your team in control of the closing process. From template and content management to analytics and reporting, you’ll have consistency and visibility across your entire sales team and cycle.

How do I get an event proposal signed?

Electronic signatures are the modern way to capture signatures for business. They're secure, legally-binding, and with Proposify, completely free. That means no more printing PDFs or Word docs just to sign with a pen, scan it, and send it back.

Every Proposify proposal template includes our free esignature tool. Forget the printing, plug-ins, and downloading, and get your deals closed faster, from anywhere.

Can I edit this sponsorship proposal template?

Absolutely! All Proposify templates are 100% customizable.

Use this free event proposal template to dominate your next deal.

Get this free, customizable template now and get ready to crush your next event services pitch.

Hotel Event Venue Proposal Template

Hotels and other venues offering event services for conferences, weddings, and meetings will find this venue proposal example helpful in formatting new business quotes.

Catering Proposal Template

Catering companies that provide food and beverage services for guests of special events will find this example business proposal format helpful when quoting their services.

Learn why over 10,000 businesses love Proposify

Drag & drop library sections

Managing proposals is a breeze in Proposify. Save all your case studies, fees, images and team bios all in one central library.

Tag them, search them and drop them into your layout. Proposals just got... dare we say... fun?

Online previews & signatures

No more emailing big PDFs, printing and shipping proposals or faxing back signatures (ugh). Your client gets a branded, interactive proposal they can sign off electronically. No need for extra software or logins. Oh, and we tell you as soon as your client opens it.

Track everything

Keep a pulse on your the sales pipeline of your agency. Proposify lets you know your close rate, which sections of your proposals get viewed and for how long, and all kinds of insight into what goes into your most successful proposals so you can sell smarter.

Sync up your other apps

Proposals are just one part of your agency sales process. We tie together your other software, so you can import contacts from your CRM, auto create deals and generate invoices in your accounting software. We are regularly adding new integrations.

Customer Support to the Rescue

We understand that when you’ve got questions, especially when you’re on a tight proposal deadline, you NEED answers. Our customer happiness specialists are at the ready, armed with friendly, helpful, timely support by email or online messaging. We’re here to help, regardless of which you plan you’re on or if you’re just taking us for a test drive.

We Keep Your Data Safe and Private

When it comes to protecting your private information, we’ve got it locked down tighter than Alcatraz. We partner with Amazon Web Services, use 128-bit SSL encryption, and create daily backups. And we never, EVER disclose any data to third-parties without your permission. Rest easy, nothing’s getting out of here alive.

Ready to see Proposify in action?

Sign up for a custom demo to give Proposify a test drive and get all your questions answered.

General Tips , Planning Tips , Your Event Career

How to Write an Event Proposal (with a Template and Tips)

As a professional event planner, you know that writing an event proposal is one of the most important steps in the planning process! After all, a well-written proposal can help you secure a client and get them excited about your proposed event. In this blog post, we will break down how to write an event proposal from start to finish.

We’ll also provide useful tips for making your proposal stand out from the competition. Finally, we will even provide you with an example template that you can use to write your own event proposal.

So, let’s get started!

What is an event proposal.

First thing’s first: an event proposal is a document that outlines the details of an event. Furthermore, it explains why it should be approved.

What Should Be Included in an Event Proposal?

Your event proposal serves as a sales pitch to potential clients, outlining the benefits they can expect from your proposed event. A well-written proposal should include all necessary information about the event, such as:

• Venue selection
• Staffing needs
• Marketing plans, etc.

Ultimately, the goal of your event proposal should be to persuade the client that you can provide a successful, professional event.

PRO TIP: Dream of a career in event planning, but don’t know where to get started? This ULTIMATE GUIDE will reveal how you can get trained, certified, and ready to book your first client in as little as 3 short months!

Is an event proposal the same as an event plan.

This is a VERY important question, as many people mistakenly believe that a proposal and a plan are the same thing. But the truth is, they are two different documents.

An event proposal outlines what you intend to do. Think of it as the sales pitch!

On the other hand, an event plan is a document that outlines all of the details of how you will actually execute the event once it’s been approved. It includes all necessary steps, such as guest list management, staffing needs, catering needs, rental orders, etc.

How Do You Write an Event Plan?

If you’ve come this far and realized that you’re actually trying to put together an event plan, and NOT an event proposal, we highly recommend these two helpful blog articles:

• Free Template: How to Create a Winning Event Plan (by Eventbrite)
• How to Write a Great Event Plan (by True Film Production)

They’ll definitely be able to guide you in the right direction!

However, if you ARE looking for help to write an event  proposal , keep reading…

Creating an Event Proposal: What to Know Before Getting Started

Before you even begin writing your proposal, it’s important to understand the basics of how to write a successful event proposal.

How Long Should an Event Proposal Be?

When it comes to length, the answer really depends on your client’s requirements. Some clients might prefer a detailed, 10-page proposal while others may simply need a one-pager. Therefore, make sure you research what they are expecting before starting to write your proposal.

What is the Proper Format for a Proposal?

The best way to format an event proposal is to use a standard business letter format . This includes:

• Header with contact information
• Subject Line
• Introduction of your company and the event you are proposing
• Details of the event, such as date, time, location, goals, etc.
• Discussion of budget and other details
• Call to action
• Closing statement

Furthermore, you should also make sure to include a signature line at the bottom, along with your printed name and contact information. This will help make the proposal appear more professional!

Paper or Electronic?

Again, this really depends on the preferences of your client. Some clients may prefer a paper copy while others might prefer an electronic one.

If you decide to go with an electronic version, make sure to save it in a PDF format so that it can be easily opened and viewed by anyone with a computer or smartphone.

Understanding the Fundamentals

Next, you can’t write an event proposal if you don’t understand the scope of work, budgeting needs and expectations, how to research competitors, or how to create a timeline. Only once you understand these requirements can you begin crafting your document with confidence!

So, let’s take a closer look at each one…

1. Scope of Work

The scope of work is essentially the foundation of your proposal.

Here, you should outline what will be done, who will do it, and how long it will take to complete. If possible, you should also include a breakdown of tasks with estimated deadlines. This will give the client an idea of what to expect from you!

2. Budgeting

A well-crafted proposal should include a breakdown of the budget for each component of the event. Additionally, it should also include details about how much funding is needed, who will be responsible for what expenses, and any other relevant information related to budgeting.

3. Research Competitors

Researching competitors is a great way for you to get an idea of how much the event should cost. Not to mention, it’ll help you see what services are offered by other vendors in your area. In turn, this can help you determine the best pricing for your services and make sure that your proposal looks competitive!

4. Create a Timeline

Lastly, creating a timeline is essential for an event proposal! This will show the client that you have a plan to get everything done on time. Be sure to include all necessary steps and estimated dates of completion so that they can see how well you are organized!

PRO TIP: Make sure to download our FREE sample event planner checklist (6 month timeline)!

How to write an event proposal from start to finish.

Now that you understand the basics of creating an event proposal, let’s take a look at how to actually write one from start to finish!

What are The 5 Steps in Writing Your Proposal?

Step 1: gather the necessary information.

Before beginning the writing process, you’ll need to gather all of the necessary information about your event. This includes facts such as date and time, location, activities, budget, and more.

Step 2: Determine Your Audience

After you have the necessary information, it’s time to determine who your audience is for this proposal. Is it a potential client? A company looking for vendors? Knowing who you are writing the proposal for will help you create content that speaks directly to them.

Step 3: Start Writing

Now it’s time to actually start writing the proposal. Begin by introducing yourself and your company, as well as outlining the event you are proposing. Then, include details about what will be done, budgeting needs, competitors, timeline expectations, and more.

Step 4: Proofread and Revise

Before submitting the proposal, it’s important to proofread and revise your work. A good rule of thumb is that the first draft is NEVER the one you want to submit at the end. By revising and proofreading your event proposal, you can ensure that all information is accurate.

Plus, it’ll give you an opportunity to make changes or additions if necessary.

Step 5: Submit the Proposal

Once you are happy with the content of your proposal, you can submit it to the client or company!

Writing an Event Proposal: Tips and Tricks

Although following the steps outlined above can help you craft an effective event proposal, there are a few more tips and tricks that you should keep in mind:

• Make sure to tailor each proposal to the specific job or client.
• Always include contact information for yourself or your company.
• Keep it concise – no one wants to read a long and boring proposal.
• Outline the benefits of working with you or hiring your company.
• Make sure to highlight any special skills or qualifications that you may have.
• Include testimonials or references from previous clients, if possible.

Following these tips can help ensure that your event proposal is successful!

PRO TIP: Speaking of special skills and qualifications – if you’re not yet professional trained and certified as an event/wedding planner, why not start there? Earn YOUR globally-recognized certification in as little as 3 short months with QC Event School’s self-paced, online courses !

Critical mistakes to avoid.

When writing an event proposal, there are some critical mistakes that you should avoid in order to make sure your document is as professional and organized as possible. Here are the top five:

Mistake #1: Not doing enough research.

It’s important to understand who you’re writing for, what their needs are, and how you can meet them. Not doing adequate research could mean that your proposal is not tailored to their needs.

Mistake #2: Not including enough detail.

You want to make sure that you provide enough information about the event, budget, timeline plans, etc. Make sure to include all of this in your proposal so that the client has a full understanding of what they are hiring you for.

Mistake #3: Not proofreading your work.

Proofreading is essential before you submit any document! Even if you think the proposal looks and reads well, it’s always best to double-check and make sure that there are no spelling or grammar errors.

If you need help proofreading your event proposal, we recommend any of the following options:

• Asking someone you know (who is good at grammar) to review it.
• Using a professional proofreading service, such as Grammarly .
• Using an online spellchecker or grammar checker tool, such as ProWritingAid .

Mistake #4: Trying too hard to impress.

It’s important to sound professional and show enthusiasm for the project, but don’t go overboard with trying to impress the client! If your proposal is too flowery and/or borders on brown-nosing, it could have a negative effect.

Mistake #5: Not following instructions.

Lastly, many clients will provide specific instructions on how they want to receive the proposal. Make sure to follow these instructions and submit the document in the format requested.

By avoiding these five mistakes, you can make sure that your event proposal is professional and effective!

How to Write an Event Proposal for a Sponsorship

Now, writing an event proposal for a sponsorship can be a bit more challenging. After all, you’ll need to create content that directly speaks to the sponsor and outlines the benefits of partnering with your event.

Typically, if you’re seeking the assistance of a sponsor, it’s because you need help with some of the costs associated with hosting your event. In this case, you’ll need to include the following in your proposal:

• A detailed outline of the event and its purpose;
• An explanation of what type of contribution you’re expecting from the sponsor;
• And details on how the partnership will benefit both parties involved.

Tips for Writing an Effective Sponsorship Proposal

When writing a sponsorship proposal, it’s important to keep in mind the following tips:

• Be clear and concise. Make sure your message is easy to understand and avoids any kind of jargon or technical terms.
• Make sure to highlight what makes your event unique and why it’s worth sponsoring.
• Include specific information on how the sponsor’s contribution will be used and the potential impact it could make.
• Provide detailed information about your target audience, marketing plans, etc.
• If you can, provide past examples of similar events that have been successful in getting sponsorships.
• Most importantly – be sure to thank your prospective sponsor for their interest, regardless of whether or not they choose to contribute.

PRO TIP: Get sponsorships for your events with these 4 tried-and-true strategies !

3 Event Proposal Examples

Example #1: corporate event proposal.

In this first example, let’s imagine that you’re a corporate event planner with your own business. Your business is called “The Event Planners” (imaginative, we know) and you specialize in event planning for corporate clients.

Your client is a large tech company that is looking to host an exclusive event for the launch of their new product. For the sake of this example, the product in question is a new type of smartwatch. Their budget for the event is $50,000.

In this case, the event proposal might look something like this:

“The Event Planners specializes in hosting successful corporate events. We have extensive experience in planning and executing a wide range of projects for clients within the tech industry, including product launches, conferences and special events.

We understand the importance of making your event stand out from the competition, which is why we create custom solutions tailored to your specific needs. For this event, we will create a unique atmosphere that reflects the excitement surrounding the launch of your new product, while also providing an enjoyable experience for your guests.

Our services include the following:

• Securing venue and catering services
• Creating custom decorations and ambiance
• Designing promotional materials
• Managing audio/visual services
• Providing entertainment options
• Coordinating logistics and transportation

The total cost of the event will be $50,000. In return, we guarantee you a successful event that effectively showcases your product and leaves a lasting impression on your guests.

We have extensive experience in the tech industry and are confident that we can create a unique event that meets all of your expectations. Please let us know if you have any questions or need more information.”

Example 2: Nonprofit Event Proposal

In this second example, let’s imagine that you’re a nonprofit organization looking for sponsorship to help cover the costs of hosting your next event. Your nonprofit is focused on providing educational resources and support to underserved communities, and you’re planning an event to raise awareness about these issues.

The goal is to secure $5,000 in sponsorships to help cover the costs of venue rental, food and beverage, decorations, audio/visual services, transportation and other expenses associated with the event.

Your proposal might look something like this:

“We are a nonprofit organization dedicated to providing educational resources and support to underserved communities. Our mission is to ensure that everyone has access to quality education and resources, regardless of their background or economic status.

We are in the process of planning an event to raise awareness about our mission and the issues facing these communities. Our event will be a celebration of our progress as well as an opportunity to educate people on how they can get involved and help support our cause.

To make this event successful, we need to cover the costs of venue rental, food and beverage, decorations, audio/visual services, transportation and other associated expenses. As such, we are seeking sponsorships in the amount of $5,000 to help make this event a reality.

In return for your support, we will provide you with numerous opportunities to promote your business to the attendees of the event, as well as recognition on our website and social media outlets.

We are confident that this event will have a positive impact on our organization and those we serve. By partnering with us, you can help make an invaluable contribution to our cause and be part of something truly special. Thank you for your consideration.”

Example #3: Wedding Proposal

In our third example, let’s imagine that you’re a wedding planner looking to secure a contract for an upcoming wedding. You have experience in planning and executing all types of weddings, from traditional ceremonies to large-scale events.

Your proposal should include information about your services, pricing, and other details relating to the event.

Here is an example of what your proposal could look like:

“We are a wedding planning company with years of experience in creating and executing dream weddings for couples all over the world. We specialize in helping couples create the perfect wedding that reflects their personal style and taste.

For this particular event, we will take care of every detail from start to finish. Our services include:

• Helping the couple select a venue
• Designing their wedding decor
• Creating their wedding menu
• Organizing the entertainment and activities for their guests
• Booking vendors
• And much more

The total cost of our services is $20,000. This includes all necessary fees associated with planning and executing the event.

We have the necessary experience and expertise to make sure this wedding goes off without a hitch. We look forward to working with you and helping to create a beautiful and memorable celebration for the happy couple.”

Event Proposal Free Template

Finally, here’s a free reference template that you can use as inspiration when writing your OWN event proposals in the future. Enjoy!

Event Details

• Event Title : [Insert here]
• Target Group(s) of Event : [Insert here]
• Proposed By : [Insert here]
• Hosting Organization : [Insert here]
• Event Date(s) : [Insert here]
• Venue(s) : [Insert here]
• Amount Requested for Budget : [Insert here]

Event Description

This section should include a brief overview of the event, its purpose, intended target audience and desired outcome. Importantly, make sure this section includes:

• The expected number of hours/days the event will be held;
• Number of guests/attendees expected;
• The venue where the event will be held;
• Your event objectives;
• The most important feature of the event (e.g. keynote speaker);
• Any other notable features or activities planned;
• Why it will benefit the organization, stakeholders, etc. to take part in this event, etc.

Proposed Event Program

Here, you will spell out the timeline for the event. Include a day-by-day (or hour-by hour) breakdown of activities, such as panels, keynote speakers, workshops and other activities that have been planned for the event.

Additionally, make sure to get real specific about the following details:

• Arrival times (if any);
• Start and end times for the event/event activities;
• Presentation times;
• Speeches and/or special announcements;
• VIP arrivals and departures, etc.

Human Resources

In this section, include information about any staff needed to support the event. This could include volunteers, speakers, a moderator and/or panelists, as well as any other personnel that would be necessary for the event.

Next, you’ll want to discuss why you’ve chosen the particular venue you have – and how that venue will benefit the event. This is also the section to discuss any special accommodations necessary, such as audiovisual equipment, seating arrangements, etc.

PRO TIP: Learn more about properly researching and finding the PERFECT venue for your event!

Scope of work.

Here, you’ll want to outline exactly what services your organization will provide for the event. This includes:

• Any contacts/vendors you will be working with;
• The design of invitations/registration forms;
• Provide food and beverage for the event (if any);
• Organizing logistics, such as transportation and accommodations;
• Coordinating event photography and/or video recording;
• Providing any additional materials needed for the event, such as decorations or props;
• Managing post-event activities, such as follow-up emails or surveys.

Budget Breakdown

You’ll use this next section to break down a detailed budget for the event. This should include the following:

• Personnel costs (e.g. speakers, moderators, volunteers);
• Venue rental;
• Catering expenses;
• Marketing/promotional costs;
• Cost of materials (e.g. decorations, props);
• Travel expenses (if applicable).

This section is particularly necessary if you intend to get government funding or some sort of sponsorship for your event. Here, you’ll want to explain why it’s important to measure the success of the event and detail how you plan on doing so.

Measurements of success might include (but aren’t limited to):

• Number of attendees;
• Attendee/participant satisfaction ratings;
• Sign-ups for a newsletter/follow-up activities;
• Amount of media coverage;
• Number of new recruits;
• Increase in bookings, etc.

PRO TIP: Here are 23 helpful KPIs (key performance indicators) to help you measure your event’s success, courtesy of Bizzabo!

Risk Management

No event proposal is complete without a risk management plan. Here, you should include any potential risks that may arise during the event, as well as strategies for mitigating such risks.

In this particular section, you might find it easiest to create a chart. We recommend breaking up the chart into five categories:

• Risks Identified;
• Probability of Risk;
• Severity of Risk;
• Priority Rating;
• And Risk Treatment.

By formatting your Risk Management section this way, you’ll make it much easier for everyone to understand and track the potential risks associated with your event.

Event Equipment Needs

Next, you’ll want to list all the equipment that will be necessary for the event. This could include audiovisual equipment (e.g. microphones, projectors, etc.), as well as seating arrangements and any other relevant items.

Again, you might find it easiest to put everything together in a chart. If this is the case, we suggest the following categories:

• Description of the Equipment
• Total # Required
• Ready in Stock (Y/N):
• Current Condition (Excellent, Good, Poor)
• Need to Borrow (Y/N)
• Where to Borrow From (and Cost)
• Need to Hire (Y/N)
• Where to Hire From (and Cost)
• Need to Purchase (Y/N)

Obtaining Permits/Licenses

Depending on the type of event you’re hosting, you may need to secure certain permits or licenses. In this section, you’ll want to detail why you need the permit/license, as well as explain how and when it will be obtained.

Transportation and Accommodation

Lastly, discuss any transportation and accommodation needs for your event. This could include booking flights for speakers or guests, rental cars, or lodging nearby the event venue.

At this point, you should also make note of any special requirements for attendees or speakers (e.g. dietary needs/restrictions). This way, you’ll be sure to provide adequate accommodations for everyone involved in the event planning process.

Once you’ve completed all the previous sections, your event proposal should be complete. Congratulations!

Now, your job is to make sure that everyone involved in the planning process understands and agrees with the proposed plans. Be sure to read through your document one last time before submitting it for approval.

Good luck – and happy planning!

UP NEXT: Discover the DO’s and DON’Ts of writing your event planner contract!

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Featured Posts

Qc event school graduate spotlight: ayla otto, meet qc event school graduate, carisa lockery, industry spotlight: mwai yeboah.

How to start an event planning business

If you’re looking to snag one of the 116,700+ (on average) jobs available to meeting, convention, and event managers out there, here’s what you’ll need to get started.

Step 1: Determine if it’s a good fit.

Like most jobs, your skill set and personality will largely determine your success in this field. And while you don’t need to check off all the qualities on this list, here are some things to consider before you start an event management business :

• You can keep the big picture in mind while still taking care of all the little details.
• Whether it’s Sunday brunch or the company holiday party, you’re everyone’s go-to person for all group events.
• Working within a budget and strict timeline makes you feel creatively stimulated, not stunted.

Try the most popular event management business software

Get Started Free

Step 2: Research certifications.

The Bureau of Labor Statistics notes that demand for event managers will grow an additional 11% by the time we reach 2026. With such a positive industry outlook, it’s good to find new ways to stand out amongst the competition as new event planners enter the market in coming years.

Certifications are fantastic ways to add credibility to your business , regardless of your experience level. Besides proving you’re dedicated to further your education in the field, these credentials show that respected institutions can vouch for your abilities (and your business).

Some of the top certifications event managers pursue include:

• Certified Special Events Professional
• Certified Event Planning Specialist
• Certified Quality Event Planner

There are lots more options to choose from, but these serve as a great jumping off point. However, if you aren’t able to acquire one right now, you can still get your business off the ground without it.

It’s worth noting that beyond certifications, there are no strict college degree requirements (although it seems most event planners do have some sort of bachelor’s education under their belts when starting out).  

Step 3: Fill out an event management business plan.

Any cursory Google search for the phrase event management business plan will inevitably lead you to some free wedding and event planning business plan templates .

However, you’ll find that the one we’ve created (below) provides a not too much, not too little approach you won’t find in any other guides.

Each point has been carefully selected so that you can create the event management business plan of your dreams without getting overwhelmed or missing out on details you definitely need to include. As long as you check off the items we listed, you’ll have a solid business plan ready to go in no time.

Step 4: Handle all the necessary paperwork.

To start an event management business, you’ll need each of the following:

• An event management business plan (use the free template we made below)
• Approval for a tax business structure that suits your financial needs
• General business liability insurance

These documents cover all the basics. But as you gain more experience, you might want to add on things like home-based insurance or upgrade to a new tax entity once you enter into the appropriate bracket.

We won’t get into these more advanced concepts for this beginner guide, but make sure to revisit these categories before you’re officially open for business.

Step 5: Figure out finances.

To be clear, you definitely can start an event management business with no money ! However, whether your funding is from your own bank account or someone else’s, small businesses in the events industry should consider starting out with these budget line items:

• Office space and essentials. You can use the computer, printer, and supplies you already have, assuming you do have (or can at least borrow) those things now. But keep in mind: if you’d like to write off your in-home office space on your federal taxes, your room must be secluded and have its own door.
• Advertising. At the very least make sure you have a small batch of business cards and a portfolio website ready to go. If you have some cash to spare, consider getting into paid social media ads or printed marketing materials like mailers.
• Software. The good news is there are plenty of great free event management software programs available these days, so you might not even have to budget for this one!

And that’s basically it! Depending on your niche or preferences, it would be good to also use this startup costs guide created by the Small Business Association to see if there’s anything else specific to you that might be missing.

Step 6: Choose a team.

Vendors, chefs, marketing agencies, software providers, event staff, and personal or office assistants all make wonderful additions to your event management business.

You can start out on your own (which, according to small business statistics , most people do) or you can go through the process of finding, interviewing, and hiring employees.

Depending on the amount of new business you plan to take on, you may or may not need to ever hire someone to help you part-time. At the very least though, you should start compiling a list of people who fit into this network so you can collaborate, get referrals, and perhaps even sub-contract them in the future.

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What is your vision for an event planning business?

Once you’ve completed all of these steps, it’s time to review the big picture. As you figure out your plan, budget, and staffing options, your idea of what you want for your business might change. And that’s totally okay!

Learning how to be flexible is a skill all small business owners must learn. Just make sure you adjust now so you can carry your vision with you for future decision making.

How to write a personal event planning business plan

1. create an executive summary.

• Objectives. Write down your realistic and measurable business goals .
• Mission. Check out these inspiring company mission statements for ideas.
• Keys to Success. Also known as why you think your business will succeed and how you will make sure it does.

2. Make a company summary

• Company Ownership. If it’s just you, consider doing a sole proprietorship .
• Start-up Summary . Think of it like a company overview . Include your business’s back story, location, and anything else you’d basically put on your website’s About section.
• Company Locations and Facilities. Include the address you’ll put on your taxes and any long term rentals like kitchen prep spaces or coworking offices.

3. Identify your products and services

• Services. Event management services can really vary so use this section to outline what you do and what you don’t do.
• Prices. The average yearly event planner’s salary comes out to about $50,000 so plan accordingly.
• Competitive Comparison. Who are your immediate competitors? What do they have that you don’t? Record this research and look for imaginative ways to stand out. Be very honest with your assessment of how your business stacks up against them and what you should do to improve your chances of success.

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4. create a marketing analysis summary.

• Marketing Segmentation. Targeting means finding what area, demographic, or behavioral patterns your high ROI prospects all have in common, just like you’d do for any customer-focused corporate event.
• Target Market Segmentation Strategy. Now that you know who you audience it is, it’s time to research and define all the ways you plan to gain their business.

5. Do a strategy and implementation summary

• Sales Strategy. Here are the two best advanced event business pricing strategies to choose from.
• Sales Forecast. It’s a bit complicated, but figuring out how much money you think your business will make over the next six months to a year (or more) makes studying a sales forecasting guide well worth the effort.
• Milestones . Whether your goal is the total number of sales or income from sales (or something else entirely), you’ll want to formally establish what milestones you’d like to hit by when. Just leave wiggle room for the unexpected and adjust expectations as you go.

6. Write a management summary

• Organizational Structure. For event management teams, clearly defined roles are more important for teamwork than pretty much anything else.
• Personnel Plan. Here are some things to know about hiring staff for an event specifically that will also apply to your company as a whole.

7. Create your financial plan

• Important Assumptions. Business plan assumptions can be fairly complex. For now, just focus on listing your anticipated fixed and variable event planning expenses , marketing costs, and what taxes you’ll have to pay on your earned income.
• Break-Even Analysis . How much did you invest? And how much will you need to earn (after taxes, equipment costs, etc. are subtracted) in order to equal your initial investment? Keep this number handy – it’ll help you decide whether or not to take on more projects, motivate you to upsell whenever possible, and give you a realistic for success.
• Projected Profit and Loss. The IRS might want to see your profit and loss statements at some point, so make a point to regularly record your expenses and sales in one organized document.
• Projected Cash Flow. This free (and very helpful) small business book says to calculate it one month at a time for more accurate figures.
• Projected Balance Sheet. If you’ll be acting as your own bookkeeper, check out this balance sheet template to speed up the process.
• Business Ratios. Even if you’re not a math person, you can definitely handle this last (but very important) event management business plan step. There are lots of business ratios to choose from, but if you want the quickstart version go with these 3 most important balance sheet ratios for professional services firms .

Now you know how to start an event management business!

How do you become an event planner? You plan. Plan your business, plan your client’s events, and plan for a successful future.

There are lots of details involved but if you follow the ideas laid out in this guide, you’ll have yourself a healthy event management business plan along with some great strategies for reaching your goals!

For more on starting your own company , check out these tips for financing your event business , current event statistics worth considering, and event trends you should know for 2019.

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Event Proposal Guide 2024

When looking for a company to plan an event, organizations often release a Request for Proposals (RFP) . An RFP could almost be thought of as a job listing. It gives a brief overview of the job, or event and includes the requirements needed to submit.

Event Proposal

There are many types of proposals, from an event proposal for sponsorship to a corporate event proposal. Why go through this process? It allows an organization to cast a wide net and equally evaluate different event companies to find the one that can bring their event to life at the right price. It’s a matter of due diligence and is a demanding part of the event planner workload. Unfortunately for event planners, proposals take time that could otherwise be spent planning. Without an event, though, there wouldn’t be anything to plan. It’s a classic catch-22. Luckily, by following a few simple guidelines, you can cut down the time it takes to create proposals. With the right strategy, you can create a proposal that organizations will respond to.

Virtual Event Proposal

Now, there is more variety in the proposals coming out as virtual events take centerstage. A virtual event proposal will have different requirements than typical event proposals and put a greater emphasis on virtual event software . As you expand your event types from in-person to virtual and hybrid and gather more experience, don't be afraid to take on these types of events. Virtual events , virtual meetings, and virtual conferences aren't that different than in-person events and can provide a great opportunity to learn a new skillset. 

Gain A Clear Understanding of the Event Proposal Requirements

First things first. Find an RFP and read it through carefully. You can’t go out for every event. Outside of what your company has the bandwidth to plan, you only have so much time to spend submitting to RFPs. Now, how many event proposals you submit a year depends on several factors. How large is your planning company? Do you have a dedicated staff member for proposal submissions? What can your organization feasibly take on if you win the proposal? The RFP will state the basics. In most cases, that includes event date, location, scale, and overview.

Ask Yourself These Questions When Reading the RFP

• Looking at the RFP requirements and due date, do you have time to create a proposal?
• Do you have the bandwidth to put on this event?
• Do you have the resources required?
• What will this event do for your company?
• Does the event fit with your portfolio of events?

It’s All About the Event

There are times when an RFP will come out and it seems perfect…except it’s due in a week and overlaps with an event you’ve put on every year and requires extra staff and means you have to get new tech and on and on. Are you excited about it? Do you think it will elevate the brand of your event company and give you more opportunities in the future? Go for it.

Know the Market Requirements for the Event Proposal

Many times, the events you look to plan are being put on by organizations in the same location your company is located. Many times, they aren’t. What isn’t costly in your market might be expensive in others. There are a few steps to take after realizing you want to submit to an RFP that might impact your submission.

Cost is Relative

The market impacts cost. Most importantly, location impacts cost. If the event is being held in a city you aren’t used to working, do research. You’ll have to provide a budget in the proposal, this is just a first step. Does the location impact your normal operating costs in any way? Take that into consideration. You need to have a realistic understanding of the cost of labor, food, and venue to put together a budget draft.

Understand Regulations Such as Data Security, Labor, and More

Whether the event will be located domestically or internationally, regulations are different in each state. From fire codes to traffic, data security to labor laws, you need to understand the laws and regulations that could impact the event. Do some initial research to find out if your normal way of doing business might be impacted.

Find the Perfect Event Niche

Every time you consider a new RFP, you should consider if the potential event lines up with your event program strategy. Your company brand is based on the events you plan. The meetings and events industry is vast. From strait-laced conferences to wild product launch parties, there’s a wide variety of events to be planned. What does your event planning company do?

Think Outside the Box

What excites you? Large-scale experiential events? Internal corporate dinners? Figure out what your specialty should be. From there, you can be more discerning about the events you plan. While it might take time to build your portfolio of events to get to the kind you want, direction is key. If you want to be the go-to event planning company for weddings, you shouldn’t be planning medical conferences. Each proposal you submit should fit the narrative you’ve either built over the years or are trying to build.

Summarize the Client’s Needs

Proposals are all about telling the client what they want to hear. Speak their language. It starts with the RFP. Before you finish the proposal process, you should expect to reread an RFP about a hundred times. That’s not an exaggeration. When it comes to proposals, you should never go off-script. The RFP outlines what the client wants to know. But, be sure not to oversell what you’re able to offer.

Build the Event Proposal from the RFP

RFPs tend to be incredibly explicit. It’s not a trick. If the client wants information included, you have to include it. When you get an RFP, after you’ve determined that you want to submit an event proposal, sit down with your team. Have everyone read through the proposal and make a list of requirements and questions based on the RFP. Is there something that needs more clarification? Most clients allow companies to ask questions before the event proposal is due. Watch for a question deadline. If you need clarity, that is the time to ask. Often, the requirements will include a proposal structure. Did your team create an outline that looks like yours? If you’re in agreement about what needs to be included and if there is a required structure, you’ve built out an event proposal template.

Event Proposal Essentials

When pulling your event proposal together, you’ll work off of the template or outline you created as you were reading through the RFP. It can’t be stressed enough – if the RFP asks for something to be included, it must be included. If a requirement isn’t submitted, your proposal won’t be considered. Anything requested in the RFP is an event proposal essential.

The Major Lift: Event Budget

With the information provided in the RFP, you’ll need to create a budget. Budget is one of the reasons it’s important to understand the market. If you come in too high, you won’t be considered. Too low, and you won’t be able to deliver without hurting your bottom line. The budget isn’t set in stone, but it should be as close as possible to reality. Event budgets are involved. Take the time to budget carefully. Make sure to include costs such as mobile event apps and event management tools .  In addition to giving the client a clear picture of your literal value, it will help you understand the return you could get from the event. Be clear, include all costs, and underestimate as little as possible.  

Understanding Dates: Event Timeline

If you need to create an event timeline, keep it simple. Don’t get too caught up in design. An event timeline like the budget is a draft, an estimation of what will occur and when. It can be helpful to add in large milestone, such as when the venue will be chosen, as well as recurring touch bases with the client. In the event proposal, the event timeline gives a clear picture of how your team plans and executes an event.

Pulling from Experience: Event Examples

Clients want to know what you’re capable of. They will often ask you to include anywhere from two to five event examples. When choosing events, create a story that would resonate with the client. After all, this proposal is all about them and their event. If the proposal is for a gala, include examples of galas you’ve produced. Don’t have any similar events to include? Get as close as you can. The language you use to describe the event and its success is instrumental. Don’t forget to include images. Include reporting and key data that points to event success you get from your event management software .

Showcase the Team: Resumes

The client wants to know who they’ll be working with. This is a chance to let your staff shine. When pulling resumes, update them to cater to the client. Showcase the experience of your team, but always so that it reflects the event you’re trying to win. Don’t include a team member in the proposal if there’s no chance they would be working on the project, even if they have the most experience. Again, don’t oversell. 

Break it Down: Scope of Service

What services will you be providing? The scope of services includes everything the client expects you to cover. Sometimes, multiple RFPs are put out for pieces of an event, such as planning, AV, etc. Other times, you’ll need to pull in vendors to meet the requirements of the RFP. If you use event technology , you might want to include it here. Vendors like AV partners, technology partners, and ideation partners should be included. Break down your scope of services. If the RFP asks for it, include cost per role as it aligns with the budget.

Successful Event Proposal Design

Your proposal isn’t only about the information. It’s about event proposal design. Event planning is about an experience. If you submit a lackluster proposal, the client will think that your company is lackluster. Design and imagery should be used heavily. When deciding on a design for the proposal, start simple. Think about the client. Have they provided any direction on event design? Think of this as an opportunity to think big. This is your chance to dazzle them with your ideas for the event. Don’t forget to use the client’s logo, this is about them.

Event Proposal Template

While your event proposal template will rely on the RFP requirements, there are a few standard event proposal essentials to include. Use the list as a guide. Always, always, always work from the RFP. Unfortunately, every event proposal is different. Every event is different. To create a winning event proposal, you need to tailor the proposal to the client.

Checklist for Your Event Proposal Template

• Table of contents
• Client name
• Client logo
• Your company name
• Your company logo
• Your company contact information
• Company overview
• Event overview
• Team resumes
• Event budget
• Event timeline
• Scope of work
• Event experience (example events)
• RFP requirements
• Check for consistency, grammar, spelling, and proper design

Event Proposal Presentation

The event proposal is the first step. Generally, once proposals have been submitted and evaluated, the client will narrow down their options. If you’re chosen to give an event proposal presentation, the client will let you know. The presentation will have its own requirements. You can search for a sample event proposal presentation help you get started. If you make it to this stage, you’re close to winning the event.

Submit Your Event Proposal

After all that hard work, you can submit your event proposal knowing you did your best.

Remember, the RFP isn’t there to trick you. If you don’t understand anything, ask the client to clarify. Tailor the presentation to the client’s needs. The more event proposals you submit, the easier they get. Go after the ones that align with your company goals and help you to further grow your business. Event proposals can be a time-consuming hassle, but they don’t need to add stress. While you should be aligning each proposal with client needs, that doesn’t mean you need to start from scratch each time. The basics, like team resumes and company information, should already exist. Take your time with each event proposal. Quality over quantity. Good luck!

Julie Haddix

Julie Haddix is the Senior Director, Industry Solutions for Cvent, Inc. She has worked for Cvent for over 13 years and helped to build the company’s Enterprise sales and marketing divisions, including its approach to Strategic Meetings Management. Julie has also been a part of the planning team for Cvent CONNECT, Cvent’s annual user conference, leading the event marketing and content development efforts. In her current role, she oversees strategic content direction for the event marketing and management platform. Julie graduated from the McIntire School of Business at the University of Virginia with a B.S. in Commerce and concentrations in Marketing and Management. She lives in Westchester County, NY with her husband and 2-year-old son.

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12 Best Event Proposal Examples Every Planner Should Bookmark

Master the art of event planning with our curated event proposal examples. Get templates and tips on how to create an impactful event proposal to inspire yours.

9 minute read

helped business professionals at:

Short answer

What is an event proposal?

An event proposal is a comprehensive plan outlining the vision for an event. It details logistics, creative themes, and, in cases like an event sponsorship proposal, specifies potential partnerships and funding sources.

This document is crucial for event planning, serving as a blueprint for execution and a persuasive pitch to potential sponsors.

Your event proposal needs to sell an experience, not list dry facts

Let's face it, the event planning landscape is crowded, and standing out is tougher than ever. You've seen those static, text-heavy event proposal samples. They're the norm, but they're not winning any standing ovations.

Think about it: if your proposal doesn't pop, how can you convince potential clients that your event will?

Now, imagine flipping the script. Instead of telling, you're showing. You're not just listing services; you're painting a picture of an unforgettable experience.

If you skip this read, you might miss out on the secret sauce that turns a maybe into a yes. Dive in, and let's transform your event proposal from a simple document into a compelling story that captures the essence of your event's potential.

Who is an event proposal for?

An event proposal is designed for clients and stakeholders who are considering investing in or sponsoring an event. It serves as a detailed preview, showcasing what they can expect from the event's experience, from the concept to the final curtain call.

What should be included in an event proposal?

A well-structured event proposal is your first step in painting the grand picture of your event. It's not just a document; it's a narrative that brings your vision to life, convincing clients that you're the maestro they need for a flawless performance.

A proposal for event planning should include the following sections:

Begin with the heart of your event. What are the goals and desired outcomes? Whether it's raising awareness, generating revenue, or celebrating a milestone, the purpose sets the stage for everything that follows.

2) Audience

Who will be in the spotlight? Identifying the target audience is crucial. It informs the tone, style, and content of your event, ensuring that every element resonates with those you aim to engage.

3) Timeline

Every event is a ticking clock. A clear timeline for planning and execution shows you're in command of every second, from the early planning stages to the final applause.

4) Location

Venue selection speaks volumes. Whether it's a proposal for event management at a grand ballroom or an intimate garden affair, detail the space's capacity and any unique attributes that make it the perfect backdrop for your event.

5) Event format

Detail the event's structure, from the opening to the grand finale. Will there be interactive workshops or a panel discussion? Highlight the key segments and guest appearances, making sure the format aligns with both the event's purpose and the audience's expectations.

6) Marketing and publicity

How will you turn whispers into roars? Your event proposal sample doc should include a robust marketing plan that details how you'll capture attention and fill seats.

The event budget proposal sample is where you get down to brass tacks. It's not just about the bottom line; it's about showing you can deliver a spectacular event within the financial framework, ensuring transparency and trust.

What is the best event proposal format?

The best event proposal format is web-based, mobile-friendly, and interactive.

The problem is that you are most likely still using the legacy static PDFs or Word documents.

Static event proposals are as compelling as a cardboard box– without being able to see what’s inside you can’t experience it and there's nothing to get you excited. Your Word doc or PDF proposal table has the information but it lacks the story.

But the story is what you’re really selling. It showcases the atmosphere and energy of the proposed event.

Instead of giving your readers bullet points, tables, and numbers, imagine bringing your proposal to life by letting them experience a preview of the event using videos and animated timelines.

Take a look at the legacy static PDF event proposal sample I grabbed from Hubspot below. Then look at the interactive event proposal example by Storydoc.

Ask yourself, which one captures the imagination?

Legacy static PDF event proposal sample

Modern interactive event proposal sample

Event proposal examples that sell your vision and expertise.

In the world of event planning, a proposal is your first impression, your pitch, and your promise all rolled into one. It's your chance to showcase not just what you can do, but how you can make the event unforgettable.

Let's explore examples that do just that, guiding you through the nuances of a proposal that doesn't just inform, but also inspires.

Jump ahead to page section

Event proposal deck

What makes this event proposal great:

• The proposal lays out a detailed project plan , mapping each step from conception to execution.
• It showcases a transparent budget section for clear financial expectations.
• The deck features endorsements and customization options to build trust and offer personalization.

Music event sponsorship proposal

• The interactive cover slide captures attention immediately with a dynamic video, boosting engagement by 32%.
• Detailed audience profiles in the deck enhance the proposal's relevance and appeal to potential sponsors.

The deck offers customizable sponsorship packages , showing a flexible approach to meeting various sponsor needs.

Modern music event sponsorship proposal

• Dynamic variables for personalization make the proposal feel tailor-made for each sponsor, enhancing the sense of exclusivity and attention to detail.
• Running numbers and data visualization elements throughout the deck make complex information easy to digest and remember.
• A smart CTA on the last slide offers a clear, engaging step for potential sponsors to take action.

Dark mode music event sponsorship proposal

• Logo placeholders are strategically placed, allowing for easy brand integration.
• The proposal includes interactive elements like charts and graphs for audience profiling.

Testimonials from past partners add credibility and give a voice to the brand's successful collaborations.

Light mode music event sponsorship proposal

• Image and video placeholders throughout the proposal offer a canvas for visual storytelling.
• Narrated slides can guide the viewer through the proposal, adding a personal and engaging touch.

Past events are described with placeholders for customization , which you can easily tweak using the intuitive editor.

Conference event proposal

• The proposal introduces logo placeholders , seamlessly integrated with a logo finder feature, allowing for effortless customization.
• It highlights various venue options, neatly organized in tabs , offering a comprehensive overview of potential locations.
• Detailed budget options are presented with custom icons and expandable text sections, providing a clear, user-friendly breakdown of costs.

Light mode event proposal

• The proposal features social media icons with clickable links on the last slide , enabling instant engagement and fostering a stronger online presence for the event.
• It incorporates dynamic variables for personalization throughout the presentation, ensuring that each proposal feels uniquely tailored to the recipient.
• An option to add an 'Accept' button is included, increasing conversion rates and simplifying the commitment process.

Dark mode event proposal

• The proposal features a portfolio segmented in tabs , offering a streamlined way to showcase past events.
• It introduces t he advanced option to connect to CRM systems , enabling the automatic pull of data for personalization.
• Utilizing scrollytelling , the proposal offers an immersive narrative experience, guiding potential clients through the event concept with a compelling blend of text, images, and interactive elements.

Modern event proposal

• The proposal utilizes grayed-out content for the event overview, creating a visually engaging experience that highlights key information while maintaining a sleek, modern aesthetic.
• An analytics panel access feature is included, offering real-time insights into how readers are interacting with the deck.
• The option to embed and play videos directly from the deck helps enrich the proposal with dynamic content that can better convey the event's atmosphere, testimonials, or detailed presentations.

Beer festival proposal

• An AI assistant can help you generate compelling text and vibrant images to create a customized narrative that perfectly aligns with the theme and objectives of the beer festival.
• A dedicated terms and conditions slide can be added to the proposal, providing a clear and concise overview of the event's policies, expectations, and legal considerations.
• The option to include an 'Accept' button within the proposal streamlines the confirmation process, making it a seamless transition from proposal to partnership.

Lost in Paradise event deck

• A clear outline of the space's capacity for both seated and standing events allows for easy event size planning.
• The proposal details a variety of catering options , showcasing the venue's culinary offerings.
• Transparent booking and staffing policies , along with a storage solution, provide potential clients with essential logistical information.

Slate corporate event deck

• Strong statement about the venue’s versatility , addressing the potential client's need for a space that can adapt to different types of events.
• The tiered pricing for different levels of service allows clients to tailor the event to their budget and preferences.
• The mention of "just three easy steps" to book an event simplifies the action in the client's mind, making it seem less daunting and more approachable.

How do you write an event proposal?

Creating an event proposal is like telling a story where you're the narrator, and your client is the protagonist, embarking on a journey towards an unforgettable event.

The key to a compelling proposal lies in its ability to be both personalized and persuasive. Here are a couple of tips that will help you write an event proposal that hits all the right notes:

1) Get to know your client

Begin your event proposal with a clear understanding of your client's vision. This isn't just about filling in the blanks of a template; it's about crafting a document that resonates with the client's aspirations for the event.

Start with a narrative that not only introduces the event but also aligns with the client's objectives, setting a strategic direction right from the outset.

2) Describe your unique approach

Introduce yourself and your team, emphasizing the unique skills and experiences that set you apart.

This section is your chance to shine and to articulate why you are the best fit for bringing the event to life. Highlight your past successes and how they align with the client's current needs.

3) Present the event logistics

Detail the event in a way that brings it to life for the client. Discuss the thematic elements, the ambiance, and the logistical framework.

This is where your expertise in storytelling will transform a standard event description into a vivid picture of what's to come.

4) List your services

Provide a detailed list of services, including potential vendors and suppliers, to give the client a clear picture of how you will manage every aspect of the event.

This section should reflect your attention to detail and your commitment to covering all bases.

5) Demonstrate value with past successes

Use this section to showcase your previous work, including testimonials and images from past events. This tangible evidence of your experience will help build confidence in your ability to deliver.

6) Offer transparent pricing

After painting a picture of the event, provide a detailed breakdown of the costs. Transparency here is crucial; it helps in building trust and managing expectations.

Include all elements, from venue costs to service fees, and offer options where possible.

7) End with a clear call to action

Conclude with a strong call to action that propels the client towards the next step. Whether it's a follow-up meeting or a prompt to sign on the dotted line, end your proposal on a note of action, urging them to take the journey with you.

Here's an example of a proposal with an accept button:

How to design an event proposal?

Designing an event proposal is about crafting a narrative that captures the imagination and holds the attention of your potential clients. It's about going beyond the basics to create a document that's as engaging as it is informative.

1) Tell a visual story

Start with a visual story that complements your written narrative. Use diagrams or storyboards to map out the event flow or layout. This not only adds depth to your proposal but also helps clients visualize the event's structure and flow.

2) Incorporate your client’s branding

A consistent brand feel is crucial. With tools available today, you can effortlessly extract branding elements from any website in just a few clicks.

This ensures your proposal is on-brand, with the right colors, logos, and typefaces, aligning your design with the client's identity seamlessly.

3) Use data visualization

When it comes to numbers, show, don't tell. Use graphs and charts to present the budget and ROI in a way that's instantly understandable. Data visualization can turn dry statistics into compelling storytelling tools.

4) Personalize the experience

Personalization is key in making your client feel special. Imagine a proposal that greets them by name and references their past events or preferences.

This is possible with smart tools that sync with your CRM to tailor each proposal to the recipient using dynamic variables.

5) Add interactive content to boost engagement

For digital proposals, embed interactive content like virtual venue walkthroughs or clickable prototypes of event setups. This interactive layer invites clients to engage with your proposal in a hands-on way.

6) Focus on readability

Keep your proposal easy on the eyes. Break up text with 'read more' options and organize details into tabs. This way, you can pack in lots of information without it feeling cluttered.

Tiered slides are a neat trick for adding depth without overwhelming your reader at first glance.

7) Invite action

Wrap up your proposal with a warm invitation to take the next step. Whether it's a chat over coffee to hash out details or a simple form to get their feedback, make it clear and easy for them to move forward with you.

Here’s an example of an event proposal designed according to these practices:

Interactive event proposal templates

Crafting an event proposal can often feel like assembling a puzzle without the picture on the box, especially when you're working with templates that are all text and no spark.

It's a world of endless bullet points and bland pages that barely get a second glance.

Enter the game-changer: interactive event proposal templates . They swap out yawns for engagement, turning what could be a forgettable read into a memorable exploration.

With these templates, you're not just listing details; you're telling a story with every click and scroll.

Take the leap, grab a template, and watch your event proposals come to life!

Hi, I'm Dominika, Content Specialist at Storydoc. As a creative professional with experience in fashion, I'm here to show you how to amplify your brand message through the power of storytelling and eye-catching visuals.

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Events Business Plans

Event planning business plans.

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If you do weddings or events, you already know how important planning is. The same applies to your business. Check out these sample business plans for event planning, wedding consultants, special event planners, and other event management businesses. Then use what you learn to write the plan for your own business.

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Event Planning Company Business Plan

Written by Dave Lavinsky

Event Planning Business Plan

You’ve come to the right place to create your event planning business plan.

We have helped over 10,000 entrepreneurs and business owners create business plans and many have used them to start or grow their event planning companies

Below is an event planning business plan sample to help you create each section of your Event Planning business plan.

Executive Summary

Business overview.

Special Occasions Event Planning is a startup event planning business located in Des Moines, Iowa. The Company is founded by Jennifer Brown, an experienced event planner who has been planning themed weddings and birthday parties as the manager of a local event venue for the past ten years. Now that Jennifer has gained valuable experience managing an event venue and planning special events of various sizes and styles, she is ready to start her own event planning company, Special Occasions Event Planning. Jennifer is confident that her event planning skills, combined with her understanding of business management, will enable her to run a profitable event planning company of her own. Jennifer is recruiting a team of highly qualified professionals to help manage the day-to-day complexities of running an event planning business – sales and marketing, supply sourcing and procurement, customer relationship management, budgeting, financial reporting, and vendor relationship management. 

Special Occasions Event Planning will provide customized event planning services for special occasions big and small. Special Occasions will specialize in themed birthday parties, but will provide planning services for other types of events such as weddings, parties, and corporate gatherings upon request. The Company will be the ultimate choice for unique and memorable themed birthday parties for clients of all ages. 

Product Offering

The following are the event planning products and services that Special Occasions Event Planning will provide:

• Venue Sourcing 
• Tables & Chairs
• Dinnerware & Utensils
• Caterer Coordination
• Entertainment
• Party Favors
• Photography/Videography
• Lighting/Sound
• Bartending/Liquor 
• Set-up/Clean up

Customer Focus

Special Occasions Event Planning will target individuals, families, and social groups in Des Moines, Iowa. The Company will target people looking to plan a one-of-a-kind birthday party for their child, significant other, friend, or other relative. No matter the customer, Special Occasions Event Planning will deliver the best communication, service, and attention to detail. 

Management Team

Special Occasions Event Planning will be owned and operated by Jennifer Brown. Jennifer is a graduate of Iowa University with a degree in Business Management. She has over ten years of experience working as an event planner for another local venue. Jennifer will be the Company’s Chief Executive Officer and the Head Event Planner. She will lead the more complex events and oversee the event planning staff. 

Jennifer has recruited an experienced administrative assistant, Patricia Smith, to help manage the day-to-day business operations. Patricia has been an administrative assistant in the event planning industry for more than 15 years. Jennifer relies on Patricia’s organization, attention to detail, and punctuality when organizing her schedule, managing clients, and maintaining her files. 

Jennifer and Patricia have recruited an experienced marketing director, John Jones, to become a member of the Special Occasions Event Planning management team. John is a graduate of the University of Iowa with a Bachelor’s degree in Marketing. Jennifer and Patricia rely on John’s expertise to execute the Company’s marketing plan and advertising strategies.  

Success Factors

Special Occasions Event Planning will be able to achieve success by offering the following competitive advantages:

• Skilled team of event planners who will ensure every client receives exceptional customer service and that all reasonable requests are met. 
• Special Occasions Event Planning’s leadership team has established relationships with local venues, vendors, and entertainers, thus providing customers with a wide selection of options to choose from when planning their special event. 
• The Company specializes in the themed birthday party niche and is well-versed in the latest trends in the industry. 

Financial Highlights

Special Occasions Event Planning is seeking $200,000 in debt financing to launch its event planning business. The funding will be dedicated towards securing an office space and purchasing equipment and supplies. Funding will also be dedicated towards three months of overhead costs to include payroll of the staff and marketing expenses. The breakout of the funding is below:

• Office lease and renovation: $80,000
• Office equipment, supplies, and materials: $20,000
• Three months of overhead expenses (payroll, utilities): $90,000
• Marketing costs: $10,000
• Working capital: $10,000

The following graph below outlines the pro forma financial projections for Special Occasions Event Planning.

Company Overview

Who is special occasions event planning .

Special Occasions Event Planning is a newly established event planning company based in Des Moines, Iowa. Special Occasions will be the first choice for unique themed birthday parties for people of all ages in Des Moines and the surrounding communities. The company will provide customized event planning services for parties large and small. 

Special Occasions Event Planning will be able to provide all the essentials for any special event from highly rated caterers to the hottest entertainment due to the Company’s existing relationships with industry professionals and vendors. The Company’s team of highly qualified event planning professionals will manage the entire planning process from ideation to execution. Special Occasions even provides clean-up services. Clients can opt for full-service event planning services or purchase specific aspects (such as decor or catering) a la carte. 

Special Occasions Event Planning History

Special Occasions Event Planning is owned and operated by Jennifer Brown, an experienced event planner who has been planning themed weddings and birthday parties as the manager of a local event venue for the past ten years. Now that Jennifer has experienced managing an event venue and planning special events of various sizes and styles, she is ready to start her own event planning company. Jennifer is confident that her event planning skills, combined with her understanding of business management, will enable her to run a profitable event planning company of her own. Jennifer is recruiting a team of highly qualified professionals to help manage the day-to-day complexities of running an event planning business – sales and marketing, supply sourcing and procurement, customer relationship management, budgeting, financial reporting, and vendor relationship management. 

Since incorporation, Special Occasions Event Planning has achieved the following milestones:

• Registered Special Occasions Event Planning, LLC to transact business in the state of Iowa. 
• Has signed a contract to lease the office space. 
• Reached out to numerous contacts to include local venues, catering companies, entertainers, and decor suppliers to spread the word about her new business opportunities. 
• Began recruiting a staff of accountants, event planners, sales and marketing associates, and office staff to work at Special Occasions Event Planning Services.

Special Occasions Event Planning Services

Industry analysis.

The Party and Event Planning industry in the United States is valued at approximately $4B, with 70,000 businesses in operation, and over 82,000 employees. The market for event planning services is expected to grow over the next several years due to an aging baby boomer population, many of whom have children and grandchildren who will have weddings, birthday parties, graduations, anniversaries, and other special events in the coming years. Additionally, the corporate event planning segment is expected to grow due to more companies pursuing team building opportunities and hosting events that can serve as marketing for the business. 

The event planning market is split into two broad segments: corporate and social. Corporate events such as holiday parties, meetings, trade shows, conventions, fundraisers, and receptions are just some of the events included in this segment. Corporate customers include companies, non-profit organizations, and charities. The social segment includes a wide range of special occasions such as weddings, bridal showers, birthday parties, anniversary parties, reunions, and more. The largest and most lucrative category in the social event planning segment is wedding planning. 

Industry operators can specialize in one or two niches such as wedding planners or corporate planners. Alternatively, industry operators can provide planning services for a wide range of events. Industry operators that specialize in a specific niche and even narrow their niche to a specific type of event, such as “kids’ parties” or “fashion shows” may have more success because they can become an expert in one area and target a highly specific customer segment. Industry operators who provide a broad range of services to a variety of customers can be successful if they provide high levels of organization, customer service, and unique or highly customized services. 

Customer Analysis

Demographic profile of target market.

Special Occasions Event Planning will target individuals, families, and social groups in Des Moines, Iowa. The Company will target people looking to plan a one-of-a-kind birthday party for their child, significant other, friend, or other relative. Special Occasions Event Planning will also target young adults looking to plan a memorable, themed 21st birthday party. No matter the customer, Special Occasions Event Planning will deliver the best communication, service, and attention to detail. 

The precise demographics for Des Moines, Iowa are:

Customer Segmentation

Special Occasions will primarily target the following customer profiles:

• Millennials
• Individuals with disposable income
• Families with children and disposable income

Competitive Analysis

Direct and indirect competitors.

Special Occasions Event Planning will face competition from other companies with similar business profiles. A description of each competitor company is below.

Emily’s Event Planning

Established in 2017, Emily’s Event Planning is now a well-known event planner in the Des Moines, Iowa area. The company provides event planning services for large corporate events, weddings, and birthday parties. Emily’s Event Planning is most well-known for its picturesque venue choices. The company has relationships with some of the most in-demand venues in the area. Emily’s Event Planning provides an all-inclusive event planning and management service with packages that include venue rental, decor, entertainment, food, and clean-up services. 

While Emily’s Event Planning has an established reputation in the market for quality event planning services, it has a list of predefined event packages and does not customize its services or take unique requests from customers. 

Fancy Event Planner

Fancy Event Planner has been operating in the state of Iowa since 1982. This company is a small business run by a husband and wife team that specializes in event planning and catering services for weddings, birthday parties, and other special occasions. Fancy Event Planner provides decor, venue coordination, and food service for events of up to 100 guests. The company specializes in providing gourmet dinners, desserts, and appetizers. Additionally, Fancy Event Planner provides hand crafted decor and floral arrangements for weddings and parties. Fancy Event Planner is for customers looking for an elegant presentation in a traditional setting. 

Fancy Event Planner has a limited selection of services and does not offer entertainment, set-up/clean-up, lighting/sound, or liquor accommodations. 

Wonderfully Perfect Event Planning Services

Wonderfully Perfect Event Planning Services is a new Des Moines, Iowa-based event planner that provides superior service to its customers. The company is managed by an experienced entrepreneur who has been working in the hospitality industry for over 20 years. She opened Wonderfully Perfect Event Planning Services in 2019 when she discovered a lack of options for themed party planning in the area. The company provides customized planning services for any event and will strive to ensure all customer requests are met to ensure a perfect event experience every time. 

The company does not have established relationships with vendors, venues, or entertainment in the area and as such, trails behind Special Occasions Event Planning in this area. 

Competitive Advantage

Special Occasions Event Planning will be able to offer the following advantages over the competition:

• Skilled team of experienced event planners who are able to provide customized planning services and fulfill any reasonable request. 
• Special Occasions Event Planning’s management team has long-standing relationships with industry professionals and is able to provide customers with a wide selection of options when it comes to venues, entertainment, and catering.  
• The Company specializes in themed birthday parties and keeps up on the latest trends in the industry. 

Marketing Plan

Brand & value proposition.

Special Occasions Event Planning will offer the unique value proposition to its clientele:

• Special Occasions Event Planning provides full-services event planning from ideation to execution. 
• The Company’s wide selection of options allows each customer to create their dream event.  

Promotions Strategy 

The promotions strategy for Special Occasions Event Planning is as follows:

Social Media Marketing

The Company’s marketing director will create accounts on social media platforms such as LinkedIn, Twitter, Instagram, Facebook, TikTok, and YouTube. He will ensure Special Occasions maintains an active social media presence with regular daily updates and fun content to get customers excited about using the Company’s event planning services. 

Professional Associations and Networking

Special Occasions Event Planning will become a member of professional associations such as the Event Planners’ Association, American Party Planning Society, and the Iowa Special Event Association. The leadership team will focus their networking efforts on expanding the Company’s vendor and client network. 

Print Advertising

Special Occasions Event Planning will invest in professionally designed print ads to display in programs or flyers at industry networking events. The Company will also send direct mailers to local businesses with employees who are in the target market. 

Website/SEO Marketing

Special Occasions Event Planning will utilize its in-house marketing director that designed the print ads to also design the Company’s website. The website will be well organized, informative, and list all the services that Special Occasions is able to provide. The website will also list information on the Company’s events and promotions. 

The marketing director will also manage the Company’s website presence with SEO marketing tactics so that when someone types in a search engine “Des Moines Event Planner” or “Event Planner near me”, Special Occasions Event Planning will be listed at the top of the search results.

The pricing of Special Occasions Event Planning will be premium due to the high level of customization and hands-on planning services involved. Customers will feel they receive great value when purchasing the Company’s services.  

Operations Plan

The following will be the operations plan for Special Occasions Event Planning.

Operation Functions:

• Jennifer Brown will be the CEO and Head Event Planner. She will lead the more complex events and oversee the event planning staff. Jennifer has spent the past year recruiting the following staff:
• Patricia Smith – Administrative Assistant who will manage the budgeting, vendor relationships, and logistics.
• Sam Johnson – Accountant/Bookkeeper who will provide all accounting, tax payments, and monthly financial reporting.
• John Jones – Marketing Director who will oversee all marketing strategies for the Company and manage the website, social media, and outreach. 
• Michelle Garcia – Customer Success Officer who will oversee customer relationships. 

Milestones:

Special Occasions Event Planning will have the following milestones complete in the next six months.

11/1/2022 – Finalize contract to lease the office space. 

11/15/2022 – Finalize employment contracts for the Special Occasions Event Planning management team.

12/1/2022 – Begin renovations on the office and purchase office equipment and supplies. 

12/15/2022 – Begin networking at industry events and implement the marketing plan. 

1/15/2023 – Begin recruiting and training office staff and event planners. 

2/15/2023 – Special Occasions Event Planning officially opens for business. 

Financial Plan

Key revenue & costs.

The revenue drivers for Special Occasions Event Planning are the fees charged to customers in exchange for the Company’s event planning services. Customers will be able to purchase full-service, customizable packages or select specific aspects (such as entertainment or catering) a la carte. 

The cost drivers will be the overhead costs required in order to staff an event planning business. The expenses will be the payroll cost, utilities, party supplies, and marketing materials.

Funding Requirements and Use of Funds

Key assumptions.

The following outlines the key assumptions required in order to achieve the revenue and cost numbers in the financials and in order to pay off the startup business loan.

• Average number of events per month: 4 
• Average fees per month: $20,000
• Overhead costs per year: $360,000

Financial Projections

Income statement, balance sheet, cash flow statement, event planning company business plan faqs, what is an event planning company business plan.

An e vent planning company business plan is a plan to start and/or grow your event planning company business. Among other things, it outlines your business concept, identifies your target customers, presents your marketing plan and details your financial projections.

You can easily complete your event planning company business plan using our Event Planning Company Business Plan Template here .

What are the Main Types of Event Planning Companies?

There are a number of different kinds of event planning companies , some examples include: Corporate Events, Social Events, and Niche Events Planning.

How Do You Get Funding for Your Event Planning Company Business Plan?

Event planning companies are often funded through small business loans. Personal savings, credit card financing and angel investors are also popular forms of funding. This is true for an event business plan or an event management business plan.

What are the Steps To Start an Event Planning Business?

Starting an event planning business can be an exciting endeavor. Having a clear roadmap of the steps to start a business will help you stay focused on your goals and get started faster.

1. Develop An Event Planning Company Business Plan - The first step in starting a business is to create a detailed event planning company business plan that outlines all aspects of the venture. This should include potential market size and target customers, the services or products you will offer, pricing strategies and a detailed financial forecast.  

2. Choose Your Legal Structure - It's important to select an appropriate legal entity for your event planning business. This could be a limited liability company (LLC), corporation, partnership, or sole proprietorship. Each type has its own benefits and drawbacks so it’s important to do research and choose wisely so that your event planning business is in compliance with local laws.

3. Register Your Event Planning Business - Once you have chosen a legal structure, the next step is to register your event planning business with the government or state where you’re operating from. This includes obtaining licenses and permits as required by federal, state, and local laws. 

4. Identify Financing Options - It’s likely that you’ll need some capital to start your event planning business, so take some time to identify what financing options are available such as bank loans, investor funding, grants, or crowdfunding platforms. 

5. Choose a Location - Whether you plan on operating out of a physical location or not, you should always have an idea of where you’ll be based should it become necessary in the future as well as what kind of space would be suitable for your operations. 

6. Hire Employees - There are several ways to find qualified employees including job boards like LinkedIn or Indeed as well as hiring agencies if needed – depending on what type of employees you need it might also be more effective to reach out directly through networking events. 

7. Acquire Necessary Event Planning Company Equipment & Supplies - In order to start your event planning business, you'll need to purchase all of the necessary equipment and supplies to run a successful operation. 

8. Market & Promote Your Business - Once you have all the necessary pieces in place, it’s time to start promoting and marketing your event planning business. This includes creating a website, utilizing social media platforms like Facebook or Twitter, and having an effective Search Engine Optimization (SEO) strategy. You should also consider traditional marketing techniques such as radio or print advertising. 

Learn more about how to start a successful event planning business:

• How to Start an Event Planning Business

Other Helpful Business Plan Templates

Photography Business Plan Template Event Venue Business Plan Template Catering Business Plan Template

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5 Professional Business Proposal Examples to Inspire Your Own

• May 12, 2024
• by steven-austin

You‘ve mastered your craft, honed your skills, and now you‘re ready to pitch your services to potential clients. But in a sea of competitors, how do you make your business proposal stand out and seal the deal?

A winning proposal is more than just a list of services and prices. It‘s a strategic document that persuades clients to choose you by showcasing your unique value, expertise, and enthusiasm for helping them succeed. In short, it‘s the key that unlocks new business opportunities and growth.

To help you create an engaging and convincing business proposal, we‘ve rounded up 10 of the best examples across multiple industries. These proposals showcase a variety of creative approaches, formats, and persuasive techniques that you can adapt for your own proposals.

Whether you‘re a seasoned proposal writer or crafting your first one, these examples will provide the inspiration and practical tips you need to win more business in 2024 and beyond. Let‘s dive in!

1. Kobold Watch Company: Product Lineup Expansion Proposal

Source: Proposify.com

Company: Kobold Watch Company is a high-end watchmaker known for their luxury timepieces worn by celebrities and adventurers alike. Founded by a team of explorers, the company prides itself on crafting watches that are stylish yet durable enough for the most challenging environments.

Proposal Objectives: Kobold is looking to expand its product line with a new adventure-themed collection targeting younger, active consumers. They need a proposal that outlines the market opportunity, product design concepts, manufacturing requirements, and launch strategy.

What Makes It Great: Kobold‘s proposal is sleek and visually-stunning, with high-quality product renderings that bring the new watch collection to life. The writing strikes an adventurous, aspirational tone befitting the brand ethos.

The proposal is data-driven, citing market research on the growth of the luxury sports watch segment and the purchasing behaviors of younger consumers. It segments the market and explains how the new line will be positioned to capture share.

Detailed product specs, materials sourcing, and production timelines demonstrate the company‘s technical expertise. The launch plan covers everything from packaging and pricing to distribution and promotion, supported by a phased timeline and ROI projections.

Key Takeaways:

• Anchor your proposal in data and research to validate the opportunity and show you‘ve done your homework.
• Use visuals to make concepts tangible and build excitement. Professional product renderings or prototypes go a long way.
• Tailor your proposal language to the brand voice and target audience. Show that you understand what makes the brand unique.

2. Pinkston Digital: Social Media Marketing Campaign Proposal

Source: Nusii.com

Company: Pinkston Digital is a boutique social media marketing agency specializing in helping small businesses build their brand and engage customers online. Their motto is "Big agency expertise, small agency heart."

Proposal Objectives: Pinkston Digital is pitching a comprehensive social media marketing campaign to a eco-friendly cleaning products company. The goal is to grow the company‘s online following, drive website traffic, and boost product sales through strategic content and paid social ads.

What Makes It Great: The proposal‘s colorful, friendly design captures Pinkston Digital‘s approachable brand personality. Playful illustrations and a smiling team photo establish an instant rapport.

Rather than inundate the client with social media jargon, Pinkston focuses on the tangible benefits: more followers, leads, and revenue. The proposal quantifies the opportunity with industry benchmarks and a competitor analysis.

Pinkston showcases their expertise with detailed client personas, a content calendar packed with creative post ideas, and a multichannel ad strategy. They outline their proven process, key metrics, and reporting cadence to set clear expectations.

The proposal also includes three tiered packages with transparent pricing, allowing the client to choose their desired investment level.

• Align your proposal design and language with your unique brand identity. Don‘t be afraid to let your personality shine through, while still keeping it professional.
• Focus on the benefits and outcomes the client cares about most. Tie your proposed activities back to their overarching business goals.
• Give the client options with packaged services and clear pricing. This positions you as a strategic partner and makes it easy for them to say yes.

3. Luxe Events: Virtual Product Launch Event Proposal

Source: Visme.co

Company: Luxe Events is a full-service event planning company known for producing high-end, immersive experiences. With COVID-19 disrupting traditional events, they‘ve quickly pivoted to offering virtual event strategy and production.

Proposal Objectives: A major software company is preparing to launch a new flagship product. With social distancing requirements in place, they need to create a virtual launch event that generates the same excitement and media buzz as their typical in-person events. Luxe Events is proposing a multi-day virtual product launch extravaganza.

What Makes It Great: Luxe‘s proposal immediately captivates with a bold, high-contrast design and dynamic event photos that convey energy and excitement. Each page is expertly laid out with eye-catching headers, short paragraphs, and ample white space for readability.

The proposal is well-organized and easy to navigate, with a clickable table of contents and clear section breaks. It opens with a strong value proposition and high-level event concept, painting a vivid picture of the virtual experience.

Luxe dives into the event details, covering the agenda, speaker lineup, interactive elements, and promotional strategy. They include 3D renderings and mood boards to help the client visualize the event branding and virtual stage design.

The proposal tackles logistics head-on, outlining the technology platforms, run of show, and contingency plans. A detailed budget and payment schedule lend further credibility.

• Invest time in crafting a proposal design that‘s both beautiful and functional. Professional formatting, visual elements, and ease of navigation show you‘re buttoned up.
• Paint a vivid picture of what you‘re proposing. Use descriptive language and visuals to help the client imagine the end experience and get them excited.
• Anticipate and proactively address client questions or concerns. Cover the logistics, technology, and contingencies to show you‘ve thought through every detail.

4. Ramos Architecture: Restaurant Renovation Proposal

Source: Canva.com

Company: Ramos Architecture is a mid-size architecture firm specializing in commercial and hospitality projects. Their design philosophy emphasizes blending form and function to create spaces that are both beautiful and purposeful.

Proposal Objectives: A successful restaurant group is looking to renovate and rebrand their flagship location. They need an architect to redesign the space, oversee construction, and help bring their new concept to life. Ramos is proposing a full-service architectural solution.

What Makes It Great: Ramos‘ proposal perfectly embodies their philosophy of functional beauty. The sleek layout and understated color palette feel modern yet timeless. Gorgeous project photos and renderings showcase their design range and talent.

The proposal leads with empathy, acknowledging the challenges the client faces in an increasingly competitive market. It frames the renovation as an opportunity to reposition the restaurant for the future.

Ramos outlines a phased approach to the project, starting with a deep dive into the client‘s new brand identity and guest experience vision. They provide a detailed scope of architectural services, from space planning and schematic design through construction administration.

The proposal is thorough and transparent, addressing everything from regulatory requirements and sustainability goals to FFE specifications and project team bios. A realistic timeline and itemized fee schedule build trust.

• Show, don‘t just tell. Include plenty of visuals that demonstrate your capabilities and help the client envision the final product.
• Lead with empathy and position your services as the solution to the client‘s most pressing needs. Frame the project as an exciting opportunity.
• Be comprehensive in your approach. Cover all the bases from big-picture vision to technical details, so the client feels confident in your ability to handle the entire project.

5. Holistica HR: Executive Coaching Program Proposal

Source: Qwilr.com

Company: Holistica HR is a human resources consulting firm that helps organizations develop their leadership talent and build high-performing teams. They offer a range of services including executive coaching, training, and assessments.

Proposal Objectives: A global tech company is seeking an executive coaching program for their senior leaders. With the company rapidly growing and evolving, they need to equip their executives with the skills to navigate change, communicate effectively, and scale the organization. Holistica HR is proposing a customized 6-month coaching engagement.

What Makes It Great: Holistica‘s proposal is professional and polished, with a modern design that conveys expertise and credibility. The cover page features a striking photo that puts a human face to the leadership challenges the client is facing.

The proposal makes a persuasive case for coaching, citing statistics on the impact of leadership development on organizational performance. It aligns the program objectives with the client‘s strategic priorities.

Holistica outlines a coaching methodology grounded in behavioral science and adult learning theory. They break down the program elements, which include 360 assessments, individual coaching sessions, and group workshops. Detailed coach bios highlight their relevant industry experience and certifications.

The proposal includes a sample coaching plan and testimonials from past clients, giving tangible proof of results. The timeline and pricing are structured for clarity, with options for ongoing support post-engagement.

• Ground your proposal in research and best practices to establish your credibility and authority on the subject matter.
• Tie your proposed solution directly to the client‘s stated needs and objectives. Show how you‘ll help them achieve their goals.
• Provide concrete evidence of your capabilities, such as relevant case studies, samples, or client testimonials. Third-party validation is powerful.

Proposal Makeover: Before & After

To illustrate the impact that strategic and creative changes can have, let‘s look at a real-world proposal makeover. Here‘s how a generic, text-heavy consulting proposal was transformed into a clean, compelling document that resulted in a signed contract.

Source: Consulting.com

Key Issues:

• Dense wall of text is overwhelming and difficult to read
• No visuals or formatting to break up content or guide the eye
• Generic language doesn‘t speak to the client‘s unique needs
• Unclear value proposition and differentiators
• Incomplete information on approach, timeline, and pricing

Changes Made:

• Organized content into clearly labeled sections with headlines, subheads, and bullet points for scannability
• Added visual elements like photos, icons, and charts to engage the reader and clarify complex ideas
• Customized the language to speak directly to the client‘s pain points and goals
• Highlighted unique value proposition and relevant experience upfront
• Included detailed approach, timeline, and pricing options
• Closed with a strong call-to-action and next steps

The revised proposal is more engaging, persuasive, and professional. It positions the consultant as an expert problem-solver who‘s uniquely qualified to help the client succeed.

The Bottom Line

Crafting a winning business proposal is both an art and a science. It requires a deep understanding of your client‘s needs, a strategic, benefits-focused approach, and the creativity to capture attention and convey your value.

The examples showcased here demonstrate that a variety of styles and formats can be effective, from sleek and minimal to bold and graphic-driven. The key is to tailor the proposal to the client and project context while staying true to your own brand identity.

No matter the format, the best proposals share common elements:

• A client-centric approach that positions you as their strategic partner
• Compelling visuals and formatting that enhance the content
• Clear structure and navigation for easy reading
• Specific, actionable recommendations tied to objectives
• Proof of similar experience and results
• Transparent pricing, timeline, and deliverables
• A strong call-to-action and simple next steps

When you invest the time to get to know your client, tailor your solution to their exact needs, and craft a polished proposal, you demonstrate that you‘re the right partner to help them achieve their goals. That‘s the key to winning more business and growing your company.

According to the 2022 State of Proposals Industry Report by Proposify, proposals have an 89% higher close rate than other sales and marketing assets. The report also found that companies that regularly optimize their proposal templates see a 59% increase in close rate.

With statistics like these, honing your proposal skills is well worth the effort. Use the examples and best practices here as a starting point, but continually iterate based on results and client feedback. Here‘s to your proposal success!

How to use Projects to run an event

Discover how Capsule Projects take the headache out of planning events.

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Projects is a tool in Capsule that allows you to create and project manage any process with multiple steps. It’s very similar to the Sales Pipeline but with a key difference: Sales Pipeline is used for anything involving revenue, and Projects for pretty much any other multi-step process.

You could use Projects to ensure accurate order fulfillment or to manage onboarding your clients. Or in this case, to plan and run an event.

Since event planning can be complex, it’s often divided into several key stages. That’s where Projects come in. And by pairing your Project with Tracks, our customizable task automation, you can plan and run events effectively, efficiently and easily.

In this article, we’ll cover how Projects work, walk step-by-step through a template for planning and running an event, and explore additional Capsule features that might make event management that little bit easier. And just so you know, Projects are available on all plans - why not try it out for yourself ?

How do Projects work?

The main display in Projects is your project board. You can view it in Kanban style or as a list with filters.

You can create multiple project boards with our Growth, Advanced, or Ultimate plan, For instance, one project board to manage client onboarding, and another for event management.

You can then add various ‘projects’ to your event management process. So, if you want to plan different events, you’ll see multiple projects on your project board. You can track the progress of both events simultaneously, in the same view.

Make sense?

Let’s see how you could use Projects to plan and run an event.

Your template project board for effortless event planning

If you’ve ever planned an event before, you’re probably familiar with the overwhelming number of tasks involved. But planning and executing it doesn’t have to be as stressful.

Projects helps you visualize your event in several main stages so you can easily track your event’s progress. What’s more, these stages can be customized:

• Build your project board with as many (or as few) stages as you need;
• Choose names relevant to your process (no need to force your unique processes into preset pipelines that don’t really work for you);
• Define each stage with short descriptions, so everyone who uses that project board understands the individual purposes and when to move the event forward.

Let’s plan your first event in Capsule. This sample project will help:

Stage 1: Set your objectives and budget

Before you invest time and effort into planning your event, you’ve got to be sure you know why you’re doing it. Are you hosting an event to build brand awareness, generate and convert leads, or hone relationships with clients?

Whatever your reasons, identify meaningful metrics so you can measure the success of your event.

For instance, you could track:

• the number of attendees;
• the volume of your brand mentions using social listening tools following the event;
• or simply recurring revenue driven by your event.

Make sure the metrics selected match the goals you set and accurately mark the event as successful (or otherwise) meeting these objectives.

Before starting, it’s important to have a budget in place. Ask yourself: how much is necessary to spend, and how much you’ll need to make (either at the event or in the following sales) to cover your running costs.

The tasks you should line up for your first stage could look a little something like this:

• Meet with key stakeholders to discuss goals
• Research general costs of key expenditures (catering, venue, etc.)
• Meet with the accounting team to confirm your budget.

If sourcing internal staff presents a challenge, this is a good time to decide if you need external suppliers to help bring the event to life. You might want to add further tasks like:

• Research available suppliers in your budget for floor staff, security, marketing and communications, etc.

Top tip - Use Tasks and Tracks to keep your event on course

Tasks are any small job you can tick off once completed. You can make them on the fly simply by clicking the ‘Add Task’ button on the right-hand side of a Project.

You can also set them up to repeat. So if you do something monthly, you can create a task that repeats every month - or however often you need.

Most businesses have sequences of tasks to be carried out in a particular order. With Tracks , you can define a process of jobs unique to your business and use this track repeatedly.

You can even apply them to other Projects, so you’ll see all the relevant tasks necessary for completing your event without missing a deadline for any event you manage on that project board.

Stage 2: Book a date and venue

Once you’ve set goals and budget, you’ll need to secure a date, time and venue for your event. If you’re working in Kanban view, drag and drop your project into the next stage.

Now, do some desk research on venues and events in the local area. You should consider:

• Identifying suitable dates
• Researching venues in your desired area
• Booking a venue
• Securing transport and accommodation for employees

Top tip - Store relevant emails to your Project

Keep track of your event-related communications using the Mail Drop Box. To attach an email to a project, include the Project’s unique Mail Drop Box address in the BCC field when you send or forward the email.

Find the unique dropbox address in the main body of the Project if it doesn't have notes or emails recorded.

If the Project already has activity logged you can find the Mail Drop Box address by clicking the ‘Actions Menu’ and selecting ‘Attach an Email’.

Read more about our Mail Drop Box .

Stage 3: Inviting guests, partners and influencers

With your venue in the bag, it’s time to start building out your event. By inviting speakers and influencers to appear at your event, you can drum up greater interest, reach more people and tap into their network.

It’s best to have some industry influencers in mind when planning the event. But if you haven’t, tools like Sparktoro or interviewing known attendees help identify thought leaders in the industry and the big topics they’re talking about.

You could also partner with non-competing companies who service your atte

Top tip - Keep all your event meetings and call notes in one place

We’re so over being overwhelmed. Break your meeting notes out of your brain and keep them securely in Capsule. Log notes and calls directly into your Project with the ‘Log Activity’ button.

Here, you can select the type of activity carried out (call, site visit, etc.) and leave relevant comments. Logged activity is time stamped too, providing a clear timeline of actions completed.

Got files to attach? No biggie. Simply drag them into the file area or use the ‘Browse’ button. Read more on logging activities .

Stage 4: Advertise the event

Now you know what’s happening, where, and who with, you can craft your messaging and create fantastic marketing assets to publish across your marketing channels.

Make sure to target channels you know your audience uses, and automations to provide tailored email invitations.

Top tip - Automate your event communications with Transpond

Create automated email sequences to manage your flow of communications with Transpond’s seamless integration.

Using Capsule’s lists and Transpond’s email templates, you can easily segment and target potential attendees with consistent messaging in slick formats.

For this stage, you could build a Track with the following tasks:

• Establish messaging
• Brief your copywriter and designer
• Roll out paid ads on (E.g. social media, display campaigns)
• Dispatch direct mail
• Launch email marketing
• Arrange print ads
• Initiate your partner/influencer collaboration campaign.

Having a project board helps you prevent missing key marketing opportunities, and enables you to promote your event in all the right places at the right times.

Top tip - Tag or email a list of contacts linked to your event

For bulk actions like email marketing or tagging relevant contacts, first, you need to view the contacts in a list.

To do that click ‘Open as List’. You can then use the options on the right to export the contacts, send an email, add a note, or apply a tag. Here’s an example .

Stage 5: Post-event

Stage 5: Post-event Now, review whether your event has succeeded against the goals you set initially.

It’s easy to slip back into your usual routine and let those newly acquired leads and warm customer relationships go cold. That’s why we recommend setting tasks and tracks to keep in contact with your attendees.

Set tasks here to:

• Reach out to attendees for feedback on your event: what they liked and what could make the next one a bigger success. Automation tools like Transpond make email campaigns a breeze.
• Warm your new leads: set up calls and send emails to keep the interest alive;
• Add attendees to new marketing campaigns;
• Review the event against your goals.

Once you’ve completed all your tracks, you can close your project (wahoo!). It won’t appear in the Kanban view, but you’ll still be able to find it in the list view for any other retrospective analysis.

Top tip - Directly link Opportunities to your events

Perhaps you’ve invited a warm lead to your event hoping to meet in person and seal the deal? With Projects, you can keep everything connected. Link a Project with an Opportunity to bridge the gap between pre and post-sale activities.

Once linked, you’ll see the details of your Opportunity on the left-hand side of your Project view. Find out how to link Opportunities to Projects .

Using Projects to run successful events

Planning and running an event doesn’t have to be a headache. With Projects in Capsule, you can easily mastermind, manage, and measure multiple events from the comfort of your desk. Outfitted with repeating tasks and the ability to log all your calls, emails, and activities, using Projects to plan an event seems like a walk in the park.

Discover how a CRM can help you manage current and future events. Enjoy Capsule’s free starter package or start a 14-day free trial and see how Capsule’s features can help you save time and deliver unforgettable events that make a difference.

Frequently Asked Questions

Can i customize capsule projects.

Capsule Projects allows users to create multiple project boards. Within each project, users can define the number of steps they need and the steps relevant to them.

What’s the difference between Projects and the Sales Pipeline?

The easiest way to tell the difference is whether your process involves money. If your process involves raising funds, making a sale, upselling and so on, you should use the Sales Pipeline.

If you’re looking for a tool to help with order fulfillment, customer onboarding, or planning, Projects is the one for you.

Why is Projects useful for running events?

Projects is built into Capsule CRM, meaning you don’t need to exit the app, leaving contact information or sales opportunities behind to run an effective event.

Within Projects, you can easily view the progress of all your events together, or drill down into one. Inside your project, you can instantly view outstanding or completed tasks, log calls and emails, or attach files relevant to the event.

What’s more, built-in automation means you’ll no longer forget your event-specific To-Dos and you can quickly create sales opportunities directly from your Project.

Finally, you can completely customize your Project board. From the number of stages to their names and descriptions, Projects mold to work with you.

How do I store emails on Projects?

Storing emails relevant to your Project is easy. With Capsule’s Mail Drop Box, you can easily send or forward an email, adding your project’s unique Mail Drop Box address to the BCC field. Click for more information and examples of storing emails on Projects .

How can I log an activity on Projects?

You can log your notes and calls on a Project using the Log Activity button. You can choose the activity type and add any relevant comments. Recorded activity is time stamped too, providing a clear timeline of your activities.

If you have relevant files, you can attach them while logging activity by dragging them into the file area or using the Browse button. Read more here .

Can I email a list of contacts that is linked to my Project?

Using Capsule’s Projects, it’s easy to send emails to a list of contacts linked to your Project. First, you’ll need to click ‘Open as List’. From there you can send your email, export contacts, apply a tag, or simply add a note. Learn more here .

Can I attach files to Projects?

Yes. To attach a file to a Project you first need to open the Project record and click the ‘Files’ tab, followed by ‘Attach’.

Then drag and drop your file into the box or click the ‘Browse’ button to select a file.

You can find your attachments in the ‘Files’ tab.

Can you link a Project to an Opportunity?

In Capsule CRM, you can link Opportunities with Projects. Whether the sales deal is the beginning or end of your project, you can bridge the gap between pre and post-sale activities. Discover how to link Opportunities with Projects .

Can I filter my Projects?

Using the list view, you can filter your Projects. As standard, Capsule has several Project lists you can use. They can be found in Projects > Saved Lists.

You can also create Custom Lists and decide whether these are available for you alone or all Capsule users. Learn more about filtering projects .

Do I need software to plan an event?

You can plan events using spreadsheets or armed only with your email inbox and a trusty notebook.

However, if you’re looking to organize and pull off a show-stopping event easily, you’re in luck. Capsule CRM features Projects: a tool that automates smaller tasks, provides reminders when it gets hectic, and connects directly with your sales activities and opportunities. Warm leads, make sales, and impress clients at unforgettable events created in Projects

What are the benefits of using a task management tool within project management software?

Large projects comprise many smaller (but no less important) jobs. It’s all too easy to forget key tasks and knock your project off kilter.

Capsule users can create a Project with its unique Track of tasks to repeat for every event planned on that board. Forgetting to contact someone or send email blasts are things of the past with intelligent task management software. Learn more about managing projects with Capsule CRM .

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Cybersecurity Event Update

Note for Media: The statement below can be attributed "to an Ascension spokesperson". For updates, please visit about.ascension.org/cybersecurity-event

May 11 – 2:00 PM CT

We continue to diligently investigate and address the recent ransomware incident, working closely with industry leading cybersecurity experts to assist in our investigation and restoration and recovery efforts. Additionally, we have notified law enforcement, as well as government partners including the FBI, the Cybersecurity and Infrastructure Security Agency (CISA), the Department of Health and Human Services (HHS), and the American Hospital Association (AHA). We remain in close contact with the FBI and CISA, and we are sharing relevant threat intelligence with the Health Information Sharing and Analysis Center (H-ISAC) so that our industry partners and peers can take steps to protect themselves from similar incidents.

While our restoration work continues in earnest, our focus is on restoring systems as safely as possible. While we expect this process will take time to complete, we are making progress and systems are being restored in a coordinated manner at each of our care sites. We will continue to share updates on our recovery process.  

On Wednesday, May 8, we detected unusual activity on select technology network systems, which we now believe is due to a cybersecurity event. At this time we continue to investigate the situation. We responded immediately, initiated our investigation and activated our remediation efforts. Access to some systems have been interrupted as this process continues.

Our care teams are trained for these kinds of disruptions and have initiated procedures to ensure patient care delivery continues to be safe and as minimally impacted as possible. There has been a disruption to clinical operations, and we continue to assess the impact and duration of the disruption.

We have engaged Mandiant, a third party expert, to assist in the investigation and remediation process, and we have notified the appropriate authorities. Together, we are working to fully investigate what information, if any, may have been affected by the situation. Should we determine that any sensitive information was affected, we will notify and support those individuals in accordance with all relevant regulatory and legal guidelines.

We are reaching out to our business partners to ensure they are aware of the situation so they can take appropriate steps to safeguard their systems. We encourage all business partners to coordinate with the Ascension Technology partners to address any specific questions.

This is an ongoing situation and we will provide updates on our website as we learn more. 

Healthcare Access

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Las Vegas Strip's $2.3 billion venue shares huge expansion plan

V isitors to the Las Vegas Strip have a lot of people and companies competing for their attention. On the street level, you have to navigate a sea of showgirls, superheroes, shirtless firemen, and police officers, as well as various children's characters including Mickey Mouse and the puppy from "Paw Patrol." 

Those people hawking photos for money are only the beginning. You also have to deal with men handing out strip club flyers, cults trying to give you beads, wannabe rappers selling CDs, street musicians, and homeless people asking for money.

Related: Popular Las Vegas Strip event returns after long hiatus

When you move beyond the street level, the Las Vegas Strip has some of the most impressive buildings in the world. Caesars Entertainment ( CZR ) has its spectacular Palace and a faux Eiffel Tower drawing people to its Paris Las Vegas resort Casino.

Rival MGM Resorts International offers its own Statue of Liberty at New York, New York, a take on an Egyptian pyramid at Luxor, and a giant version of Medieval Times with Excalibur. Those are just some of the more audacious buildings as properties like Wynn, the Venetian, Bellagio, and others are stunning without being ostentatious.

But, among all of these world wonders, the new Las Vegas Sphere has managed to become the visual star of the Las Vegas Strip. It's an incredibly impressive site as the building serves as one giant screen and it has been used for everything from entertainment to advertising.

The Las Vegas Sphere, however, even with a high-profile U2 residency, shows from Phish, and an upcoming run from Dead & Company remains a money pit.

The Sphere shows improvement

Sphere Entertainment ( SPH ) , a spinoff of Madison Square Garden, that's run by James Dolan, whose family controls the New York Knicks and Rangers, has been a huge money loser. Construction costs ran roughly $1 billion over its initial budget and while its U2 residency was a hit, the company has struggled to come up with a business model that makes money. 

"For the fiscal 2024 third quarter, the company reported revenues of $321.3 million, an increase of $159.3 million, as compared to the prior-year quarter. In addition, the company reported an operating loss of $40.4 million, an improvement of $61.5 million as compared to the prior year quarter, and adjusted operating income of $61.5 million, as compared to an adjusted operating loss of $18.7 million in the prior year quarter," the company shared in its third-quarter earnings report.

The venue continues to lose money, but Dolan sees a lot of positives.

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"As you know, Sphere was built with the idea of disrupting the traditional venue model. We saw this thesis begin to play out in the December quarter. Today, we reported results for our second full quarter of operations in Las Vegas. And while it is still early days, we're pleased with our progress and remain optimistic about our vision for this new medium," he said.

What's next for the Las Vegas Sphere?

The challenge facing Sphere is that all of its existing entertainment options have been successful. U2's residency was a huge hit while Phish sold out its four shows quickly. Dead & Co. has already extended its residency and the "Postcard from Earth" movie/experience has been successful as well.

"For the third quarter, Sphere welcomed nearly 1 million guests to more than 270 events. This event volume once again far exceeded the world's busiest venues. It also drove robust revenue and positive adjusted operating income for the Sphere segment for the second consecutive quarter. These results were led by The Sphere Experience featuring Postcard from Earth," Dolan added.

That show has averaged $1 million in average daily ticket sales in both the second and third quarters. 

"These results reinforce our belief in the value of original content. And we are now developing new cinematic offerings to strengthen this core category," he shared.

The problem is that despite all of this success, the venue still loses money but Dolan believes that can be fixed by adding revenue opportunities. That includes adding concerts, and new experiences. It could also include a new opportunity that does not include selling tickets.

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"What we put on the Sphere, right, garners attention around the world, not just the advertising but the art and the other things that we do on there," Dolan said. "We think that there's more to do with the Exosphere. We think that we'll be able, this year, probably this summer, to be able to add an audio component that goes along with the Exosphere, which will make, of course, the medium even more attractive."

Sphere Entertainment stock closed on May 10 at $39.26, about double its 52-week low.

Green Business Expo 2024

Join Braintree District Council at the Plaza, to discover how to move towards Net Zero from expert organisations and other local companies!

Date and time

The Plaza, Enterprise and Innovation Centre

9:00 AM - 4:00 PM

Green Business Expo 2024 Exhibition

9:00 AM - 9:05 AM

Opening Speech by Cllr Peter Schwier, Climate Czar at Essex County Council

9:30 AM - 9:50 AM

Building a Sustainable Environment - Braintree District Council

Dominic Collins, BDC Corporate Director of Growth

10:00 AM - 10:20 AM

Developing our Campuses and our Curriculum for a Sustainable Future

• Colchester Institute

11:00 AM - 11:20 AM

Empowering your business to Grow and Achieve via Sustainable Innovation

Julie Pauley, Stakeholder Relationship Lead Innovate UK

11:30 AM - 11:50 AM

Biodiversity Net Gain in Agriculture and Beyond

Archie Ruggles, Partner & Estate Owner Spain's Hall

Emma Gray, Co-ordinator, North Essex Farm Cluster

12:00 PM - 12:20 PM

Making Essex Carbon Neutral

• Essex County Council

1:00 PM - 1:20 PM

Embedding Sustainability into the Curriculum

Toni Parrish, Employment Engagement OfficerACL

1:30 PM - 1:50 PM

R&D in Sustainability including Funding

Sarah Bell, Anglia Ruskin University

2:00 PM - 2:20 PM

Our Roadmap to Sustainability as an Organisation and within the Curriculum

David Warnes, Principal, Chelmsford College

2:30 PM - 2:50 PM

Net Zero - What, Why, How?

Mike Russell, CEO MKR Solutions

3:00 PM - 3:20 PM

Becoming Greener through Innovation

Joshua Marshall, University of Essex

3:30 PM - 3:50 PM

Grow your Digital Brand whilst having a Positive Impact on the World

Alex Holliman, CEO, Climbing Trees

10:30 AM - 10:50 AM

Milbank Concrete - Manufacturing a Cleaner Future

About this event

This is a business to business drop in event event for all sizes of business on the what, why and how of becoming carbon neutral whatever your stage in the journey, covering a variety of themes including innovation, funding, transport, skills and local case studies. There will be a mixture of exhibition stands for you to visit to share best practice, ask questions and obtain information and a range of speakers throughout the day including

• Spains Hall – Biodiversity Net Gain (Agriculture)
• North Essex Farm Cluster (Agriculture)
• Climbing Trees/People Plant Pint (SME – Creative & Digital)
• Milbank (Construction/Manufacturing)
• Innovation UK Edge
• Gridserve (E-Transport)
• Digigo (E-Transport)
• Let’s Do Business
• Anglia Ruskin University
• Chelmsford College
• University of Essex
• MKR Solutions
• Responsible Futures
• Ian Griffin
• KOcycle (Circular Economy Tech)
• Braintree District Council

It is free to attend and park as long as you register your car on arrival at reception, and if you are one of the first 100 to attend, and book onto at least one talk, there will be a voucher for a free coffee or tea awaiting you at the Plaza cafe.

So join us to

• Discover green solutions which boost business growth and efficiencies
• Explore ideas on how to become carbon neutral
• Access funding to implement green initiatives

This initiative has received £5,000 from the UK Government through the UK Shared Prosperity Fund.

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