Successful event planning begins when someone acquires your services. Like any other market, event planning is a tough cookie when you don’t know how to write an event proposal that will make clients beg for your services.
While you can easily download templates of event proposals online, it is still imperative that you understand how to write one from scratch, especially since not all events are the same. In fact, events are unique in every sense of the word.
Planning an event is a very important job, so people will often acquire professional services to ensure that the key goals of the affair are met. Because of this, it is important for an event planner to show how dedicated he or she is to the job by submitting a well-written event proposal specially-made for the potential client. This means you should not take any shortcuts.
Of course, that doesn’t necessarily imply that you can get any help. So, without further ado, here are 3 hacks in writing an effective event proposal based on expert’s experiences.
Know the Elements of an Effective Event Proposal
An event planning proposal is a document submitted to the client to provide a comprehensive view of the services you will provide for a certain affair. Like a resume, it shows your unique skills, experiences, and other qualifications in organizing an event as well as more specific details of the affair itself.
By submitting this document to a potential client, you provide them with a chance to review the things that you are planning to incorporate to make their event successful. For this reason, an event proposal is considered one of the most critical in promoting your event planning business.
- Event Overview
As the name states, the proposal overview provides a summary of how you are planning to deliver the event. This should be based on the prospective client’s initial vision of the affair incorporated into your own creative planning. The proposal overview should capture the client’s attention, so make sure you put your best ideas here.
- About the Event Planner
This part of the proposal should feature all your best projects as an event planner to help the client have an idea as to how experienced you are in the industry. This is also the most appropriate part of the proposal to incorporate all the training you have undergone as well as any certificates and licenses you have acquired over the years. Putting workshops and seminars you participated in is also recommended, especially for those who are just starting their event planning business.
- Services Offered
Next, you should briefly explain the services you are offering to do for the client’s event. Include a summary of one to three sentences and make sure you explain them in detail either in bullet form or subheadings to make reading easier for the client.
One of the first things the client would look for in an event planning proposal is the estimated cost, so make sure to include a quotation that is both appealing budget-wise and conservative. This way, you can avoid needing to request an event budget that is higher than the proposed one which can hurt your reputation as an event planner.
Also, make sure to have a summarized breakdown of expenses. List down each of the components of the event planning process that you or your firm will be taking care of and estimate the cost of each. Again, make sure that the amounts you include are conservative to ensure that your actual expenses don’t exceed the client’s expectations.
- Event Planner Policies
Adding your policies as an event planner in your proposal would be beneficial in managing the client’s expectations. It is also used to clarify points that are often misunderstood like the deadline of your offer (usually set at 60 days upon submission of the proposal), due dates of payments, damage policies on commodities that are being rented out to be used in the event, cancellation policies, and others.