Event Management Proposal

Event management proposals and contracts writing a cover letter addressed to the actual person
you are targeting should be on page inviting them to consider the attached proposal. The title
including sponsors names and event organization name, give an overview of your topic then the
event/ organization details like date and time , location also event promotion like media support
and benefits.Events management proposal samples can be of any topic including all or most
subjects mentioned.
An event proposal is how a person can market their event services. To write a proposal start by
writing an overhead. Include in your proposal any references, detailed listing of your services
along with costs.
Writing a business proposal to outline your event planning and management services doesn't have
to be a difficult task. There are plenty of resources available to show you how to introduce yourself,
showcase your services, outline your costs and help your clients understand you are the right person
to trust for the job. Using pre-designed templates and samples can help you write your proposal
quickly and efficiently.
Writing a business proposal for event planning (including specialties such as wedding planning, event
management, entertainment, food catering, corporate retreats and so on) is pretty straightforward.
All of these situations are examples of businesses selling a service; so these proposals will all fall
under the general category of business proposals offering services.
Most proposals offering services, regardless of the type of business, follow a similar structure:
introductions, then a summary of the client's needs, followed by descriptions of the services and costs
and information about the service provider and their credentials and capabilities.
For event planning proposals, you will also usually need to include detailed information pertaining to
the specific event, such as the venue, entertainment being provided, amenities at the site, schedule,
and so on.
If you are new to proposal writing, one thing to note is that a price list is not a substitute for a
proposal. A proposal is a sales document meant to help persuade your potential clients to give you
their business. To do that, you must instill trust that you can deliver the services that clients need. It's
not all about just giving them a price quote.
Before you start creating a proposal for your client, you should gather enough information about the
client to present a proposal that is truly tailored to that client's needs, as opposed to just sending
every client an identical sales letter. A tailored proposal stands a much better chance of being
accepted by the client.
So, following the general order described above, you should start out with a Cover Letter and Title
Page to introduce yourself. The Cover Letter should be a brief message that shows your company
contact information and delivers a personal introduction. The Title Page should introduce your proposal
and name the specific event you are discussing.
Next, add some topics that show that you understand the needs of your client. Depending on how
large an event you are presenting a plan for, you may or may not need to include a detailed summary.
For a complex event that needs a summary, this proposal section is normally called an Executive

Summary for corporate clients, or a Client Summary for a less formal project. This is where you talk
about your specific prospective client and show your understanding of their requirements as well as
their goals and desires, and any restrictions or limitations you are aware of. This is not yet the place
where you talk about yourself. Put the client first.
Follow the introductions and client information with your Services Provided, Benefits, Services Cost
Summary pages and any other topics you need to discuss that describe exactly what you are providing
and how much it will cost.
Many types of event proposals may also require specialized topics. This is where you would add
pages with pertinent details, such as descriptions of the Events, Venue, Amenities, Entertainment,
Performers, Presenters, Samples, Equipment, Rentals, Schedule of Events, Fundraising, Volunteering,
Security, Permits and Licenses, and so on. You may also want to provide information about your staff
members or about other organizations you will coordinate with to stage the event.
A wedding planner may have to deal with many different topics at once, such as catering for prewedding or post-wedding meals as well as receptions, flowers and other decorations, rentals of
facilities and furnishings, professional hosts and/or musical performers with their associated equipment
needs, and setup and post-event cleanup for multiple venues.
A concert promoter may have to deal with performers, scheduling, security, permits, a venue,
equipment rentals, sound crews and equipment technicians, ticket sales, and so on.
A music DJ for small parties may only have to deal with equipment and samples of his work.
A corporate event planner may have to deal with hotel amenities, conference facilities,
transportation and parking issues, scheduling, presenters, staffing, and so on.
The final information sections you should provide in your proposal are your company details. This is
where you would put your About Us / Company History, Capabilities, Our Clients, Testimonials or
References pages. This information comes last in the proposal, and your goal is to convince your client
that you can be trusted to deliver the services they need.
After you have all the information written for your proposal outline and chapters, you should focus
on making your proposal visually appealing. Add some color and graphics by incorporating your
company logo, using colored borders, and selecting custom bullet points and fonts that match your
business's style.

Event Planning Proposal for Proposable

Prepared By:
eventprofessional
Gabe Cuevas
gabe+eventprofs@proposable.com

Prepared For:
Gabe Cuevas
Proposable
gabe@proposable.com

100 Your Address Lane | San Francisco, CA 94110 | (415) 847-8011

INTRODUCTION

Dear Gabe Cuevas,

Thank you for allowing eventprofessional the opportunity to send this proposal highlighting some
ideas for possible future events. We pride ourselves on working closely with our clients to plan events
they are proud to be hosting. If the ideas we have suggested are not of interest to Proposable at this
time, please let us know what types of events would be a better fit and we would be happy to edit our
proposal accordingly.
I can be reached via gabe+eventprofs@proposable.com between 8am and 9pm, 7 days a week,
and through email at any time. If Proposable decides to move forward with us; your event will be
flawlessly planned and executed. I personally will oversee the entire event, and I will have an
assistant on hand to ensure perfection. I will be handling all aspects of the event planning & design,
as well as setting up meetings with and booking outside vendors. I will keep in close contact with you
throughout the whole process to ensure that we are always on the same page. As with all of my
events, I be setting up a meeting with you, all vendors, and myself several weeks prior to the event
date to make sure everyone is in understanding of how everything is to go. I will also be supplying
you with all final decisions for approval.
Our team genuinely looks forward to possibly working with you. I have provided some sample event
ideas. Of course all of these ideas are just a starting point and can be changed as needed.
Best Regards,

Gabe Cuevas

eventprofessional has provided high-quality event planning services for [#] years. We carefully listen
to our customers wishes, understand their vision and do everything we can to exceed our customers
expectations. No matter how big or small the event will be, we go above and beyond to make the
planning process enjoyable and our customers event day as unique and memorable as possible.
The Team

OUR SERVICES

Individual Consulting & Planning

eventprofessional will be available from 8am 9pm, 7 days a week. Consulting services are
provided at no cost.

Decoratio
n and Set Up:
eventprofessional will oversee the design, decoration and set up for your event. She will
coordinate with set up staff prior to your event and the day of your event to make sure every detail is
taken care of.

Catering:
eventprofessional will design a menu that perfectly complements the feel of your event and
ensure that the catering service selected in able to meet the needs of the event.

Beverage:

eventprofessional will ensure that the proper permits are in place to allow the serving to alcohol.

Music &

Entertainment:
eventprofessional will procure any and all music and entertainment.

Break Down/Clean Up:

eventprofessional will ensure clean up staff is on time and has everything cleared from the venue
by the time stated in the contract.

Your Special Event

TESTIMONIALS
We have included several concept ideas based on our knowledge of your ideas for your event. These
themes are for illustration purposes only and are not intended to be final choices. The themes reflect
our desire to create an event that is marketableeventprofessional. We will work closely with you to
finalize all concepts before the event.

Customer 1: (NAME)
(DESCRIPTION OF 1st EVENT)
[Testimonial]
[Image of Event]

Customer 2: (NAME)
(DESCRIPTION OF 2nd EVENT)
[Testimonial]
[Image of Event]

Customer 3: (NAME)
(DESCRIPTION OF 3RD EVENT)
[Testimonial]
[Image of Event]

Estimate
Product/Service

Cost

Unit

Quantity Subtotal

Event Consultation

$200.00

Per Hour

10

$2,000.00

Hilton Ball Room Rental

$500.00

Per Day

$1,000.00

Table Rental

$50.00

Per Table

10

$500.00

Catering by ACME
Restuarant

$50.00

Per Plate

100

$5,000.00

Flowers

$25.00

Per
Bouquet

10

$250.00

Chair Rental

$2.00

Per Chair

100

$200.00

Music & Entertainment

$100.00

Per Hour

$500.00

Beverage

$1,000.00 Unlimited

$1,000.00

Cleanup Crew

$500.00

$1,000.00

Total:

One-Time

$11,450.00

The Client will be responsible for any expenses incurred during the execution of the engagement,
including travel expenses, per diem, and consumables.
While the Provider may engage other contractors to fulfill specific aspects of the engagement, the
Provider retains responsibility for executing the agreement and will not assign or transfer any
ultimate rights or obligations to third parties.
The provider will invoice the client Net 30 for the billable hours at the end of every month of the
engagement.
Conclusion
Again, we are happy to present this proposal for your review. Upon acceptance of this proposal, the
Provider will draft a comprehensive pricing agreement based of project requirements for your review
that will serve as the project contract between the Provider and the Client.

If you have any questions or need additional information amended to the proposal, please let us
know. You can reach me directly by phone at [Contact phone] or by email at [contact email].

TERMS & AGREEMENT

Gabe Cuevas
Proposable
gabe@proposable.com

This agreement, completed on 01/08/2014 is between eventprofessional and Proposable. Under this
agreement, the Proposable hire eventprofessional as their Event Planner and event coordinator for
their event scheduled on [Month Day, Year].

Explanation of Services

eventprofessional will provide the following event planning services* for the Proposable:

[List Services]

[List Services]

[List Services]

[List Services]

[List Services]

Performance of Services

Proposable will rely on eventprofessional to work as many hours as reasonably necessary to

fulfill all obligations under this agreement.

Proposable may not change the date, time or location of the event without first contacting
and advising eventprofessional of said changes to determine if eventprofessional is still
available to provide services. If changes are made and eventprofessional is unavailable to
provide services then eventprofessional is released from all contract and obligations, and
shall in no way be held responsible or liable in any manner whatsoever for non-performance.
Proposable also forfeits the deposit for non-compliance with this agreement.

eventprofessional shall arrive at the Event location at an agreed upon time to meet the
vendors at least three hours prior to start of ceremony. Proposable understand and agree that
eventprofessional shall not be responsible or held liable in the event eventprofessional is
prohibited from providing Event day services due to illness, hospitalization, auto accident,
transportation breakdown/disruption, traffic difficulties, acts of God such as hurricanes or
inclement weather or other unforeseen incapacitation or other cause of non-arrival on the
day of the Event. eventprofessional will make every attempt to notify Proposable and to
provide for a substitute Event Consultant who can provide services if time and resources
permit. In any event, [Company Name], their agents and assigns shall NOT be held liable for

any compensation or any damages (including punitive) due to non-performance of any

service resulting from such incapacitations, non-arrival, errors and/or omissions of any type.
Payment and Billing Schedule

Proposable agree to pay eventprofessional a total of $____ for the services provided. This signed
agreement along with a non-refundable retainer fee or deposit in the amount of $______ to
eventprofessional is required to reserve your Event date. The deposit will be subtracted from the
total payments owed by Proposable upon completion of the services. The remaining balance of
$______ is due on [Month Date, Year], two weeks before the Event date. In the event that the
balance is not paid in full at least two weeks before the Event date, the reservation is released and
other clients will have the opportunity to reserve it. If the Event location is more than ____ miles
away from [Office Location], a total of $______ will be due to the Event Planner two weeks before
the Event date to cover travel expenses. Proposable are responsible for paying for vendor products
and services in full and accepts responsibility for purchasing items needed for the Event ceremony
and reception. If Proposable request any special provisions or services from eventprofessional, these
details shall be submitted in writing no later than three weeks prior to the Event date. The details
and fee structure will then be noted in an addendum to this agreement.

Expense Reimbursement

All expenses incurred by eventprofessional during the performance of this Agreement shall be the
sole responsibility of Proposable; provided, however, those expenses already agreed upon by both
parties to be the responsibility of Proposable. If other expenses arise
duringeventprofessional's performance of this agreement, eventprofessional shall obtain prior
consent of Proposable before eventprofessional can be reimbursed.
* Running any Event related errands is not included
Term

Proposable and eventprofessional agree that this agreement shall commence on the above date and
terminate on [Month Day, Year].
Amendment
This agreement may be modified or amended in writing, if the writing is signed by the party
obligated under the amendment.

Governing Law

This agreement shall be governed by the laws of the State of [State].

Notice
Any notice or communication required or permitted under this agreement shall be sufficiently given
if delivered in person or by certified mail, return receipt requested, to the address set forth in the
beginning of this agreement or such other address as one party may have furnished to the other in
writing.
Waiver of Contractual Right
The failure of either party to enforce any provision of this agreement shall not be construed as a
waiver of limitation of that partys right to subsequently enforce and compel strict compliance with
every provision of this agreement.
Waiver of Contractual Right
The failure of either party to enforce any provision of this agreement shall not be construed as a
waiver of limitation of that partys right to subsequently enforce and compel strict compliance with
every provision of this agreement.

Conditions

Proposable is responsible for selecting all vendors.

Proposable is accountable for directly paying all vendors in full for services and/or products.

[Company name] does not hold responsibility for vendor services and/or products.

Proposable must provide the Event Planner a complete list of vendor names, vendor contact
information and schedule at least three weeks before the Event date or at the moment this
contract is signed.

eventprofessional releases all photographs, videos or other recording media in which the
Event Planner is in, or a part of, in any manner or for any purpose they wish.

Proposable releases all photographs of them, the ceremony site and reception site on the
Event Planners website for viewing. Proposable acknowledges that this is for promotional
purposes only and do not expect any compensation of any kind. There shall be no expiration
period for this permission.

In the event that a lawsuit transpires the losing party will pay the winning parties legal fees,
court costs and attorney fees.

I look forward to working with you and assisting you in making your Event day better than you ever
envisioned!

In witness whereof, the undersigned has executed this Event Planning Agreement as of the date
stated above. By clicking the Accept button that the top right hand corner, you agree to all terms and
conditions and amendments.