Every event started with an event proposal. Some proposals may have started within the mind of the event organizer, others may have been written by a professional event planner to executives to approve and fund the next corporate event. To ensure a successful event, an event planner uses event proposals to include the different elements and details of the event. We will teach you how to make an event proposal plus some event proposal templates to help advance you in your event planning.
- Event Proposal Template Basics
- Key Elements of an Event Proposal
- Event Proposal Templates
- Best Practices in Creating an Event Proposal
- From Event Proposals to Reality with Event Espresso
Event Proposal Template Basics
An event proposal is a document that serves as a comprehensive blueprint to get approval or funding for an event. Event planners, organizers, or businesses use this to present their ideas, goals, and logistics to potential clients, sponsors, stakeholders, or decision-makers involved.
A well-written event proposal contains all the essential information that decision-makers need to decide. Furthermore, it showcases professionalism, expertise, and organizational capabilities. An event organizer can show their competence, attention to detail, and ability to plan and execute a successful upcoming event with the event proposal.
The next section of this article will talk about the key elements of an event proposal and what to write in each section.
Key Elements of an Event Proposal
Summary and Objectives
Start your event proposal by painting the overall picture of your event. Capture your reader’s attention by understanding their motivations when they read your business proposal. Focus on the benefits and the transformation the event attendees can experience.
Include relevant event details like the date, time, venue, and ticket fees. Aside from this, give a summary of an overview of activities and highlights of your event. Connect your event to why it is relevant to your sponsors or event stakeholders.
For your objectives, be specific and measurable. Focus on critical outcomes that resonate best with the stakeholder reading your proposal.
An event description is important for your attendees and in your event proposal. Use emotions and selling techniques to create a compelling write-up about your event. If you can add testimonials or information that can build the credibility of your event, the better.
Target Audience Analysis
How you understand your target audience shows how you have researched your event. When an event organizer knows who they’re serving, a great event program just follows. An on-point target audience analysis can help create an engaging event for them.
The budget is an important aspect of the event proposal because it contains a list of the estimated costs and expenses associated with organizing the event. Examples of these expenses range from venue rentals and equipment to staffing, catering, marketing, and miscellaneous expenditures.
Offer a transparent view of where funds will be used – from big spending to small costs. Where the money goes indicates what is expected to happen in the event. Additionally, this section supports the event proposal by providing a rationale and justification for each expense.
Event Marketing Campaign Plan
Decision makers care about the success of your event and their return on investment. In your event proposal, indicate your overall plan on how to sell out your event. Talk about your chosen marketing strategy like social media marketing, influencer partnerships, content creation, search engine optimization, and more.
Talk about the rationale behind your marketing plan and set reasonable timelines so your stakeholders know what to expect.
List the operational and equipment requirements of your event. Things like sound and lighting make a big difference in the overall experience of attendees. The logistics of your event should be prepared as early as the event proposal stage to avoid last-minute mishaps and to prepare for potential unforeseen events.
Aside from the event production, the venue is a big factor in the success of your event. Give complete details about the venue in your event proposal. Consider in your proposal the logistical feasibility, accommodation, budget considerations, amenities, and more.
Sponsorship and Partnerships
Indicate your existing partnerships and sponsorships when sending your event proposal. Presenting your partners helps your stakeholders see the different angles of your event and how they can fit in.
Your event proposal contains the mutual benefits of collaboration, demonstrating how partnering with the event aligns with sponsors’ marketing goals, thereby fostering meaningful and profitable relationships while securing essential financial support crucial for event success.
Event Proposal Templates
We created a free template for event proposals in different formats for you. Feel free to “Make a Copy” or download these templates. We hope these can help in your event planning.
Sample Event Proposal Template for a Corporate Workshop
To act as a guide, you can also check out this sample event proposal template for a corporate workshop event:
Summary and Objective
This event proposal is for the upcoming Empathy Building Corporate Workshop. The workplace is where we spend most of our time. Imagine dreading Mondays or dragging your feet to work every day because of a misunderstanding or difficulty with a colleague.
After the workshop, attendees will develop a renewed sense of understanding with colleagues and employers. Instead of the unspoken awkwardness during free time, employees will converse and engage in a harmonious relationship with each other.
- Event Type and Theme: Workshop
- Date, Time, and Duration:
- Location and Venue:
Target Audience Analysis
Demographics: Employees of the whole company, age range of 18 to 58 years old
Expected Attendance: 90% or 140
Event Agenda or Program
This part of the event proposal must contain the schedule and everything that is expected to happen in the event. Include contact information of people in charge throughout the activities. Write the rationale of your chosen activities and how it connects to the overall objectives of your event.
Team-Building Challenges with a Twist:
Introduce team-building activities that require collaboration, but with added constraints that promote empathy, such as completing a task while considering the limitations or challenges of a particular team member.
Listening and Reflection Exercises:
Pair participants and facilitate active listening sessions. Participants can discuss a particular incident they encountered during work. Afterward, encourage reflection and discussion on what they learned about their partner’s thoughts, feelings, and experiences.
Sample Event Marketing Plan
- Pre-Event Promotion (4-6 weeks before the event):
Internal Communications: Email teasers and announcements via company newsletters or internal communication platforms highlighting the workshop’s importance and benefits.
Leadership Endorsement: Encourage leaders to promote the workshop during team meetings, emphasizing its significance in fostering a collaborative and empathetic work environment.
Intranet & Posters: Display posters, banners, and intranet announcements with engaging visuals, quotes, or testimonials related to empathy.
- Event Promotion (2-4 weeks before the event):
Social Media Campaign: Create engaging posts, videos, and graphics promoting the workshop’s topics, speakers, and interactive sessions, encouraging sharing among employees using company-specific hashtags.
Employee Spotlights: Share stories or testimonials from employees who have benefited from empathy in the workplace, building anticipation and relevance.
Personal Invitations: Send personalized email invitations to employees from team leaders or HR, highlighting the workshop’s relevance to their roles and career development.
- On-Site Promotion (During the event):
Live Updates: Utilize social media platforms to provide live updates, quotes, and insights from the workshop sessions, showcasing real-time engagement.
Interactive Engagement: Incorporate icebreakers, group activities, and breakout sessions during the workshop to encourage active participation and networking among attendees.
Feedback Collection: Gather feedback through surveys or interactive methods during the workshop to gauge attendee satisfaction and engagement levels.
- Post-Event Promotion (After the event):
Event Recap: Share post-event blogs, videos, or infographics summarizing key takeaways, highlights, and participant feedback, reinforcing the importance of empathy in the workplace.
Employee Testimonials: Feature quotes or testimonials from participants highlighting their learning experiences and the workshop’s impact on their perspectives.
Continuous Engagement: Provide resources or follow-up materials, such as articles, podcasts, or book recommendations, to sustain the empathy-building momentum.
Sponsorship and Partners
Existing Sponsors and Mileages
Sponsorship Packages Available
Best Practices in Creating an Event Proposal
Make a good first impression by presenting a thorough and well-written event proposal. Practice good writing techniques like eliminating unnecessary words. Be clear in your message and use simple language to avoid draining your readers.
Research your reader and what their motivations and intentions are about your event. Customize your proposal that match their needs and interests. Use relatable examples in their context to get their attention. Create a win-win proposal for stakeholders so they can join your cause.
Finally, give them peace of mind that you are a credible event planner by emphasizing your track record from past events and positive feedback from satisfied clients. Share anecdotes or case studies demonstrating your problem-solving skills and ability to navigate challenges effectively.
From Event Proposals to Reality with Event Espresso
Make successful events out of your proposals with the help of tools like Event Espresso. Enjoy features like customizable registration forms, confirmation emails, and a secure payment collection system. What’s special about Event Espresso is that you can sell an unlimited number of tickets at $0 commission fees.
Event Espresso is a WordPress plug-in for sites that are using WordPress. If your site is not under WordPress, don’t worry. Event Smart is a similar platform that offers the same features.