corporate event proposal presentation

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Business Event Pitch Deck Template

Number of slides: 10

An event pitch deck is a presentation that summarizes your business event idea and explains why the business should implement it. Whether you’re seeking sponsorship or approval for your event idea, a pitch deck is perfect for conveying your plans for the corporate event and its value proposition. Use this event pitch deck template to present a clear and concise event proposal. It comes with every key section you need to cover the event goals and how you’re planning to deliver them.

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Free Event Pitch Deck Template

Event marketing plan powerpoint slide.

Provide a clear overview of how you’ll promote the business event inside and outside the company. This slide features a circle diagram where you can insert the different types of media you’ll use. The final result will be a complete visualization of your event promotional plan.

Event Schedule PowerPoint Slide

The event schedule is a must for the early planning stages. In this event pitch deck template, you’ll allocate your team tasks in a monthly calendar and showcase a reliable timeframe for the event delivery. Plus, you can color code the event operations in this calendar and prepare a comprehensive event plan.

Event Budget Pitch Deck Slide

One of the key sections in your business event pitch deck is the event budget slide. Put together all the estimated costs of the event operations and activities and present your proposal budget in this data-driven circle chart.

Corporate Event Proposal Presentation

The event pitch deck template has a corporate style in blue and red colors, which is perfect for professional and business event proposals.

Paint a picture of your event idea

Make sure to use the right images to convey your event vision. This template combines pictures, text, and charts to build a comprehensive event proposal presentation.

Pitch your event

This business event presentation template has a clear structure and all the key sections to successfully pitch your next corporate event.

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Event Proposal

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Demonstrate you have the skills needed to organize a successful event by putting together a proposal that is clear, concise and comprehensive. Great attention to detail, highly organized and able to juggle multiple tasks – these are just some of the attributes of a successful event planner that will inspire confidence in potential suppliers, stakeholders and sponsors. Convey your experience and professionalism from the start by writing an event proposal that makes people sit up and take notice. From organizing a seminar for members of your industry to seeking sponsorship in order to run a comedy evening, a proposal is a comprehensive document that outlines every element of an event. It is compiled at the early planning stages and covers the aim of the event, the individuals and companies who will be involved, and the logistics of running the event. It will work as a mission statement, a marketing tool and a roadmap, and leave no room for confusion or lack of clarity around your plans for an event. It is not enough to say you plan to hold a food festival, run a conference or organization a charity fundraiser, your event proposal needs to paint a picture of what exactly it is you have in mind and how your vision will come to life. Your event proposal should outline your experience, be written in a confident voice and inspire trust in the reader. Now that the reader is excited about your event, you need to deliver the details they need to make a final decision. This is the part of the proposal that drills into the execution of the event. A clear layout can help communicate your main points, as can images of previous events or graphics that convey any statistics or data you might have to share. It could be worth working with a graphic designer to get the event proposal design just right. Once you have included everything you need to and finished designing your proposal, it is time to set about securing sponsorship for your event. Your sponsorship proposal is an essential introduction to you and your event – share it with potential sponsors, send it as a follow-up to an initial conversation or ask to pitch face-to-face.

Event Proposal template consists of four slides that have a modern design and all the necessary tools to build a professional presentation. This template will be primarily useful for informing clients about your event – a presentation of a new book, a show of new clothes or a new service. You can use this template to invite customers to test drive a new car. This template is also useful for executive assistants when reminding them of an important meeting. The slides of this template can be used by startups when organizing meetings with potential investors. Marketers and advertising specialists can use these slides to prepare a marketing mailing to customers.

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Free Event Proposal Templates

We’ve collected the most useful event proposal templates in all formats. You’ll learn about the available types of event proposal templates and what elements they contain. Included in this article, you’ll also find an event sponsorship proposal template, a corporate event proposal template, a virtual event proposal template, a wedding event proposal template, and more.

By Kate Eby Updated June 28, 2024

Event Proposal Template

This template is perfect for event planners and organizers who need to present a detailed proposal for any type of event. It includes comprehensive sections such as executive summaries, event overviews, target audience analysis, and logistical plans. Users can outline the entire scope of an event, from goals and marketing strategies to risk management and budgeting, ensuring all critical aspects are covered.

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Event Proposal Presentation Template

This template is perfect for any event, including corporate retreats, holiday parties, charitable fundraisers, and awareness campaigns. It provides a clear format for outlining the strategic and operational aspects of event planning and allows for the easy integration of multimedia elements. Users can customize the interactive timelines and charts to display schedules and budgets.

Download Template with Sample Copy for PowerPoint Google Slides Download Blank Template for PowerPoint Google Slides

Event Sponsorship Proposal Template

Use this template to craft a convincing event proposal for potential sponsors. The template includes tiered sponsorship levels that cater to different marketing goals and budgets, as well as a detailed marketing strategy.

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Event Sponsorship Proposal Presentation Template

Use this template to deliver a persuasive event proposal to potential sponsors. The template includes charts and graphs to display key information. It also allows users to incorporate multimedia content.

PowerPoint Google Slides

Download Blank Template for PowerPoint Google Slides

Corporate Event Proposal Template

Use this template to plan corporate events that require a convincing proposal. It allows users to document logistics, branding, and ROI assessment, with sections for defining goals, target audience, and more.

Corporate Event Proposal Presentation Template

Download this template for proposing corporate events to stakeholders or potential sponsors. The layout allows for the easy integration of branding, data visualization, and audience demographics.

Virtual Event Proposal Template

Use this template to plan virtual events such as webinars. The template focuses on interaction strategies, virtual platform necessities, and providing risk management tools specific to digital events.

Fundraising Event Proposal Template

Use this template to plan and find donors for charitable events. It focuses on event goals, fundraising targets, and engagement tactics, helping planners convey their event’s potential impact.

Excel Adobe PDF Google Sheets

Arts and Music Event Proposal Template

Use this template to create a music or arts gathering proposal. Its design reflects the creative spirit of arts events, with engaging slides for artist and venue highlights and multimedia integration.

Microsoft Word Adobe PDF

Wedding Event Proposal Template

Use this template for wedding planning, from ceremony to reception. Designed to capture the magic of the big day, it includes choices for venue, theme, decorations, dining, and entertainment.

Event Management Proposal Presentation Template

Use this template to advertise your event management services to potential clients. It includes detailed project schedules, flexible service options, and visual compilations of previous events.

Conference Event Proposal Template

Use this template to craft a proposal for a conference. It allows you to convey aspects such as operational plans and financial forecasts, as well as analyses of the agenda and potential risks.

Microsoft Word Google Docs

Sports Event Proposal Template

Use this template for planning sports events, from youth tournaments to charity events. It helps users cover everything from registration to logistics, customizable brackets, and security measures.

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Elements of Event Proposal Templates

Event proposal templates typically include elements such as a visually appealing cover page, an executive summary that captures the event’s key details, specific goals and objectives, and comprehensive sections on the event description, target audience, marketing strategies, and more.

All of our event proposal templates feature a combination of these important elements:

• Cover Page : This section serves as the first impression of the proposal, displaying the event's name, the logo of the organization, the date, and a captivating image or design that captures the essence of the event.
• Executive Summary : This is a concise section that summarizes the key points of the proposal, including the event's vision, anticipated outcomes, and the value it offers to participants and stakeholders.
• Goals and Objectives : This part of the template specifies the aims of the event, whether they're educational, fundraising, brand awareness, or otherwise, and it describes how these goals align with broader organizational objectives.
• Event Description : In this section, users provide a detailed description of the event, including the theme, key activities, and programming. It may also cover the event's history and significance.
• Target Audience : This section is a profile of the expected attendees, detailing demographic information, interests, and why the event is relevant to them.
• Marketing and Promotion Strategy : This is an outline of the promotional campaign, which includes advertising channels, materials to be used, and a timeline for marketing activities.
• Venue and Date : In this section, teams enter comprehensive information about the event location, reasons for the selection, amenities, capacity, and the specific dates and times for the event.
• Program Outline : This includes a session-by-session breakdown of the event's itinerary, including speakers, entertainment, workshops, and any other planned activities.
• Budget : This section includes the financial plan for the event with itemized expenses and income sources, such as ticket sales, sponsorships, and merchandise. This section might also include cost-saving strategies and financial projections.
• Sponsorship Details : In this section, teams share information about different sponsorship packages, the benefits offered at each level, and potential customizations for sponsor preferences.
• Logistical Considerations : This section covers critical details on event staffing, technical equipment, transportation, accommodation, security, and any special requirements for attendees or performers.
• Risk Assessment : This includes an analysis of potential risks, such as weather, safety, or vendor failure, as well as the contingency plans in place to address these challenges.

Types of Event Proposal Templates

There are a wide variety of event proposal templates designed to streamline every aspect of your event planning process, whether it’s for a corporate event or a music festival. Review these template types to see which is best for your next big event.

• Basic Event Proposal Templates: These templates are the starting point for any event planner. Designed to be broad and adaptable, they cover the essentials needed for proposing a wide range of events. From outlining the event's purpose and goals to detailing the logistics such as venue, date, and audience, these templates provide a foundational framework that can be customized for various types of events, making them perfect for beginners and seasoned planners alike.
• Event Sponsorship Proposal Templates : Tailored for events aimed at securing financial or in-kind support from businesses or individuals, these templates focus on showcasing the value of the event to potential sponsors. They include sections for describing sponsorship benefits, levels of sponsorship, and how the partnership can enhance the sponsor's visibility and brand. These templates are ideal for event organizers looking to attract and secure funding through mutually beneficial partnerships.
• Fundraising Event Proposal Templates : Specifically designed for charity or nonprofit events aiming to raise funds, these templates emphasize the cause, fundraising goals, and strategies for donor engagement. They guide planners in outlining how the event will generate revenue — through ticket sales, donations, or auctions — and the impact the funds will have. These templates are crucial for communicating the significance and financial objectives of the event to potential donors and stakeholders.
• Arts, Music, and Party Event Proposal Templates : These vibrant and creative templates cater to events centered around entertainment and cultural experiences. Whether it’s a live music festival, an art exhibition, or a themed party, these templates help planners articulate their artistic vision, featured performers or artists, and the unique attractions that will make the event stand out. They are designed to capture the essence of the event, ensuring potential partners and attendees are as excited about the event as its organizers.  

For more event planning templates in specific formats, see these collections of  Microsoft Word event proposal templates ,  PowerPoint event proposal templates , and  Adobe PDF event proposal templates . You can also browse these  event request for proposal (RFP) templates in multiple formats when you need to solicit proposals from event planners or management companies for your next big event.

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How to Write a Winning Event Proposal | Step-by-Step Guide

Introduction

In the competitive world of event planning, securing new clients often hinges on the quality of your proposal. A well-crafted proposal not only showcases your expertise and creativity but also demonstrates your understanding of the client's vision and needs. It serves as your first impression and a crucial factor in winning the job.

The purpose of this article is to guide you through the process of preparing and extending a compelling event proposal that stands out from the competition. We will provide a step-by-step framework to help you effectively communicate your ideas, present your services, and highlight the value you bring to the table. By following these guidelines, you can increase your chances of impressing potential clients and securing more event planning opportunities.

Whether you're a seasoned event planner or just starting out, this comprehensive guide will equip you with the knowledge and tools needed to create a winning proposal that resonates with clients and meets their expectations. Let's dive in and explore the essential components of a successful event proposal.

Understanding the Client's Needs

The foundation of a successful event proposal lies in understanding the client's needs and vision for the event. Before you start drafting your proposal, it is essential to gather as much information as possible about the client and their expectations. Here are some steps to help you achieve this:

Initial Research

Start by conducting thorough research on the client’s business, industry, and event history. Understanding their brand, mission, and previous events will provide valuable insights into their preferences and expectations. Look for the following information:

• Company Background: Learn about the client's history, values, and key products or services.
• Target Audience: Identify the primary audience for the event, including demographics, interests, and needs.
• Previous Events: Review past events organized by the client to understand their style, scale, and typical outcomes.

Client Communication

Effective communication with the client is crucial to grasp their specific needs and objectives. Schedule a meeting or call to discuss the event in detail. During this conversation, ask open-ended questions to gather information and clarify any ambiguities. Key areas to cover include:

• Event Goals and Objectives: What are the primary goals of the event? Is it to launch a new product, celebrate a milestone, foster team building, or something else?
• Event Theme and Vision: What is the client’s vision for the event? Are there any specific themes, colors, or styles they have in mind?
• Budget Constraints: What is the client’s budget for the event? Understanding their financial limitations will help you propose realistic and feasible solutions.
• Key Stakeholders: Who are the decision-makers and key stakeholders involved in the event planning process?
• Preferred Venues and Dates: Are there any specific venues or dates the client prefers or wants to avoid?

Aligning Expectations

Once you have gathered all the necessary information, summarize your understanding of the client's needs and confirm these details with them. This step ensures that both you and the client are on the same page and helps avoid any misunderstandings later in the planning process. Provide a brief outline of your proposed approach to demonstrate your alignment with their vision.

By thoroughly understanding the client's needs and expectations, you can tailor your proposal to address their specific requirements, making it more relevant and compelling. This client-centric approach is the first step towards creating a proposal that stands out and wins the job.

Structuring Your Event Proposal

A well-structured event proposal not only looks professional but also makes it easy for the client to understand your ideas and services. Here’s how to organize your proposal to ensure clarity and impact:

Your cover page is the first thing the client will see, so make it visually appealing and informative. Include:

• Event Name: The name of the proposed event.
• Your Company’s Name and Logo: To reinforce your brand.
• Proposal Date: The date you are submitting the proposal.
• Client’s Name and Logo (if applicable): Personalize the proposal by including the client's details.

Table of Contents

A table of contents helps the client navigate through your proposal with ease. List all the sections and sub-sections along with their page numbers for quick reference.

Executive Summary

The executive summary is a brief overview of your proposal. It should highlight the key points and benefits of your proposal, enticing the client to read further. Include:

• Event Overview: A short description of the event and its objectives.
• Your Approach: How you plan to meet the client's needs and ensure the event's success.
• Key Benefits: The unique advantages and value you bring to the table.

Detailed Proposal Content

Introduction and background.

• Your Company Overview: Provide a brief overview of your company, its history, mission, and expertise in event planning. Highlight any relevant experience or accolades that add credibility.
• Understanding the Client’s Vision: Show that you have a clear understanding of the client's goals and the significance of the event. Mention any specific details the client has shared with you.

Event Concept and Objectives

• Event Concept: Describe the proposed event concept and how it aligns with the client’s objectives. Use descriptive language and visuals if possible.
• Goals and Objectives: Clearly outline the goals and expected outcomes of the event, such as brand awareness, product launch, employee engagement, etc.

Event Details

• Event Plan: Provide a detailed plan including the date, time, and location of the event. Mention why the chosen venue and timing are ideal.
• Agenda: Outline the event schedule with specific activities and timings. Include any special sessions, keynote speakers, or entertainment planned.
• Theme and Design: Describe the event theme, design elements, and how they enhance the event experience. Use mood boards or sample designs if available.

Services Offered

• Logistics Management: Detail your approach to managing logistics such as venue setup, equipment, and transportation.
• Catering and Hospitality: Explain your catering services, menu options, and hospitality arrangements.
• Entertainment and Activities: Describe the entertainment options and activities you plan to include.
• Technology and AV Support: Highlight the technology and audiovisual support you will provide, such as sound systems, lighting, and presentation equipment.

Budget and Pricing

• Detailed Budget: Provide a comprehensive budget breakdown, including all costs and fees. Make it clear and transparent.
• Value Proposition: Explain the value and benefits of your services relative to the costs. Highlight any cost-saving measures or added value you offer.

Team and Responsibilities

• Team Introduction: Introduce the key team members who will be involved in planning and executing the event. Include their roles and relevant experience.
• Roles and Responsibilities: Outline the specific roles and responsibilities of each team member to show your organized approach.

Timeline and Milestones

• Project Timeline: Provide a timeline of key milestones and deadlines leading up to the event. Include preparation, execution, and post-event follow-up.
• Milestone Deliverables: Specify the deliverables at each milestone to ensure transparency and accountability.

Risk Management

• Risk Assessment: Identify potential risks and challenges associated with the event. Mention how you plan to monitor and manage these risks.
• Contingency Plans: Outline your contingency plans to mitigate these risks. Show that you are prepared for unexpected situations.

Client Testimonials and Case Studies

• Testimonials: Include testimonials from past clients to build credibility and trust.
• Case Studies: Provide case studies of similar events you have successfully planned. Highlight the challenges faced and how you overcame them.

By structuring your event proposal in this way, you present a professional, thorough, and persuasive document that clearly communicates your capabilities and understanding of the client's needs. This approach significantly increases your chances of winning the job.

Proposal Presentation

A polished and professional presentation of your proposal can make a significant impact. Here are some tips to ensure your proposal is visually appealing and effectively communicates your ideas:

Design and Formatting

First impressions matter, so your proposal should look as good as it reads. Pay attention to the following aspects:

• Consistent Branding: Use your company’s colors, fonts, and logo throughout the proposal to maintain brand consistency.
• Professional Layout: Use a clean, professional layout with clear headings, bullet points, and plenty of white space to make the document easy to read.
• Visual Elements: Incorporate visuals such as images, charts, infographics, and mood boards to enhance the presentation and illustrate your ideas. High-quality images of past events can showcase your capabilities.
• Typography: Choose readable fonts and ensure that the font size is large enough for easy reading. Use bold and italics to highlight important points.

Customization

Customize the proposal to the client's specific needs and preferences. This shows that you have taken the time to understand their unique requirements:

• Personalization: Address the client by name and mention specific details about their business and event goals.
• Tailored Content: Modify the content to reflect the client’s vision, preferences, and budget. Avoid using a one-size-fits-all approach.

Follow-Up and Communication

After submitting your proposal, follow up with the client to demonstrate your enthusiasm and commitment. Effective follow-up can make a difference in securing the job:

Proposal Submission

• Submission Method: Depending on the client’s preference, submit the proposal digitally via email or through an online platform, or provide a printed copy in a professional binder.
• Submission Timing: Submit the proposal within the agreed timeline to show your reliability and punctuality.

Follow-Up Strategy

• Follow-Up Email: Send a follow-up email a few days after submitting the proposal to confirm receipt and express your continued interest. Offer to answer any questions they may have.
• Follow-Up Call: If appropriate, follow up with a phone call to discuss the proposal further and address any concerns. This personal touch can help build rapport.
• Be Persistent but Polite: If you don’t hear back immediately, follow up again after a reasonable period. Be persistent but always remain polite and professional.

In conclusion, preparing a winning event proposal requires a deep understanding of the client's needs, a well-structured document, and a professional presentation. By following the steps outlined in this guide, you can create a compelling proposal that showcases your expertise, aligns with the client’s vision, and significantly increases your chances of securing the job.

A strong event proposal not only sets you apart from the competition but also builds trust and confidence with potential clients. Remember to personalize each proposal, present it professionally, and follow up diligently. These practices will help you forge strong client relationships and grow your event planning business.

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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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Event Proposal PPT Template & Google Slides Presentation

Event Proposal Presentation Slide

Planning an event requires a well-crafted proposal that outlines your vision and objectives. Our event proposal template can help you create a professional and persuasive document that will impress your clients and stakeholders. The template features a sleek and modern design that can be easily customized to match your brand identity. It includes all the essential sections you need to cover, such as the event overview, sponsorship opportunities, form, etc. With our template, you can present your ideas with confidence and win the support you need to bring your event to life!

Features of the template

• 100% customizable slides and easy to download.
• Slides are available in different nodes & colors.
• The slide contains 16:9 and 4:3 formats.
• Easy to change the colors of the slide quickly.
• Well-crafted template with an instant download facility.
• Highly compatible with PowerPoint and Google Slides.
• It has image holders, text boxes, and creative icons.
• High-definition slide to grab your audience's attention. 
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You May Also Like These PowerPoint Templates

Modern Business Event Proposal Powerpoint Template

The Modern Business Event Proposal PowerPoint Template is the perfect tool for organizing and presenting dynamic business proposals. Designed with versatility in mind, it's ideal for seamlessly communicating details on a range of events, projects and conferences. With 15 unique custom slides, it provides a professional, modern backdrop for your ideas.

In addition to its sleek design, this template is rich with user-friendly features to make your presentation creation smooth and stress-free. Editable colors and fonts give you the flexibility to ensure your presentation aligns with your company's brand aesthetic. Additionally, image placeholders eliminate the frustration of manually resizing and aligning photos.

Perhaps the best thing about this template is it's made with Slidemaster, allowing for a drag-and-drop mechanism to insert your images. This drastically cuts down on the time and effort spent on crafting your presentation, giving you more time to focus on delivering your message in the most impactful way possible.

Details & Features

• 15 Unique Custom Slides
• Images Placeholder
• Made with Slidemaster (Just Drag & Drop your Image)
• Drag And Drop image
• Theme Colour Option
• Fully editable text and photos
• Clean Theme Version

Why We Like It

We recommend the Modern Business Event Proposal PowerPoint Template for its blend of style and functionality. Not only does it allow for a polished, professional presentation, but its user-friendly features make the design process a breeze. The result is a more efficient use of your time and a standout presentation sure to impress.

Related Event & Sponsorship Proposal Templates

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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. Incorporating a digital contact card into your proposal goes a long way for this purpose as well.

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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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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10+ Awesome Event Presentations for Eventprofs (2020 Edition)

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Want design tips to make your event slides stand out?

Or maybe you just don’t want the extra trouble of putting it all together, and you want an event presentation template so you can get to work right away.

Done and done.

We not only have professional information for you on what makes a winning presentation design, but we’ve also compiled this handy information in examples of slide deck using the best practice tips we have discussed and introducing useful content for eventprofs.

Free Event Presentation Templates and Guides

As an event planner, you often have to sell clients and stakeholders on your ideas. Sometimes, you need to get buy-in and top-down support for the things you want to implement, and other times, you just need to bring people up to speed quickly.

Ideally, this article will make you feel confident in creating your own presentation templates, but we know you’re busy. Alternatively, you can download ours for free.

We’ve bundled 3 ppt template packages into one free download to help you prepare for some of the most common event presentations you’ll need to make. These professional templates are here to take the stress and worry of template design off your plate, so you can focus on the content of your presentation.

Here’s a preview of what’s in store:

Event Proposal PPT Package

Have a big event proposal coming up? This package includes the following:

• Sequoia style pitch deck to help you communicate your vision in your presentation
• Keynote proposal template to let you pitch in Keynote instead of Powerpoint
• Event proposal template to help you formulate your ideas concisely and persuasively
• 13 Secrets for a Winning Event Proposal to give you a leg-up on your proposal

Event Marketing Plan PPT Package

Need to create and present a marketing plan to your clients or stakeholders? This package includes the following:

• Event marketing plan to help you create a winning marketing plan
• Event marketing ppt download to help you present it to your stakeholders and clients

Event Management System PPT

Need buy-in to change your event management system?

• Event management system ppt template to help you sell your boss on your favorite pick

3 Elements of Event Presentation

Creating good event management ppt slides is a lot like cooking. Ingredients matter. Technique is also important. And presentation is what makes it appealing. All of these things go into a delicious dish.

The same is true of your event slide presentation. In this case, your ingredient is your content. Your technique is the way you present: your mannerisms, your confidence, the language you use, etc. And your presentation slides are the appearance of the dish. If any of those are lacking, you’ll have a disengaged audience.

Stellar event presentations concentrate on

In this article, we’ll help you with all three of the key ingredients to a winning event presentation sample, breaking them down into digestible bites that will help you create your best presentation to date. Whether it’s just an introduction to event management ppt creation you’re after, or you’re honing your already excellent presentation skills, we’ve got it covered.

Master The Components Of A Great Event Presentation PPT

When it comes to PowerPoints, most people know by this time that tons of text is an audience excitement killer. But there are several other things you should know about creating a great slide presentation. Before we get into design, let’s cover the basics:

Concentrate On Content. Slides Come Last.

With the stress on images, many event professionals worry too much about what the slides will look like. But content, technique, and design are all equally important.

You can’t create awesome slides until you have the content of your presentation completed. As important as images are, don’t look for images first and then build a presentation around them. Doing so will make your event proposal ppt disjointed and unintelligible (although it may good).

Best Practices for Creating Event Management PPT Slides:

Make an outline of what you want to say, and keep it in point-form. This will help you assess the flow and logic of your argumentation without saddling your points with segues that you’ll want to keep regardless of flow quality.

Add tweetable content highlights of the most powerful information. Giving attendees “tweetable” bits will encourage them to share the slide content.

Select images that capture the emotion of what you’re saying (but avoid ones that distract from or compete with your presentation).

Presentation Technique Is Crucial To Engagement.

Just as the content is important, your presenter (or your presentation) is more important than clever fade-ins and video accompaniments. Those things are nice, but try to limit them or you’ll train your audience to look for the shiniest object. In a fancy presentation, that won’t be you.

Ensure that your presenters:

Are more dynamic than the slides. A mediocre speaker can make an audience happy through some cool tech, but an awesome speaker can also get lost in the shuffle if they try to do too much in their slide deck. Advise your speakers you still want attendees to pay attention to them and the discussion at hand.

Add video sparingly, and don’t set them to autoplay. If the video takes moment to load and play, a panicked speaker may misinterpret that as a lack of functionality and click the slide deck again without thinking. But in Powerpoint, this will advance to the next slide. Instead, set the video to play on click, or, establish cues with the AV tech and let them handle it.

Recommend that speakers can confidently present without their slide deck, or have a back-up on their smartphone. Technology sometimes fails.

Maintain Consistency And Design Integrity.

Don’t create an inconsistent PowerPoint presentation. For some events, it may make sense to offer presenters event presentation templates, logos, or color schemes. You want consistent presentations, not one speaker who’s a PowerPoint savant and another using Clip Art and pixelated images.

Maintain slide quality:

Offer a template for your presenters to use. (More about what it should contain in the design section.) You can find some great ones in the downloadable template package in this article.

If you don’t want to inhibit creativity, insist that the event hashtag or logo/watermark be on every slide. This helps with branding.

Ask to review presenter’s slides to ensure they are all of the same quality.

Test the links and embedded videos your presenter is using.

One Main Concept Per Slide

Don’t try to do too much on one slide. It’s better to have a big slide deck than a small one with dense text on each slide. Keep it to one main idea and 2-5 supporting points or key takeaways. Plus, frequently changing images holds audience interest.

Make the message clear:

Shoot for one big concept per slide.

Showcase your concept with a Tweetable fact or quote.

Bring emotion to your story or concept using an evocative image.

20 Design Tips For More Memorable Event Presentation PPTs

A presenter may be a subject matter expert who gives a lot of talks, but don’t assume they are a good slide designer. For this reason, some event planners will offer to adjust slides by using an in-house designer to ensure all presentations are of the same ppt quality. Your own designer gives you the power to implement a number of slide improvements across the board.

If you don’t issue event presentation samples or templates, and you don’t have a dedicated slide designer, at least make sure your presenters know the basics of good slide design. If they don’t, you could end up with a lot of confusing, boring slides.

1. Add a poll or survey to a deck. Adding engagement to the beginning shows the audience they are an integral part of the presentation, and that you value their input.

2. Use bolder images in larger spaces. An eye-catching title background image is a good way to set the session energy.

3. Test any background images against your font , and use a font colour with a high contrast for whatever image it appears in front of. You don’t want black text disappearing against a dark background image.

4. Use consistent design and images . Funny images mixed with historical images, different fonts, and other mismatched things will be distracting.

5. Fonts should be easy to read from a distance . Keep your font large and clear. Sans serif fonts are often easiest to read. Cool fonts like Rock Salt can be hard to make out at some sizes. But…

6. Play with font and style associations . You can use fonts to grab attention and remind your attendees of something else. We all know what the Star Wars font looks like, for example. Sometimes fonts can help you to keep with a theme.

7. Keep slides simple , with only a few lines of text. They should supplement the discussion not contain the script. Minimalism is in. Similarly…

8. One chart per slide.  This one seems pretty intuitive, right? Your slides should contain bites of presentation information. Don’t try to accomplish too much on a single one.

9. Add questions . A question in the center of a slide is a great way to provoke thought or begin discussion, and can serve as a useful interactive break in your talk. Let people take a moment to apply what you’ve said before you move onto the next thing.

10. Use animations sparingly , and only in anticipation of a big reveal. For instance, you could ask the audience a question and then animate the answer. Don’t use animations or fly-ins for regular sentences with no build up.

11. Use quality images . Nothing says ‘new at this’ quite like ClipArt, so make sure your presenters are using good quality and interesting images. Sites like Unsplash, Pixabay, Canva, and StockSnap.io are good resources. You can also join a membership site (for a fee), which allows you to download a specified number of images based on your membership level. Learn the basics about quality images in the next section.

12. Select images that convey emotion . Use evocative images strategically to control the pace, convey tone, and set expectations for your presentation. You can find some great examples of this in architectural TED talks, where images of large spaces, intriguing shapes, and innovative design give the talks a sense of grandeur and artistry.

13. Don’t “steal” simple graphs and charts . Graphs and charts are amazing, but if they’re branded or famously belong to someone else, they can be jarring to encounter. If the data is easy to recreate, do so in your own theme, fonts, color, and branding. This also allows you to leave off any data that isn’t applicable to your audience. Just make sure you give proper attribution.

14. Use a theme to tie your slides together . That does not mean use the exact same design for every slide. Make them similar and united in design but not the exact same.

15. Same = snooze . Vary your slides using things like image quotes, bullet points, and other layouts. Again, having slides with bullet point after bullet point puts your audience to sleep. In fact, Google execs are shunning bullets in their slide decks .

16. Use charts to display figures and data . Stats are impressive but showing numbers in relation to others in a visual way will make your point quicker than merely listing numbers.

17. Choose your color scheme carefully . If you’re working in PowerPoint, Microsoft has made it easy with preselected schemes of colors that work well together. If you’re unsatisfied with their options, you can add colors to the list. Be selective in how you use these colors. Even dandelions would  admit that yellow doesn’t make a good font color on a screen.

18. Add some video or audio , but also be prepared if it doesn’t work. Especially if it’s a critical part of the presentation, have a backup option. Test it thoroughly and at the event space.

19. Pan rather than resize large images . If you have a large image you want to include, don’t resize it to the point that it is unrecognizable. This is incredibly helpful when showing some of those long website homepages that are popular right now.

20. Don’t feel like you have to show the whole image all at once . More on this tip in the next section.

The Ultimate Secret Tool For Memorable Slide Presentations

One of the most engaging tactics you can use in slide design is ‘the tease’. Sometimes, in presentations, you want a big reveal or you only want to show part of an image until you’re ready to talk about it.

Now, if you don’t want people to see it, you could just not mention it, right? But that does nothing to build suspense. Allowing your audience to see just a little builds anticipation and keeps them on the edge of their seats. You can do this a few ways:

Add a timed fade-in or fly-in on Powerpoint. With a click your content appears or flies in. But… this technique looks a little dated.

Use technology that allows you to write the missing data, stat, or info directly on the screen as your audience watches.

Mask your hidden content by layering identical images and then adjusting the transparency of the bottom image.To do this, copy your slide.

The bottom image should be set to something less than 100. This is a preference as to how masked you want to make it. Do you want your audience to be able to see everything only slightly shaded or completely blurred out? Next, ensure the top image’s transparency is at 100%. At the end you will have created something that looks like a peep hole over the content you want everyone to focus on.

Sure, you can use a giant arrow or highlight to draw attention to the area of your content you want to highlight but it’s not the same as covering some of the content only to share it in a big reveal later.

The tease will keep people interested and has great social media appeal. This process will prepare them for a big reveal and tells them to get ready for something “share worthy.”

Putting It All Together In An Amazing Event Presentation

So now we’ve addressed the three main areas you need to think about in a top-notch event presentation:

And we’ve given you some expert event presentation design tips. Let’s put it all together and show you some of our favorite slide decks for event planners, and why each one is so effective:

Use Images that Enhance the Content

Okay, this first one isn’t a slide deck, but a single slide, because we wanted to show you something about design and a successful teaching technique: creating a pattern.

What we love:

As mentioned above, an image should enhance the message behind the slide.

In this slide content, the obvious choice for an image would be a cityscape. After all, the content is about cities becoming event playgrounds. However, we decided to emphasize the ‘play’ aspect, and went with an image that is whimsical but still ties into the idea of professionals at play – not children or spring breakers.

You want to give the same thought to the images you select. They should enhance your message yet remain slightly unexpected to hook the audience’s attention.

Inspiring Quotes for Event Planners

SpeakerHub created a fun slide deck if you love quotes. Even if you don’t, you’re bound to find some inspiration here.

This is the type of deck that you can go through again and again. The visuals are interesting, and the quotes are pertinent to the life of an event planner. It’s also a good example of simple, varied layout.

The Definitive Guide to Event Marketing

Marketo put together a solid resource on event marketing, including topics such as event technology and public relationships.

If you have a long slide deck, consider adding a table of contents (TOC). It’s not needed in the presentation but can really help when people are looking it over later. In this case, the slide collection is 122 slides. The TOC is a good call that makes navigating and using it as a reference much easier.

Successful Fundraising Events

Bloomerang shares study results of what makes the difference between a good fundraising event and a great one.

Have you ever heard the old adage about learning presentations, “Tell them what you’re going to tell them. Then tell them. Then tell them what you told them.”

The idea is that repetition is often the key to learning. This slide deck starts off with 3 key points listeners should come away with. It’s a simple reminder that activates their brains early on.

20 Signs Your Event Is From 1999

Indulge us as we share another one of our presentations, but this one is just plain fun – like driving a little red corvette, you might say.

This slide deck is all about connecting with the audience and invoking a feeling of nostalgia about the 90s. We use 90s colors and a pop culture reference to a famous Prince song. Pop culture references and time-period themes can be a great way to grab and hold audience attention.

Education Disruptors for Conferences

Jeff Hurt explains how to shake things up with your conference education sessions.

This one just sets a great tone from the very first slide.

This slide deck uses another pattern technique by reusing the same image throughout (the one of the pointed finger) whenever it asks a question that it is about to answer. Viewers know this introduces a new moment of learning and it conditions them to pay attention to the new concept.

21 Ways to Boost Your Event

Very cool presentation by Cyriel Kortleven. He is a top master of ceremony. The emphasis here is on boosting the engagement of your audience. Cyriel shares practical tips that everyone can use to improve the audience experience.

While this slide deck is best viewed offscreen (the layout is clean and easy to understand, but some of the font is too small from in the back row), his helpful tips earned him a spot here.

34 Essential Content Marketing Statistics to Guide You to Success in 2017

Maria Milenkova give us 34 excellent reasons/statistics of why content marketing is important.

Her stats are easy-to-read, tweetable, and have well-documented sources, and each slide is branded. If someone takes a picture and shares it with others, it can be traced back to Maria.

Secrets to an Award-Winning Marketing Strategy for Events

This event management ppt slideshare by Krista Hauritz matches great visuals with content for good retention.

It gives digestible bites of content so they can be absorbed easily by the audience.

20 Event Planning Fails Our Guests Hate

In this one, we created a pattern of putting a bold idea on a title slide, followed by a meatier explanation.

It conditions the audience to first hear the idea, then pay attention to receive more information about it. This “dramatic pause” between idea and deeper explanation improves retention because it allows for smaller concepts to be processed first and then elaborated on.

EXTRA EXCITING BONUS SLIDE DECKS FOR EVENT PLANNERS

If you’re feeling a bit overwhelmed, here are some more awesome resources we’ve put together to help you plan and deliver presentations, proposals, and corporate events.

This bundle includes the following:

Free Downloadable Event Presentation Templates

The event management presentation sample is a great standalone design that you can use as a template for creating something personalized to your audience.

Corporate Event Planning Checklists

For corporate event planners, this slide deck covers each step in a successful corporate event. It’s a behemoth of a slide deck (probably the most complete in the industry).

We know it is because we based it on our corporate event planning checklist. This corporate event planning slideshow will keep you on track every step of the way.

This collection of slides is more than just a regular sales ppt. It’s an event management company presentation ppt, an event planning process ppt, and an event marketing ppt.

And finally…

Creating Winning Event Proposals Checklist

For those of you looking for winning event proposals, this bundle includes a template in both powerpoint and keynote.

ABIDE BY THE LAW WHEN CHOOSING IMAGES

We mention using evocative images in presentations a lot, but an evocative picture is the easy part. Let’s take a moment to talk about copyright. For your images, you can’t just surf the web, find one, and add it to your presentation.

Wait. What?

Images are covered under several different types of copyrights, and if you don’t know which one you have, you could be in trouble with the owner of that image.

Royalty-free. This means the image is free and clear to use. There are no royalties or license fees to pay. Royalty-free images are often available across multiple sites. For instance, you may find the same image on Pixabay and UnSplash. Some sites will ask you to credit them. If they do, you can add a small credit line directly under the picture or at the end of your presentation.

Creative Commons License. This photographer or designer has made the image available to the world for free. But you should still check the publishing terms behind using it. Often, they ask for a credit or require the image to be used in a particular way (i.e. no edits).

Public-domain. If an image is over 70 years old, it may be available to use under the public-domain. However, these restrictions vary by country. In the US, most photos taken prior to 1923 are part of the public domain, but don’t assume old photos can be used free and clear.

Always check the permissions. There are many ‘historical’ and ‘memory’ projects you can tap into, particularly if you’re looking for a particular time period, event, or place.

Now that we’ve gone over the types of licenses you should look for, let’s touch on a few phrases you may encounter:

Attribution. This is the credit you give to the photographer or artist. When someone gives you use of their photo, they may ask for a specific attribution. They may even ask for a link. If you want to use the image, you need to give credit in the way they ask.

Commercial Use. Some visual artists do not want their images to be used for commercial use. If they say the image is available for commercial use, you can use it to make money. If they tell you for non-commercial use only, you may only use it in ways that you would not derive money from it directly.

Some will stipulate non-commercial, non-editing, which means you can’t edit the image either. No changes may be made to it when using. This can include altering the colors to align with your theme.

DON’T KILL YOUR EVENT PRESENTATIONS WITH BULLETS

Recently, presenters at Google have made a switch: no more bullets.

Bullet points turn visual draws for the audience into speaker cue cards.

Google CEO Sundar Pichai announced at the 2017 developer’s conference that ”…stories are best told with pictures. Bullet points and text-heavy slides are increasingly avoided at Google.”

SUNDAR PICHAI

So what are they doing instead? If bullets are bad, what do Google execs suggest?

Lots of white space. It provides for a dramatic backdrop and makes things easier to read.

Bite-sized concepts or phrases are easier to digest and make a larger impression than long paragraphs. Don’t lose your audience in the words.

Evocative images. A photo conveys emotion in a much stronger more memorable way than words.

Animation or video. These options have all the engagement hype of images, but they entertain as well.

Less than average. The average person uses 40 words per slide. (This point is only 16.)

Bullets Require Multitasking

Bullets require multitasking (reading slides and listening to the presenter).

And guess what? Turns out, we’re not that good at that.

On the other hand, if you use slides as the emotional cues behind your presentation, your slides won’t be competing for attention with your speaker. The images will set the stage for the emotion you’re trying to evoke, and the bite-sized bits will give the general idea behind each concept.

Once the attendee grasps those, they are free to listen to what the speaker has to say. Their brains won’t need to choose between reading or listening.

Boost Retention (And More) With Images

In addition to giving our brains a break, it turns out images have a second benefit in presentations. They improve retention.

“If someone hears a piece of information, three days later they’ll remember 10% of it. However, if there was an accompanying picture, they’ll recall 65%.”

JOHN MEDINA

Brain Rules

Cognitive psychologists have tested recall after presentations that put lots of info on each slide and those that put only key takeaways.

Viewers who saw slides with fewer words recalled more than twice as many key points as those who were given more text.

Those are big retention differences.

But that’s not all…

According to research from 3M (the Post-it Note people) visuals process 60,000 times faster than text. Finally, according to the Social Science Network, 65% of people are visual learners. So giving them something to look at will improve what they get from your presentation.

Move Your Presenters Away From Bullets

We mentioned earlier what Google was pushing instead of bullets, but how can you help your speakers make the transition? Here are a few quick tips:

Give each point a slide. They deserve it. Bullets denote major points, right? Why not give them each their own slide? Yes, that means more slides but it also means more visual interest and faster slide changes, which will keep the audience involved with their eyes on your screen.

Kill your darlings. Writers will tell you the hardest part of editing is removing your favorite pieces (“killing your darlings”), but if they’re not absolutely necessary, get rid of them. They’re just taking up space and detracting from your message.

Be unique. Bullet points are so boring. Everyone does them. And let’s face it, they’re easy. Who doesn’t love their entire presentation scripted for them so they can just read it right off the screen?

The audience, that’s who! Instead, try minimal words that engage the minds of your audience.

Find a TED talk in your industry. If you watch TED talks, you’ll notice there’s no reading off of Powerpoint cue cards. It’s all about the stage presence. Share a favorite talk with presenters so they understand what you’re looking for.

Remind them bullets don’t build rapport. If someone makes you laugh or feel at ease, you respond favorably to them. This can’t be done with a fat, floating period. If your presenters want to connect with the audience, a lot of words on screen isn’t the way to do it.

Use slides as jumping off points. Encourage your speakers to use commanding visuals on their slides as jumping off points for conversation.

Help presenters be the best they can be. Offer templates. Be open to discuss design with them, or put them in touch with someone who can help. Remember, your presenters may be subject matter experts, but they may need a little help when it comes to the features of Powerpoint or the aspects of design. They may have a creative idea but are afraid to try the tech behind it.

IN CONCLUSION

There’s a lot that goes into a good event presentation and we’ve given you plenty to think about and some handy templates and examples to start you off.

Now onto you:

• Do you have a tip to make this page better? Send an email to [email protected] .
• Do you have more tips and advice to add about creating awesome presentations? Comment below.
• Do you have a colleague who may benefit from reading this page? Share it with them.

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Event Sponsorship Proposal

It seems that you like this template, event sponsorship proposal presentation, free google slides theme, powerpoint template, and canva presentation template.

Could you imagine the logo and the brand of your company appearing everywhere in an event with thousands of people? This template, designed for project proposals, can be the first step to making that a reality. The design of the layouts resemble a mosaic, so you can combine different colors and inspire your audience certain emotions. There are some photos and, most importantly, lots of WordArt text. Try this feature in Google Slides to power up your message!

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• 100% editable and easy to modify
• 29 different slides to impress your audience
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• Includes 500+ icons and Flaticon’s extension for customizing your slides
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• 16:9 widescreen format suitable for all types of screens
• Includes information about fonts, colors, and credits of the free resources used

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Top 25 Event Management Proposal Templates (Including One Pagers and Full Templates) for Professionals

Malvika Varma

Businesses need to adjust their sails to stay afloat in the dynamic corporate ambiance. A business event is a crucial component of an effective marketing strategy.  Be it an institutional or a brand promotion event, the purpose of an event is to make business connections and showcase dominance in the receptive niche. They are an excellent opportunity to network and attract new clients. Effective event management helps in cutting through the jaw crushing competition and helps in emerging as a leader. 

Event management helps in creating brand awareness, generates leads, and hence promotes increasing sales. Hiring an efficient event management company provides tons of advantages to clients like increasing customer trust and establishing brand authority. Hence, event management is of great importance for business exposure. 

Running an event and managing every micro detail is cumbersome, and equally demanding is creating proposals for your clients. SlideTeam professionals have designed these content ready Top 25 Event Management Proposal templates (Including One-Pagers and Full Templates). Using our pre-designed event management proposal templates, your marketing enterprise can showcase the services you offer and impress your clients in no time.

Scroll below to download these stunning event management proposals complete deck for outshining the rest.

Top 25 Event Management Proposal Templates to Download

Give an overview of your event planning company by incorporating our attention-grabbing event management proposal template. As this complete deck is editable, you can modify the content as per business requirements. You can describe your company and the event by employing our professionally designed event management proposal template to give a clear idea of what you offer. You can also illustrate the event flow and mention sponsorship opportunities effectively with this management event proposal template.

Brand events are a crucial activity for the promotion of the company. It reflects the various aspects of the institution and builds confidence with the customers. Download this pre-built event marketing proposal template to describe the marketing approach and brand event process mapping. You can showcase the event management timeline with this content-ready event marketing proposal template.

College events are all about fun, laughter, and lots of memories to take away. Download this eye-catching event management proposal template to elucidate the complete event plan. You can also mention the various sports activities with the help of our content-ready event management proposal template.

Highlight the event goals and objectives, target audience, and event flow by incorporating this ready-made event management proposal template. You can also illustrate the sponsorship opportunities by employing this attractive template.

Describe the sport event details and the services your enterprise offers using our striking event management proposal template. You can showcase client testimonials to gain confidence in your customers.

Highlight the wedding event timeline and event services in an elaborated manner with the help of this striking event management proposal template. Services such as wedding cards, photography, concierge service can be explained in detail using this attention-grabbing event management proposal template.

Service insights for a successful corporate event filming can be discussed using this pre-designed event management proposal template. Describe the timeframe and activities to influence the clients using this stunning complete deck. 

Showcase a few sample photographs using this content- ready business event photography proposal. Showcase the valuable feedback of your customers by incorporating our beautiful event management proposal template. 

Event management requires a lot of planning, and this can be explained in an elaborated way using our attention-grabbing event management proposal template. Describe the various services your company offers by incorporating this attention-grabbing event management proposal template. 

Template 10

Event planning and execution require experience and expertise, which can be very well communicated by introducing this content-ready event planning proposal template. With the help of this customizable template, you can edit the details easily.

Template 11

Event photography is crucial as it is used for various promotional activities. Describe the services your brand offers using this stunning event management proposal template. 

Template 12

Transportation proposal of an event is beneficial for describing the conveyance cost plans and the services they offer. The packages can also be elucidated using this professionally designed event transportation proposal. 

Template 13

Highlight the features of your event marketing features using this editable event management proposal template. Showcase the past events and various awards your company has accomplished using our pre-designed fashion event proposal template. 

Template 14

Reflect how your Wedding planning services help in creating a  seamlessly beautiful event with your event management proposal template. Describe the services you offer in detail with the help of this content-ready wedding planning proposal template. 

Template 15

Showcase your past projects and bring out the key features of your event planning company using this amazing event management proposal template. Describe the timeline of the event proposed using this editable template.

Template 16

Download Fundraising Event One Pager Template 

Attract the attention of the sponsors and investors using this visually appealing event management proposal one-pager. Describe the event details, contact information, and other relevant details using our pre-designed event management proposal one-page template.

Template 17

Conference Sponsorship Event One Pager Template

Using this fully customizable event management one-page proposal, you can give an overview of your event in the most convincing manner. Download this content-ready proposal one-page template and increase your clientele.

Template 18

Download Event Planner One Pager Template 

Elucidate the event panning services and other relevant details with the help of our eye-catching event management proposal template. Describe the scope and objectives of your event management team by introducing this pre-built proposal template.

Template 19

Download Business Conference Event One Pager Template

Business conferences are crucial for brand image. Incorporate this stunning event management proposal template to describe the schedule and details such as the name of a guest speaker in a concise manner by employing this one-page template.

Template 20

Hotel event proposal comprises 22 professionally designed templates that cover all the relevant topics. Describe the services your offer to your customers and influence them using this striking event management proposal template.

Template 21

Corporate events are a must for creating a brand image. Download this content-ready event management proposal template to describe the services your event management team offers. Showcase the past projects and the various recognitions you have received convincingly using this template.

Template 22

Corporate events are a precious time for building a bond with other colleagues. Our event management proposal template comprising 34 content-ready slides is a must for describing all the services you provide to your customers. As it is editable, you can modify the content as per your requirements.

Template 23

Download this event management proposal template to highlight the enterprise’s features and prove your worth in front of the client. Using this visually appealing template, you can win clients in no time. 

Template 24

Elaborate the various details of your sponsors and the packages they offer by incorporating this attention-grabbing event management proposal template. You can mention client testimonials to prove your expertise using this editable template.

Template 25

Elaborate on the outstanding services your event management company offers using this content-ready event management proposal template.

Bring all the spotlight on your enterprise’s superb event management services by downloading these Top 25 Event Management Proposal templates (Including One-Pagers and Full Templates).

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Hub > Blog > Uncategorized > Secret to a Winning Event Proposal: Best Practices, Templates, and Tips from Experts

Secret to a Winning Event Proposal: Best Practices, Templates, and Tips from Experts

(10 min read)

All events, big and small, start the same way — with a proposal. Stick with us, and we’ll share an irresistible event proposal template that’ll win over stakeholders and kickstart your success.

Events need buy-in. They’re expensive, public, and cross-functional. They need a lot of yeses from stakeholders across your (or another) organization. Thus, to win your stakeholders, you need a solid event proposal template.

Think of your event proposal as your pitch to those stakeholders.

Ace your pitch, and people will rally behind your vision, lending budget, authority, and approval. Get it wrong, however, and… well, best not to think about that.

In this blog, we’ll walk you through winning event proposal templates. We’ll reveal how to write a winning proposal and even give you a sure-fire event proposal template to steal.

Here’s what we’ll cover in this event planning proposal template:

What is an event proposal?

How to write an event proposal template.

• Event proposal best practices
• Sample event proposal template
• Download our event planning proposal template

Let’s get started!

A good event proposal is like a blueprint for your event. It’s a document covering everything from why you’re hosting the event, who you’re inviting, how much you plan to spend, and what you hope it’ll achieve.

#1 Interview your stakeholders

Successful events start with great research. So, begin by interviewing your stakeholders — the people you’re running the event on behalf of. Your goal is to uncover their challenges, aspirations, event goals and objectives . Once you know what makes them tick, you can design a personalized event proposal.

#2 Identify and research your target audience

Once you know what your stakeholders want, now it’s onto your attendees. (AKA the most important people.) Audience research can make a huge difference, revealing what attendees want from an upcoming event and what they don’t.

Here are some simple tactics to get you started:

• Attendee surveys : If your stakeholders have run previous events, check out post-event surveys to learn what worked well and what you need to improve.
• Focus groups : Recruit a handful of potential attendees and use them to validate ideas, brainstorm session topics, and gut-check your plans.
• Empathy interviews : Run in-depth one-to-one interviews with attendees. Use empathy interviews to push beyond basic survey questions and explore deep-seated challenges, goals, and frustrations.

#3 Include a brief description of your team and sell your expertise

It’s true what they say: people buy from people. Show off your team in your event proposal, their experience, and any unique selling propositions (USPs). Showcase your team’s mettle and make them believe in your abilities as an event planner.

At a minimum, try and cover your:

• Company mission statement
• Team members and experience
• Relevant certifications, licensing, and insurance
• Successful past events
• References and testimonials

#4 Pitch the event

As an event planner, you usually only get one opportunity to pitch an event, so your presentation has to be clear, concise, and convincing. Approach your presentation methodically, breaking the event description down into short sections:

• Recap the need : Why does this event deserve to go ahead? Pull everything back to your attendees and what they want from an event.
• Define your objectives : Get specific about what you hope to achieve. Is it pipeline and revenue? Press coverage? Customer engagement?
• Outline your event concept : Sell your vision. Describe the event, sessions, and experience. Make it immersive and help stakeholders feel like they’re already there. 
• Explain the logistics : Prove you have the operational chops to pull off your event by summarizing the behind-the-scenes logistics.

#5 Include an event promotion plan in your event proposals

“If you build it, they will come” is not a viable marketing strategy. As an event planner, you need to show Stakeholders how you’ll generate interest. Give a brief event description of your event promotion plan and, where possible, use data from past events to back up costs and impact.

#6 Discuss budget and cost breakdown

A credible team and inspiring pitch will get you so far… but if the dollars and cents don’t make sense, that’s where your journey ends. Keep your client’s budget in mind, and then build a template accordihly. Then offer event stakeholders a breakdown of your budget. You don’t need to go into a ton of detail, but walk them through your  event planning  process and different spending categories like technology, sponsorship, and speakers.

PS, don’t forget to consider your service fees while proposing a budget.

#7 Share (tentative) sponsorship opportunities

No one is expecting you to have secured sponsors before you’ve got the green light. However, great event planners are always thinking ahead. Including an event sponsorship template in your proposal will help your potential client see your pitch as a viable investment.

#8 Forecast the impact and post-event outcomes

Your event’s a vanity project if you’re not moving the needle for your potential client. And vanity projects get cut like dead wood. Use past data to forecast the event’s impact. Check out our blog on calculating return on events for more information on demonstrating impact.

#9 Showcase your previous work

Roll out some of your previous wins to show you can walk the walk. Including some client testimonials will also strengthen your pitch. Don’t automatically go for your biggest events, though. Find comparables — events of the same size, focus, and feel as the one you’re pitching.

You want your stakeholders to look at your previous work and think, “That looks like me. I could have that success, too!” Put yourself in the client’s shoes, and think what could strike an emotional connection between your pitch and your prospective clients. So, ensure your event proposal showcases some winning moments from your previous events.

#10 Set next steps and make signing easy

A ton of otherwise great event proposals peter out towards the end. But not yours. Master the art of building a professional proposal. And at the end of your proposal, build on your momentum, summarize your pitch, and define the next steps. For complex events, that could be a follow-up meeting. And for simpler events, you could even integrate an e-signature form right in the document.

5 event proposal best practices

#1 harness the power of storytelling.

Facts tell, but stories sell. Use storytelling to entice your stakeholders, stir their emotions, and generate excitement.

Use stories to provide context to your potential clients throughout your proposal. For example, feature a short customer story instead of just saying that an event will increase product adoption. Show how adopting a new feature impacted their business and helped them work faster.

#2 Bring everything back to your goals

We’re living through dicey economic times. Leaders are cutting underperforming programs and slashing budgets.

Thus, every single thing in your proposal should be there for a reason your prospective client’s expectations — to help them achieve those goals and make their event a success. You should be able to explain why each element’s necessary and how it’s going to help you get closer to your goals.

If something doesn’t serve a purpose, cut it like a bad habit. You don’t want any dead weight dragging you down.

#3 Be transparent about budgets

When you’re completing your event proposal template, be upfront, realistic, and transparent about your budget for the client’s event. Don’t try to hide anything or fudge the numbers because that’s going to lead to trouble down the road.

#4 Don’t skimp on design

They say you shouldn’t judge a book by its cover… but we all do. A text-heavy presentation will put people to sleep. On the other hand, an aesthetically pleasing event proposal? That attracts attention and engagement. So keep your it short and to-the-point for an effective event proposal.

#5 Emphasize your uniqueness

As once-trusty channels begin to falter, marketers are turning to events. The problem is, increased adoption means the market’s getting congested. There are more webinars, conferences, and tradeshows than ever before.

If you want to stand out, you need to do something unusual. Start selling your USPs — your unique perspectives, skill sets, visions, and experiences — in your event proposal templates.

Sample event proposal templates

We’ve reviewed dozens of corporate event proposal templates — some good, some bad, and some great. We’ve selected the only the best event proposals to create the most effective event proposal template for event planners and marketers like you.

So let’s start making your perfect event proposal template.

Read on for a pre-filled example of event proposals from the fictional events management company — Catalyst Events.

At Catalyst Events, we ignite transformation through immersive event experiences, sparking connections and unlocking the potential to drive lasting impact and growth for individuals, organizations, and communities.

Why choose us

Our services

Event overview

Event outcomes

Event plan and roadmap

Event promotion

Proposed run of show (RoS)

Proposed budget

Estimated ticket revenue

Download our business event proposal template

Events are significant investments so it’s right that company leaders maintain a high bar, rejecting underdeveloped ideas and selecting only the best proposals. After reading this blog, you should be ready to put together some world-beating event proposals.

You’ve learned how to:

• Interview stakeholders and research your audience
• Pitch your team and the event
• Plan your promotion strategy and discuss budgets
• Forecast event impact and identify sponsorship opportunities
• Showcase comparable work and define next steps

If you’re ready to start work on your next proposal, grab your free event proposal templates and get started today.

Frequently asked questions

No, you don’t necessarily require customized event proposals to engage your potential clients. However, there can be instances where your potential or prospective clients might be interested in being a part of your event as a sponsor or as an exhibitor.

Since prospective clients may already be inclined to support or sponsor the event, it’s crucial to tailor the proposal to demonstrate a deep understanding of their preferences and the potential benefits of partnering with your event. This highlights how the event aligns with their goals and improves your likelihood of securing an ideal sponsorship deal.

Event proposals can be optimized for effective lead generation strategies by:

• Clearly outlining the unique value proposition of the event, which attracts potential leads 
• Incorporating compelling visuals and testimonials in event proposals helps to build credibility within the target audience
• Having clear calls-to-action prompts recipients to take the next steps, such as scheduling a consultation or requesting more information

Event planners can include visual elements such as graphics, images, and videos to captivate the reader’s attention and engage potential clients more effectively. Including case studies and client testimonials within the proposal helps build trust and credibility. These real-life examples highlight the positive outcomes achieved for previous clients, emphasizing the value proposition of the proposed event.

Yes, event proposals can be utilized for event marketing purposes by:

• Highlighting key benefits and unique selling points of the event to attract attendees
• Sharing the proposal content across various marketing channels, such as social media
• Using compelling visuals and persuasive language to generate excitement among target audiences

The next steps after sending out the event proposals typically include:

• Following up with the recipients to answer any questions and address any concerns they may have
• Scheduling a meeting or consultation to discuss the proposal in more detail and negotiate terms
• Continuing to nurture the relationship with the prospective client through regular communication and event updates
• Providing additional event information or resources as needed

Yes, event proposal templates for corporate events vary depending on the event format. Customization of content and structure is essential to accommodate the different event formats, such as virtual, hybrid, or in-person events.

Download Event Proposal Template

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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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Home Blog Business Event Planning Made Simple: A Guide on Event Planning Templates + Examples

Event Planning Made Simple: A Guide on Event Planning Templates + Examples

According to Allied Market Research , the events industry is projected to reach a staggering $1,552.9 billion by 2028. As the industry continues to thrive, event planners face the challenge of delivering memorable experiences while efficiently managing various aspects of the planning process. 

Whether you organize a corporate conference, a manufacturing tradeshow, or a leadership seminar, the key to success lies in effective event planning. And one tool that has proven invaluable in achieving this success is event plan templates.

In this guide, we delve into the world of event planning while exploring the vital role that event plan templates play in supporting and streamlining the planning process. 

Regardless of the nature or scale of your event, incorporating these templates into your workflow can enhance your productivity, ensure consistency, and mitigate potential risks.

Table of Contents

Types of Business Events

Purpose, goal, and objectives, timeline and processes, the event planning team, budget + logistics planning, branding, marketing, and promotion.

• Sponsorship Opportunities

Event Program and Agenda

Evaluation and feedback, what are event planning templates, case study: business conference event plan, design and plan successful events every time, what is event planning .

Event planning is the process of conceptualizing and designing an event. The practice consists of coordinating all the details for an event of any type; meetings, conventions, trade shows, ceremonies, etc.

Event planning is part of event management and focuses on all pre-event stages, including strategy, concept development, and detailed planning. In contrast, event management itself deals primarily with the execution and operational aspect during the event itself.

The primary output of an event planning process is an event plan that will guide the event management team to prepare and coordinate a successful event. Sometimes, the first output is an event plan proposal that needs approval before becoming a complete event plan. 

The case study at the end of this article is an event plan proposal.

Business events are either internal for the company’s employees and stakeholders or external and aimed at other businesses or potential clients.

Here are some of the most common types of business events.

Business Conferences

Conferences bring together professionals to exchange knowledge and discuss a particular subject in panel discussions and workshops.

Trade Shows

Trade shows allow companies to showcase products or services to a targeted audience in specialized booths. 

Seminars are educational events focused on specific topics or industries through expert presentations and interactive discussions.

Product Launches

Product launches are events introducing new products or services to the market, creating buzz, and generating media coverage.

Team-Building Activities

Team-building events strengthen bonds and enhance employee collaboration with games and problem-solving challenges.

Networking Events

Networking events provide a platform for professionals to connect, build relationships, and expand their professional network.

Award Ceremonies

Award ceremonies recognize and celebrate the excellence of individuals or teams in various fields by acknowledging outstanding achievements.

Charity Functions

A charity function primarily aims to raise funds, create awareness, and support charitable causes by gathering donations.

What Constitutes Event Planning?

Event planning involves a comprehensive approach that starts with defining an event purpose and culminates in an event plan proposal or event plan. 

Along every step of the event planning process, event planners use PowerPoint templates to help the team stay on track and plan effectively.

An event’s purpose is the overarching reason why the event will take place. The goal fulfills the purpose, and the objectives achieve the goal.

To determine the event purpose, answer the 5W1H; Who, What, When, Where, Why, and How. Define a SMART event goal using the SMART framework , and write the objectives precisely as they will fulfill the event goal. 

Here are two templates to help you:

You’ll see how all three (purpose, goal, and objectives) work together in the case study at the end of this article.

Answering the 5W1H also helps identify the target audience for the event. Use a persona analysis template to define how to conceptualize the event in a way that will positively impact them.

The event planning process needs transparent processes to keep everything on track. These processes all have templates you can use:

• A roadmap to define key milestones and deadlines. 
• A work breakdown structure to outline all the tasks and action items.
• A communication plan for transparent communication processes between team members or the team and the client.
• Schedules and agendas to organize all event planning meetings.

Here are two Event Planning PPT templates to help you:

All events need a team to cover all planning tasks effectively. Depending on the event’s magnitude, some roles listed below will require a subteam.

• An Event Director with ultimate decision power.
• An Event Coordinator is responsible for day-to-day admin work.
• A Financial Coordinator in charge of the budget and allocation of monetary resources.
• A Marketing/Communications Director in charge of marketing campaigns.
• A Technical Director to oversee all audio, video, and media tasks.
• A Creative Director oversees all visual aspects like a website, invitations, signage, and more.

Budget and logistics in event planning consist of minute details that must be tracked, confirmed, and completed. Typically, budget and logistics are managed with spreadsheet and checklist templates.

Budget planning includes the following analyses:

• A budget forecast with a projection of fixed and variable costs. Fixed costs are the ones that won’t change, and variable costs will go up or down depending on the circumstances. 
• The expenses sheet includes food & beverage, team, staff, decor, travel, marketing, venue rental, streaming flatforms, tech, etc.
• Revenue sources sheet including advertising revenues, concession, booth rental fees, registration, and sponsorship.
• A contingency fund in case of unforeseen circumstances.

Logistics planning includes:

• Finding a venue.
• Hiring vendors.
• Negotiatinsterms and signing contracts.
• Defining speaker availability.
• Organizing flights, transport, and accommodation.
• Receiving booth applications.
• Minding health & safety protocols

Internal and external events have different branding, marketing, and promotion requirements. It all depends on the event’s purpose and magnitude.

Event branding uses company brand guidelines to direct all visual communication and assets for the event. These include simple elements like the logo, colors, and fonts to what style of imagery to use or what type of messaging is incorporated. Typically, event branding is used for both internal and external business events.

Event marketing and promotion are generally used for external events that sell tickets, sponsorship opportunities, and other marketable event aspects. But occasionally, an internal event will use promotion techniques to remind employees about the event weeks or days beforehand.

Some events offer sponsorship opportunities for businesses to provide funds in exchange for something valuable that will benefit both the sponsor and the event attendees. 

These are the most common types of event sponsorship:

• Financial: Purely monetary help offered as a deposit to the event planning committee or payment of one of the event logistic necessities; food, wifi, venue.
• In-Kind: The sponsor offers their services or products for free.
• Media: Promotional help about the event on different media outlets; social media, television, radio, etc.
• Promotional: Influencers, bloggers, writers, and others promoting the event on communication channels.
• Packages: Businesses pay a set amount for several brand highlight opportunities in the event; a logo in the poster, a banner in the venue, a speaking slot, etc.

The event program and agenda detail all the activities during the event. Your event program can be designed as a schedule with detailed times, presenter or facilitator details, or more creative compositions that inspire attendees throughout the day.

The evaluation and feedback process after an event is critical to give you insights into what worked and what didn’t. You can send attendees forms or surveys after the event or ask attendees to leave feedback while at the event.

Regarding event performance indicators, more than 80% of event planners consider attendee satisfaction and engagement an important KPI.

Event planning templates are predesigned resources that serve as frameworks for organizing an event. There isn’t just one event planning event template but a collection of them, each with its own purpose. 

Industry-standard templates will save you and your team tons of time and significantly reduce the possibility of forgetting or skipping essential details.

In the section above, we suggested some templates that aren’t precisely event related but can help in the process nonetheless.

Event Planning Checklist Template

The event planning checklist template is where the event planner tracks all the necessary actions toward planning a successful event. These templates consist of a list that applies to all event types, plus other detailed activities that different events might need. You can add or remove what you need concerning your circumstance.

Event Planning Timeline Templates

Planning an event takes time; you need an event planning timeline template to use that time effectively. Show the team what’s expected at every milestone and when tasks and actions must be done.

Event planning timeline templates can be roadmaps, schedules, or Gantt charts . It all depends on your planning style.

Event Plan Presentation Template

An event plan presentation template is a slide deck on which the event planner shares critical information about an event concept, event plan, budget, logistics, and more with an audience of investors, decision-makers, or sponsors.

Event Plan Proposal Presentation Template

Much like an event plan presentation, an event plan proposal highlights all the same concepts but as a proposal. This slide deck template pitches the event to the decision-makers who will say yes or no to the event going ahead.

This template will help with both an event plan and the event plan proposal:

Event Budget Templates

With an event budget template, you can forecast costs efficiently, always keeping track of fixed and variable costs and managing a contingency fund. These templates look like spreadsheets or tables that make it easy to see costs per item and the difference between the projected amount and the final cost.

Event Venue and Vendor Templates

Event venue and vendor templates cover all key elements, actions, and information about the event venue (the location) and the vendors hired to supply their services.

Event Registration Template

Some events, especially public ones, must be registered with local officials. Sometimes, the authorities will supply an event registration template for you to fill in, but occasionally you’ll have to create your own. An event registration template includes all key data about your event, like who is organizing it, how many people will attend, and who will clean up.

Attendee Registration Templates

Attendee registration differs per event type. Paid in-person events involve attendance fees and costs, free events might only need a signup list, and online events use digital forms for attendees to reserve a spot in the virtual meeting room.

Event Speaker Checklist

An event speaker checklist can be internal for the event planning team or created specially for the speaker.

Internal event speaker checklists track all critical information like travel details and unique requirements. Use a list per speaker to ensure everything runs smoothly for them.

Checklists for the speaker ensure that they know what to expect and come prepared for their presentation.

Event Tech Checklist

All events involve tech of some sort, and to ensure everything is ready and working, you need an event tech checklist. Your specifics will differ according to what type of event you’re planning, but the idea is to keep track of all tech necessities on time for your event to succeed.

Event Agenda Template

Event agendas in your event plan match the overall presentation design, but the event agendas you give attendees are another story altogether. The agenda slide template for your plan or plan proposal covers what will happen during the event. The audience for that template is your team, decision-makers, sponsors, or partners. 

The agenda template for your attendees is different. These agenda templates are eye-catching, inspiring, and worth taking home. Add your event brand assets along with your content to finish the design.

Event Sponsorship Templates

Event sponsorship templates will help your event planning team create a proposal that matches your event needs and style. You can use a simple proposal template that includes sections where you can specify the type of sponsorship per sponsor.

Another type of sponsorship template includes sponsorship packages with different price tags that contain lists of detailed items or opportunities included in each package.

Event Feedback and Evaluation Templates

Event feedback and evaluation templates can be both internal and external. You can poll your event planning team and ask attendees for their feedback. Likewise, you can ask speakers, vendors, sponsors, and partners how they felt about the event.

StellarCorp, a multinational manufacturing company with offices in three major cities, wishes to organize a leadership summit. Their in-house event management team has prepared an event plan proposal for StellarCorp CEOs to approve.

Discover the event plan proposal presentation that sealed the deal. 

Cover: Key Event Details

The cover is a welcome mat to the presentation and highlights the event name and key details. 

StellarCorp Leadership Summit

Potential dates: June 12-15 or October 10-14, 2024

Location: New York 

Attendees: Senior managers from New York, Los Angeles, and Miami offices. From HR, marketing, sales, and innovation departments.

Interested presenters and key speakers: Corporate leadership guru Kristine M. and Communication specialist Jack S.

Introduction: Purpose, Goal, and Objectives

The presentation’s first slide highlights the event concept, purpose, goal, and objectives.

By sharing a clear hierarchy of purpose>goal>objectives in a pyramid design, the event planning team sets the stage for the rest of the presentation.

This leadership retreat aims to empower senior managers with the professional skills, insights, and necessary relationship-building techniques to lead effectively and positively in a dynamic business environment.

The goal of the leadership retreat is to strengthen and inspire efficient and positive leadership in senior management through interpersonal communication, strategic thinking, and the right skills to drive organizational success.

3 Objectives:

• To enhance leadership skills through interactive workshops and coaching sessions focusing on refining leadership capabilities, decision-making, and innovation.
• To foster strategic thinking through facilitated discussions where attendees will develop a shared strategic vision and craft actionable goals to learn how to navigate challenges and leverage opportunities.
• To strengthen interpersonal communication by conducting networking activities and team-building exercises to cultivate trust, communication, and collaboration.

Event Plan Schedule with Milestones

The following section in the event plan proposal is the event plan schedule highlighting key milestones. Showing this information to CEOs will give them an idea of how long the planning stage will take and if it’s feasible and aligned with their organizational goals.

Since the team has already done much of the work to create a plan proposal, the timeline starts with the CEOs signing off and covers the next two months of the planning activities.org chart.

• Conduct a kickoff meeting with the event planning team to review the Leadership Summit’s purpose, objectives, and goals.
• Review the budget projection and financial plan.
• Confirm the target audience and expected number of attendees.
• Research and select suitable venues in each of the three major cities.
• Delegate venue negotiations and contract signing tasks to team members.
• Review and approve the selected venues.
• Develop a comprehensive agenda and program for the Leadership Summit.
• Identify and invite keynote speakers and workshop facilitators.
• Create a registration system and launch the website or registration platform.
• Initiate promotional activities to generate awareness about the event with senior management.
• Review and approve the design and distribution of formal invitations.
• Confirm speaker availability and finalize their session topics.
• Arrange audiovisual equipment, staging, and decor based on the venue requirements.
• Coordinate with catering services to plan meals and refreshments during the event.
• Design and produce event materials, badges, signage, and handouts.
• Develop a communication plan.
• Organize transportation arrangements for attendees, if needed.
• Finalize logistics, including room setups, seating arrangements, and technical requirements.
• Coordinate with vendors for additional services, such as event security or photography.
• Conduct a comprehensive team run-through of the event schedule and logistics.
• Conduct a final review of all event materials and attendee lists.
• Prepare an event-day checklist and distribute it among the planning team.
• Handoff to the event management team for on-event activities.

The next slide is all about presenting the event planning team. Team members and their roles are displayed using a hierarchical organizational chart, with the event director at the top and the other directors and coordinators on the second level. Team members for each section go below their leader’s column.

• Event Director (top of the org chart)
• Event Coordinator (second level)
• Financial Coordinator (second level)
• Marketing/Communications Director (second level)
• Technical Director (second level)
• Creative Director (second level)

Logistics Overview

Across one or two slides, the team shares a logistics overview, including all the event’s top-level details. All items are listed in a table separated into horizontal sections that cover details for the venue, f&b (food and beverages), and tech requirements.

Venue: NY Hotel Chain Conference Room

Attendee Registration: Online

Seating arrangements for seminars: audience

Seating arrangements for workshops: table groups

Parking facilities: Superpark

Accessibility: AccesNY

Accommodation: NY Hotel

Transportation: Uber

Tech: eventtech NY

Catering and Refreshments: Cater NY

• Allergies and dietary restrictions forms

Event materials and signage: NY design

Health and Safety measures: EventSafe

Budget Projection and Forecast

Next is the budget breakdown, with which the team shares a budget forecast and projection for all event costs. The budget table or sheets show prices for all the details, referencing whether the cost is fixed or variable. It also includes a contingency plan and a final estimated budget.

• Rental fees for event spaces: $10,000
• Additional charges for breakout rooms or meeting rooms: $3,000
• AV equipment rental and setup costs: $5,000
• Hotel accommodations for attendees and speakers: $15,000
• Group rates or negotiated prices: $2,000
• Transportation services, including airport transfers and shuttles: $4,000
• AV equipment rental, such as projectors, screens, and sound systems: $8,000
• Technical support and on-site technicians: $3,000
• Internet and wifi services: $2,000
• Food and beverage catering for meals, snacks, and refreshments: $20,000
• Special dietary requirements or customized menu options: $3,000
• Coffee breaks and beverage stations: $2,000
• Online registration platform or software: $2,000
• Ticketing services and payment processing fees: $1,000
• Badge printing and lanyards: $1,500
• Printing and production of event materials (badges, programs, handouts): $3,000
• Signage and banners for venue branding and directional guidance: $2,000
• Promotional items or giveaways: $2,500
• Promotional campaigns: $5,000
• Design and production of promotional materials: $3,000
• Sanitization stations and supplies: $1,500
• Health and safety signage and communication materials: $1,000
• Insurance coverage for the event: $1,500
• Permits and licenses: $1,000
• Staff and volunteer expenses: $2,500
• Allocate a portion (10%) of the total budget for unexpected expenses or changes: $10,000
• Total Estimated Budget: $115,500

The Event Program

The final slide in the event plan proposal is a draft of the event program. As of the day of the proposal, the team brings a short list of topics chosen with the HR team:

• “Leadership in the Digital Age”
• “Building High-Performing Teams”
• “Effective Communication Strategies for Leaders”
• “Innovation and Disruptive Leadership”
• “Leadership in Crisis Management”
• “Developing Emotional Intelligence for Leaders”
• “Leading with Purpose and Authenticity”
• “The Future of Leadership: Trends and Insights”
• “Driving Innovation and Change in Organizations”
• “Strategic Leadership for Business Growth”

Event Program for Stellar Corp Leadership Summit:

Morning Session:

– 8:00 AM – 9:00 AM: Registration and Welcome Refreshments

– 9:00 AM – 9:30 AM: Opening Ceremony and Welcome Address by CEO

– 9:30 AM – 10:30 AM: Keynote Speaker 1

– 10:30 AM – 11:00 AM: Networking Break

Mid-Morning Session:

– 11:00 AM – 12:00 PM: Panel Discussion

– 12:00 PM – 1:30 PM: Lunch Break

Afternoon Session:

– 1:30 PM – 2:30 PM: Interactive Workshop

– 2:30 PM – 3:30 PM: Keynote Speaker 2

– 3:30 PM – 4:00 PM: Networking Break

Late Afternoon Session:

– 4:00 PM – 5:30 PM: Breakout Sessions:

– 6:00 PM – 8:00 PM: Networking Reception and Dinner

– 8:00 AM – 9:00 AM: Registration and Networking Breakfast

– 9:00 AM – 10:00 AM: Keynote Speaker 3

– 10:00 AM – 11:00 AM: Panel Discussion

– 11:00 AM – 11:30 AM: Networking Break

– 11:30 AM – 12:30 PM: Interactive Workshop

– 12:30 PM – 2:00 PM: Lunch Break

– 2:00 PM – 3:00 PM: Keynote Speaker 4

– 3:00 PM – 4:00 PM: Panel Discussion

– 4:00 PM – 4:30 PM: Networking Break

– 4:30 PM – 6:00 PM: Breakout Sessions:

-6:30 PM – 8:30 PM: Gala Dinner and Awards Ceremony

– 8:30 AM – 9:30 AM: Networking Breakfast

– 9:30 AM – 10:30 AM: Keynote Speaker 5

– 10:30 AM – 11:30 AM: Panel Discussion

– 11:30 AM – 12:00 PM: Networking Break

– 12:00 PM – 1:00 PM: Interactive Workshop

– 1:00 PM – 2:30 PM: Lunch Break

– 2:30 PM – 3:30 PM: Keynote Speaker 6

– 3:30 PM – 4:30 PM: Closing Keynote Speaker

– 4:30 PM – 5:00 PM: Closing Ceremony and Recap

– 5:00 PM onwards: Optional Networking Sessions and Farewell

Creative and Design 

The event plan proposal ends with a draft of the creative and design material for the event itself and the promotional material to be sent out beforehand. 

The mood board that served as inspiration for the event’s graphics is also listed in the presentation since it captures the ideas that CEOs must be in touch with to check if they represent the core values behind this event.

The event planner reminds the CEOs that the Leadership Summit is vital for the company because when you take care of your people, your people take care of you.

The presentation ends on a high note with a thank you slide and a quote by Judy Allen, author of The Executive’s Guide to Corporate Events & Business Entertaining, “What sets your business function apart is not the amount of money you have to spend but how creatively you tap into your customers’ senses.” 

In this guide, you learned just how essential event plan templates are when planning an event. There’s no reason to reinvent the wheel when all the resources are at your fingertips. 

There’s one for every aspect of the planning process, from event plan checklist templates to registration form templates. Use SlideModel templates to plan, organize, present, and pitch amazing events every time.

1. Event Planning PowerPoint Template

A slide deck tailored to present an event action plan. This selection of slides is not designed to fit any particular industry, making them ideal for different sectors like corporate events, private events, academic events, and charity events.

Inside this slide deck you can find:

• Agenda Slide
• Event Goals
• Event Main Details
• About the Event
• Event Funnel
• Marketing Plan
• Timeline Template
• Project Status & Completion Rate

A versatile slide with bold graphics in a delicate color palette. Fully customizable to meet the branding requirements of your project or your styling preferences. Check it out!

Use This Template

2. Onboarding Checklist PowerPoint Template

Although onboarding templates are commonly associated with hiring and coaching new employees into organizations, in this case, the Onboarding Checklist PowerPoint template is relevant to track the activities assigned per specific time slot. We can arrange tasks by day, week, month, quarter, or even year. The checkmark icons help us signal which tasks are completed and which are in process, which in turn can give us an estimation of the event’s task completion rate.

3. 8-Week Event Planning Timeline Template for PowerPoint

If your event requires a carefully planned agenda, but you don’t want to fall into a traditional Gantt Chart template, be sure to check this 8-Week Event Planning Timeline Template for PowerPoint. In two different color schemes, we find two slides showing a calendar format similar to Google Calendar, arranged in weekly blocks by column. Sort out your tasks by creating blocks spanning multiple columns or staying bounded in the same week.

4. Event Management PowerPoint Template

We don’t want you to stick to simple diagrams for your event presentation slides: get ready to incorporate professionally designed vector images themed for event planning presentations.

A slide deck containing a broad range of vector art illustrations, including human figures, graphs, checklists, calendars, and other relevant figures that help you create an engaging event planning presentation. Check it out now!

5. Virtual Festival Event PowerPoint Template

If you are planning a virtual event, this is the slide deck you should check. With colorful slides and custom-made festive graphics, these placeholder images help to introduce speakers in a fashionable way, as well as promote your event with an event hashtag slide (ideal for social media engagement).

Be sure to implement these slides in your next virtual event advertisement for maximum engagement. Check them out!

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Event Management, Planning Filed under Business

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Filed under Business • September 6th, 2023

A Comprehensive Guide to Strategic Planning for Success

Every organization has grand goals on their business agenda. However, there is a long way between formulating those goals and seeing the results of their successful accomplishment. A lot of things can happen in-between, the project can get side-tracked, the timeline may change and new threats may emerge. To get a better sense of what needs to be accomplished and how? Most managers regularly engage in strategic planning.

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Proposal Templates > Event Proposal Template

Event Proposal Template

First impressions are crucial when trying to close a new event planning customer. Provide an interactive Event Planner Sales Proposal to your customers to show your professionalism. Include amazing photos and videos of past events inside of your proposal.

In the corporate landscape, a good business proposal presentation can be a game-changer to seal the deal with your prospective client or investors.  

Think of your business proposal presentations as your chance to showcase your groundbreaking ideas, products or services to potential clients, investors and stakeholders. Whether you’re convincing investors to fund your dreams or clients to choose your services, creating a compelling presentation can make them go, “You know what? I’m sold!”

A good presentation simplifies the complex. It breaks down complicated concepts into bite-sized pieces that even those who are not in the industry can understand. I know I know, it’s no easy work and you’ve got enough on your plate — so let our selection of pitch deck templates take the load off the design work. 

Customizing a compelling business proposal presentation takes only minutes thanks to Venngage’s user-friendly drag-and-drop editor. Just so you know, some of our presentation templates are free to use and some require a small monthly fee. Sign-up is always free, as is access to Venngage’s online drag-and-drop editor.

Now that you’ve got one less thing to worry about, let’s get back to business on how to create and deliver a winning proposal presentation. 

Click to jump ahead:

What makes a good business proposal , 10 tips to create an effective business proposal presentation, 8 steps to deliver a winning business proposal presentation, create a business proposal presentation that will win over your clients with venngage.

If you’ve read our guide on how to write winning business proposals , you’ll know that a successful business proposal is one that answers the following questions: 

• Who you are and what your company does
• The problem your buyer is facing
• The solution your company offers to alleviate the problem
• How your company will implement this solution effectively
• An estimate of resources (time, money, etc) required to implement the solution

Well, picture this: you’ve spent countless hours crafting a comprehensive business proposal that has the potential to revolutionize your industry. But here’s the catch – you need to condense all that information into a presentation that grabs attention, engages your audience and leaves a lasting impression. 

It’s not easy, but it’s also not impossible. If you have an important proposal presentation coming up, I highly recommend you check out this guide on how to summarize information for presentations . 

A good presentation gets things moving! Check out the top qualities of awesome presentations and learn all about how to make a good presentation to help you nail that captivating delivery.

Now, before we dive deep into the tips and tricks of creating and delivering a successful business proposal presentation, here are some business pitch examples to help you get inspired and win over new clients and investors. Alright, let’s get started!

Still working on your business proposal? Check out our selection of business proposal templates designed by our professional team.

In this competitive business environment, a good presentation gives you an edge over your competitors. It allows you to showcase your unique selling points, competitive advantages and differentiates you from others in the industry.  

Whether it is securing a new client, securing funding or obtaining a favorable business agreement, a successful presentation can ultimately bring significant opportunities and long-term business growth. 

Tip number one: always start with a solid presentation layout . Your presentation should emphasize the most important aspects of your business proposal, ensuring that they stand out and resonate with your audience. To do that, here are 10 tips along with some professionally crafted business proposal presentation templates to help you ace your next business proposal presentation. 

1. Crafting a compelling storyline

A strong narrative structure is the backbone of any successful proposal presentation. Start with a captivating opening that grabs attention and clearly articulates the problem or opportunity at hand. Present your solution with confidence, providing solid evidence and data to support your claims. Finally, conclude with a powerful call to action that leaves your audience inspired and ready to take the next steps.

A timeline graph can help you organize your ideas as you create a compelling storyline for your presentation and make your content more engaging.  Determine the important events or milestones that are relevant to your presentation topic. This will provide a sense of direction and structure for your storyline.

2. Focusing on the problem and solution

One of the keys to an effective business proposal presentation is highlighting the problem or challenge your audience is facing. Clearly communicate how your proposal provides a viable solution in bullet points, emphasizing the benefits and advantages it offers. Show your audience that you understand their pain points and present your proposal as the ideal answer to their needs.

This example of proposal presentation talked about the challenges that beginners face when going to the gym and how they provide the solution for it.

3. Using a consistent and professional template

To create a polished and cohesive visual experience, choose a clean and professional slide template that aligns with your brand colors. Consistency in design throughout the presentation not only enhances the overall look but also reinforces your professionalism and attention to detail.

Last-minute presentations are the worst, but don’t panic! Customize one of our professionally designed business presentation templates to save time and hassle.

4. engaging with visuals.

A picture is worth a thousand words and in the case of your proposal presentation, visuals can be your secret weapon. Visuals play a crucial role in capturing your audience’s attention and making complex information more digestible. Utilize charts, graphs, images and diagrams strategically to support your key points and reinforce your message. 

As a business owner, a well-thought-out finance pitch deck provides a platform to outline the business’s strategic direction and growth plans. It allows you to highlight your unique value proposition, competitive positioning, marketing strategies and expansion plans. Here’s a template I figured you could use:

No idea what goes into your financial pitch deck? This guide on how to make successful pitch decks for start ups might help. 

5. addressing potential objections.

Many business proposal presentations fail to anticipate potential objections or concerns audiences might have. Showing that you’ve considered challenges and providing persuasive counterarguments or solutions boosts your preparedness and increases the credibility of your proposal. Addressing objections head-on demonstrates your ability to handle potential hurdles and builds trust with your audience.

6. Using multimedia elements in your slides

To add depth and variety to your presentation, consider incorporating multimedia elements such as videos, audio clips, interactive charts or animations. These elements help illustrate concepts, showcase product demonstrations or provide real-life examples, making your proposal more engaging and memorable.

7. Incorporating interactive elements

Depending on the platform or setting of your presentation, incorporating interactive elements can enhance engagement. Live polls, Q&A sessions or group exercises encourage active participation, clarification and a deeper understanding of your proposal. Creating opportunities for interaction keeps your audience engaged and invested in the presentation.

8. Testing the readability and accessibility of your slides

Ensure that your slides are easily readable on different devices and screen sizes. Test for color blindness accessibility by using tools or viewing your presentation in grayscale. Consider incorporating alt text for images to make your presentation accessible to visually impaired individuals. Ensuring readability and accessibility demonstrates your commitment to inclusivity and professionalism.

Sometimes, using a simple presentation template makes all the difference as they promote effective communication, minimizes confusion and ensures that the audience can grasp the main points effortlessly. Try it out for your next presentation!

9. practice, practice and practice again.

Even the most well-prepared presentation can fall flat if you stumble through it. So, practice, practice and practice some more. Rehearse your presentation until you feel comfortable and confident. Pay attention to your tone, pace and body language. Incorporate pauses for emphasis, maintain eye contact and engage with your audience. I promise — the more you practice, the more comfortable and effective you’ll become as a presenter.

10. Ending with a memorable closing statement

Leave a lasting impression by crafting a memorable closing statement. Summarize the key benefits of your proposal, reinforce its importance or leave your audience with a thought-provoking quote. End your presentation with a call to action that inspires action and demonstrates the urgency of taking the next steps.

Ready to get started? Pick from these engaging presentation templates that can get your audience hooked on your presentation till the end.

Your business proposal presentation can be the key to securing new clients, partnerships or investment opportunities. That said, delivering a winning presentation requires careful planning, effective communication and a deep understanding of your audience’s needs. 

Follow these 8 essential steps to deliver a persuasive and impactful business proposal presentation:

Step 1: Understand the requirements

Before diving into your business proposal presentation, take the time to clearly understand the requirements. Familiarize yourself with the format, time limit, submission date and any specific guidelines provided by the audience or client. This ensures that you meet their expectations and deliver a presentation that aligns with their needs.

Step 2: Research your audience

To make a lasting impact, conduct thorough research on your audience. Gain insights into their industry, needs, challenges and goals. This information allows you to tailor your presentation to their specific interests, speak their language and demonstrate the relevance of your proposal. It will also help you show that you understand their pain points and present your solution as the perfect fit for their requirements.

For example, this business proposal presentation targets food entrepreneurs and manufacturers who are passionate about the plant-based lifestyle to attract franchisees for their local green ingredients franchise. 

Step 3: Plan your content

A well-organized presentation keeps your audience engaged and makes your proposal more compelling. Develop a clear and logical structure to help strengthen your message and deliver a winning business proposal presentation. Define the key points you want to convey and outline the flow of information and make sure your content effectively addresses the audience’s pain points and emphasizes the benefits of your proposal. 

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

Step 4: Create compelling slides

Design visually appealing slides that support your content and enhance its impact. Use a consistent template that aligns with your branding and maintains a professional look. Incorporate high-quality visuals such as relevant images, charts or graphs to convey information effectively. 

Creativity is important but keep the design clean, uncluttered and focused on conveying your message clearly. Remember, visually engaging slides capture attention and reinforce your professionalism.

Don’t know where to start? Here are 5 ways how you can design winner presentation slides . Or you could browse our library of creative presentation templates that’ll easily set your presentation apart from competitors.

Step 5: engage your audience.

Active audience engagement is key to a successful business proposal presentation. Encourage interaction throughout your presentation by asking thought-provoking questions, seeking input or incorporating interactive elements like polls or group exercises. Show genuine interest in your audience’s feedback and questions as this builds rapport and demonstrates that you value their perspective. Engaging your audience creates a dynamic and memorable experience.

Giving an online presentation? Here are some tips on how to adapt your in-person presentation into a virtual presentation that will leave a lasting impression. 

Step 6: communicate with clarity.

Focus on the key messages and benefits of your proposal. Clear communication is vital to conveying your ideas effectively, so be sure to use language that is easily understandable and free from jargon. Support your points with concrete examples or stories that resonate with your audience. By communicating with clarity, you ensure that your message is easily comprehensible and memorable.

Step 7: Adapt and respond

Flexibility is crucial when delivering a business proposal presentation. Pay close attention to your audience’s reactions, questions and feedback. Be prepared to adapt your presentation on the fly to address their specific needs and concerns. 

The trick is to listen attentively and respond thoughtfully, demonstrating your ability to cater to their requirements. This flexibility and responsiveness build trust and show that you genuinely care about meeting their expectations.

Step 8: Follow up

After concluding your presentation, don’t let the momentum fade away. Follow up with your audience to address any remaining questions, provide additional information or clarify any points. 

Following up with your audience helps maintain the relationship and keeps the conversation going. By staying in touch, you demonstrate your commitment to their success and increase the chances of moving forward with your proposal.

Have another round of presentations coming up? Give it your best with these tips on how to improve your presentation skills . 

A business proposal presentation is not just a chance to present your business idea; it’s a prime opportunity to showcase the unique value, potential and profitability of your business concept 

By following the tips and tricks in this article, I’m confident that business professionals like you can easily win over potential investors and prospective clients.

Venngage offers a wide range of pre-designed templates specifically tailored for business proposals. With the help of Venngage’s presentation maker , creating visually appealing and professional business proposal presentations becomes easier than ever.

Step 1: Sign up for a Venngage account (P.S. It’s free!). 

Step 2:  Browse through Venngage’s template library and choose a business presentation template that suits your needs (they’re all created by our expert in-house designers).

Step 3: Replace the placeholder text in the template with content from your business proposals.

Step 4: Customize your business presentation in just a few clicks with our user-friendly drag-and-drop editor tool. Modify various elements such as text, colors, fonts, backgrounds and layout. Enhance your presentation with visual aids such as images, icons, charts and graphs.

Step 5: Share your presentation publicly or upgrade to a business account to export the presentation to PowerPoint or PDF. You can also choose to present straight from Venngage’s presentation software.

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