presentation for event proposal

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

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Short answer

What is an event proposal?

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

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

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

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

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

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

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

Who is an event proposal for?

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

What should be included in an event proposal?

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

A proposal for event planning should include the following sections:

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

2) Audience

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

3) Timeline

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

4) Location

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

5) Event format

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

6) Marketing and publicity

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

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

What is the best event proposal format?

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

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

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

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

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

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

Ask yourself, which one captures the imagination?

Legacy static PDF event proposal sample

Modern interactive event proposal sample

Event proposal examples that sell your vision and expertise.

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

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

Jump ahead to page section

Event proposal deck

What makes this event proposal great:

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

Music event sponsorship proposal

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

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

Modern music event sponsorship proposal

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

Dark mode music event sponsorship proposal

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

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

Light mode music event sponsorship proposal

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

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

Conference event proposal

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

Light mode event proposal

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

Dark mode event proposal

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

Modern event proposal

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

Beer festival proposal

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

Lost in Paradise event deck

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

Slate corporate event deck

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

How do you write an event proposal?

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

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

1) Get to know your client

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

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

2) Describe your unique approach

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

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

3) Present the event logistics

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

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

4) List your services

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

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

5) Demonstrate value with past successes

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

6) Offer transparent pricing

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

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

7) End with a clear call to action

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

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

How to design an event proposal?

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

1) Tell a visual story

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

2) Incorporate your client’s branding

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

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

3) Use data visualization

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

4) Personalize the experience

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

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

5) Add interactive content to boost engagement

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

6) Focus on readability

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

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

7) Invite action

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

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

Interactive event proposal templates

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

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

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

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

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

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

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Event Management

10+ Awesome Event Presentations for Eventprofs (2020 Edition)

Skift Meetings Studio Team

February 12th, 2018 at 10:00 AM EST

No one wants to recreate the wheel, yet so many templates for event presentation ppt slides look like something out of the 90s. If you’re nervous about your next event presentation or proposal, we hear you. We’re here to help.

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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

• Slide Design

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:

• Presentation Technique

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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Free PowerPoint Event Proposal Templates, Slides, and Examples

By Kate Eby | April 16, 2024

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We’ve gathered the most useful event proposal templates in PowerPoint. Included on this page, you’ll find an  event sponsorship proposal template , a  corporate event proposal template , an  event management proposal template , and a  music and arts event proposal template .

PowerPoint Event Proposal Template

Download the Event Proposal Example Template for PowerPoint  Download the Blank Event Proposal Template for PowerPoint  

When to Use This Template:  This template is adaptable for a wide variety of events, including corporate conferences and team building retreats, community festivals and seasonal celebrations, and fundraisers or awareness events. It provides a framework for outlining a clear vision and logistical details, making it a versatile tool for event planners.

Notable Template Features:  This template offers users the ability to incorporate multimedia elements such as videos and images, interactive slides for engaging stakeholders, and customizable charts and timelines for detailing schedules and budgets. It is available with or without sample data to guide your work.

Check out this page of  request for proposal templates to find more tools to aid in the early planning stages of an event. 

PowerPoint Event Sponsorship Proposal Template

Download the Event Sponsorship Proposal Example Template for PowerPoint  Download the Blank Event Sponsorship Proposal Template for PowerPoint  

When to Use This Template:  Utilize this template when you are seeking funding for your event and need to showcase its benefits to sponsors. Downloadable with or without sample data, the template is ideal for event organizers looking to present compelling proposals to potential partners and secure financial support.

Notable Template Features:  This template offers customizable charts and graphs for presenting demographic data and potential reach, as well as interactive timelines for outlining sponsorship activation moments. It enables organizers to embed multimedia elements such as testimonials and promotional videos into the proposal in order to engage sponsors visually and emotionally.

Check out this page of  event planning templates and checklists to find additional resources for organizing a product launch, conference, wedding, or other event. 

PowerPoint Corporate Event Proposal Template

Download the Corporate Event Proposal Example Template for PowerPoint Download the Blank Corporate Event Proposal Template for PowerPoint  

When to Use This Template: This template — downloadable with or without sample data — is ideal for event organizers planning corporate functions, such as conferences, seminars, and retreats. It’s an effective tool for articulating an event’s value proposition to internal stakeholders or potential sponsors. Notable Template Features: This template stands out for its structured approach to presenting corporate events, with professionally designed layouts for each section. It enables users to seamlessly integrate brand elements and includes data visualization tools for illustrating budgets and audience demographics. Visit this page of  conference planning templates to discover more tools for organizing conference events.

PowerPoint Event Management Proposal Template

Download the Event Management Proposal Example Template for PowerPoint  Download the Blank Event Management Proposal Template for PowerPoint   

When to Use This Template:  This template caters to professional event managers looking to pitch their services to clients. Available blank and with sample data to use as a guide, it helps coordinators showcase their expertise in organizing and executing a variety of events.  Notable Template Features:  The template includes slides for detailed project timelines, customizable service packages, and visual portfolios of past events. It leverages advanced features unique to PowerPoint — such as interactive slides for service breakdowns and embedded videos for testimonials from satisfied clients.  Visit this page of  event marketing templates to find everything you need to create effective promotional timelines and drive attendance to your event.

PowerPoint Music and Arts Event Proposal Template

Download the Music and Arts Event Proposal Example Template for PowerPoint Download the Blank Music and Arts Event Proposal Template for PowerPoint

When to Use This Template:  This template is specifically crafted to facilitate compelling proposals for music and arts events, making it perfect for event planners organizing concerts, art exhibitions, or cultural festivals. It is available blank for immediate use, while the completed example template offers guidance and inspiration.

Notable Template Features:  With vibrant design elements that reflect the creative nature of the event, the template includes dynamic slides for showcasing featured artists or performers, as well as marketing strategies and venue layouts. It leverages multimedia integration so organizers can include sample performances or artwork, enriching the proposal with a visual and auditory experience that captures the essence of the event.

Streamline Collection and Management of Event Proposals with Smartsheet

The best marketing teams know the importance of effective campaign management, consistent creative operations, and powerful event logistics -- and Smartsheet helps you deliver on all three so you can be more effective and achieve more. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

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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.

Related resources

How to use a feasibility study in project management

How to track utilization rate and drive team profitability

How to accomplish big things with long-term goals

Smooth product launches are simpler than you think

Event Proposal PowerPoint Template

The Event Proposal PowerPoint Template delivers a stylish and efficient way to design high-quality presentations for event proposals. With more than 20 unique slides, this template allows you to fully detail and present your proposed events in a fashionable and professional way, giving an excellent first impression. A well-crafted event proposal is paramount for a successful event, whether it's an intimate get-together or a large conference. This template brings to you all the necessary fields that an impressive event proposal should contain, from an all-encompassing introduction to an insightful wrap-up on the event's benefits. The wide range of topics covered, from the event description to the testimonials of past clients, ensures a holistic presentation that leaves no room for speculation or ambiguity. With five pre-made color schemes to choose from, this template isn't just thorough and informative, but pleasing to the eye as well. It gives you the ability to customize your presentation to match your brand's aesthetic or the theme of the event, adding a touch of personalization to your proposal. The template not only caters to event proposals but also includes slides for conference or webinar proposals, further extending its versatility.

Details & Features

• Over 20 unique slides for detailing your event.
• Five pre-made color schemes for customization.
• Versatile, catering to all types of events, conferences and webinars.
• Screen size of 16:9 (1920x1080).
• Fully editable in PowerPoint.
• Includes 5 PPTX MS PowerPoint files and a User Guide PDF file.
• Professional look and feel.

Why We Like It

The Event Proposal PowerPoint Template makes the task of creating a comprehensive and compelling event proposal effortless. Its well-thought-out slides urge you to cover all essential elements of an event, thus ensuring a thorough proposal. The customization options and the aesthetically pleasing color schemes add a personal touch, making it a must-have for professionals in event management.

Related Event & Sponsorship Proposal Templates

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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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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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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.

AI generated Pitch Deck 🤖

You need a strong plan of action when you approach a company in the hopes of working as a contractor at an upcoming event. An event proposal template gives you direction by breaking down a large task into small goals. When you provide a company with actionable steps, those in charge of hiring contractors have more confidence in you.

We recommend using an event proposal template to create a visual representation of your plan.   Are you ready to explore our event proposal template slides? Let's take an in-depth look at each one:

‍ 1- Title Page

You don't need to include much information on your title page of your event proposal template. You can give your proposal a quippy name and tell your audience who you are.

New clients want to know how well you performed at previous events. A stellar quote from a previous client about your participation in a previous event is a great opener.

3- The Agreement

We know you want to get to the fun parts first, but a professional event proposal template should start with the fine print. Discuss the contract, including any terms and conditions. Your slide should give an overview of your duties, pricing, and cancellation details.

4- Payment and Cancellations

On this slide, we make it easy to tell your audience members what the event is going to cost. Leave no confusion here about the pricing, whether the event follows through or if the company must cancel your services.

5- Company's Duties

As part of your proposal, you should clearly list the parts of the event you are responsible for. Be clear in discussing your priorities as a contractor for the event from pre-event stages to the clean up afterward.

6- Pricing Example

Your pricing chart should provide details about the costs associated with each component of your service. For instance, you may need to list the costs associated with a venue, tables, and chairs, food, or decorations. Specific information compels your audience.

7- The Budget

Every event has a budget, and contractors have to micro-manage the components they are in charge of. Tell your audience what kind of budget you are looking at, using specifics whenever possible.

8- Event proposal template - Organization Chart

This chart provides you with the space you need to provide additional information about pricing, timelines, and materials you need to complete the job.

9- Schedule

The schedule provides your audience with peace of mind about your priorities. When the company understands your timetable, you appear more trustworthy and credible.

10- About the Promotions

Promotion is a significant component of commercial events. Detail the role you intend to play in promoting the event or expectations you have for the company to promote your services as part of the event.

11- Description of Any Supporting Events

If any other events are part of your contract, you should address your intentions on this slide.

12- The Experience

Paint a picture of the experience you intend to provide for event-goers. How are you going to provide each attendee with great service?

13- Description of Specific Locations to Be Utilized

Tents, buildings, and outdoor areas are often part of major events. How does your company use these locations effectively? Why are these locations the best places for these events?

14- Key Selling Points

Speak to the needs of your clients on this slide. What do you have to offer that others do not? This is the slide where you sell your services as the best available.

15- Describe the Event

If you are proposing the entire event to the company, provide as much information as possible about the details. Tell the company why they need to hold this event in the first place.

16- Theme for the Event

The event should have a theme that appeals attendees but also fits with the ideas of the company at large.

17- What Is the Purpose of the Proposal?

Tell the company what you are going to provide. Essentially, you need to tell your audience why you are here and why you are worth their time.

18- Executive Summary

The executive summary provides a strong overview of the entire event. Describe your offerings and sell the price point again.

19- The Client's Event

The client needs to know that you care about their event. Why does the event matter to your company or to you on a personal level?

‍ 20- Describe What You Plan to Do as the Event Contractor

Again, you need to sell your services. What makes you an excellent contractor rather than another face in the crowd?

21- About Us

Finally, tell the company who you are. This slide tells the company why you are the best choice to work on this project compared to your competitors.

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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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Minimal Event Sponsorship Proposal

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

Are you planning an event to gain the attention of new potential sponsors? This template is exactly what you need to make your proposal memorable and make them decide to support you! The design could be described in two words: modern and elegant. It has geometric forms that make the slides more appealing, and the combination of orange and cream gives it a sophisticated touch. The presentation includes different resources that you can use to speak about the project, its requirements, the goals, and its stages. Everything is editable, so you can make it as unique as possible.

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How to buy tickets for the Olympic Games Paris 2024?

Tickets for the Olympic Games Paris 2024 are available for spectators around the world only on the official ticketing website. To buy tickets, click  here .

The Paris 2024 Hospitality program offers packages that include tickets for sporting events combined with exceptional services in the competition venues (boxes, lounges) or in the heart of the city (accommodation, transport options, gastronomy, tourist activities, etc.).

The Paris 2024 Hospitality program is delivered by the official Paris 2024 Hospitality provider, On Location.

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The Olympic Games Paris 2024 mascot is Olympic Phryge. The mascot is based on the traditional small Phrygian hats for which they are shaped after.

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The Olympic Phryge is decked out in blue, white and red - the colours of France’s famed tricolour flag - with the golden Paris 2024 logo emblazoned across its chest.

When and where are the next Olympic Games?

The Olympic Games Paris 2024 will take place in France from 26 July to 11 August.

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Where to watch the Olympic Games Paris 2024?

In France, the 2024 Olympic Games will be broadcast by Warner Bros. Discovery (formerly Discovery Inc.) via Eurosport, with free-to-air coverage sub-licensed to the country's public broadcaster France Télévisions. For a detailed list of the Paris 2024 Media Rights Holders here .

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Around 10,500 athletes from 206 NOCs will compete.

How often are the modern Olympic Games held?

The summer edition of the Olympic Games is normally held every four years.

Where will the 2028 and 2032 Olympic Games be held?

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The summer edition of the Olympic Games is a multi-sport event normally held once every four years usually in July or August.

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Online info session: Call for proposals Town Twinning: Presentation and recording are now available!

On 16 May 2024, the European Education and Culture Executive Agency (EACEA) organised an online Info Session to present the funding opportunities under the 2024 Call for Proposals for Town Twinning.

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City of Lawrence to host community presentation on Massachusetts Street improvements project

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Liberty Memorial Central Middle School is pictured in September 2018.

The City of Lawrence will host a community presentation next week to share more information about a study that since October 2023 has been gathering feedback on potential improvements to the stretch of Massachusetts Street between 14th and 23rd streets.

On Wednesday, the city will host a presentation at Liberty Memorial Central Middle School, 1400 Massachusetts St., from 5 to 6 p.m. in the second floor library. The middle school is located at one end of the portion of Massachusetts Street the city has been examining for improvements.

According to a press release about the presentation, city staff will present a preferred alternative concept design and a design report developed using input from the community, traffic analysis, guidance from master plans and input from city leaders. The improvements study aims to improve the functionality and safety of the corridor for all types of transportation — including pedestrians, cyclists, transit users and automobile users.

“The project is located in a signature corridor for the city and, as such, seeks a high level of community engagement,” the release reads.

According to the release, the project will culminate in a set of recommended improvements that will be reviewed by the city’s Multimodal Transportation Commission and the Lawrence City Commission.

More information about the project is available on the city’s website .

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