How to write a proposal to host an event

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How to write a proposal to host an event

This is great news for all planners as it shows that the demand for your talent and service is on the rise. As an event planner, it is more important than ever to know how to write an event planning proposal in order to get the attention of all clients looking for qualified and professional event planners.

Mastering this skill can really help your business take off. Planning an event requires a lot of attention to detail, scheduling, organization and follow up. By presenting a well formatted event proposal or RFP, it subliminally shows your potential client that you have the skills they are looking for.

Writing a good proposal requires the ability to understand all the fine requirements of the client. Part of the responsibility of a good planner is to create order and produce amazing results even on short deadlines.

Clients are often times unorganized and nervous about their events. With your experience and professionalism you can make a huge impact on helping clients. Starting Your Event Proposal Keep in mind that most clients do not know what they want. They are looking for the right event planning company with a vision to assist them in planning a beautiful event.

Whether it is corporate getaway, retirement party, reunion, million dollar wedding or a small budget event at the kids birthday or family gathering, it all starts with a well written proposal that describes the event. As a professional planner or a volunteeryou should be able to sell your skills to the client through a well-researched and well written event proposal.

This articles outlines guidelines when writing an even planning proposal. Start by thinking about your biggest strengths as an event planner and write those down — now make sure those make their way into the proposal either visually through photos or through text.

Initial Meeting Even if you have an idea of what the client wants or you have planned hundreds of similar events before, the first step is having a one on one conversation with the client to find out what she wants or what she would like to accomplish during the event.

During this meeting, take notes of all the logistics such as the time, desired location, date and any other key points. Do not write an event planning proposal that reads like a formal letter. The proposal should speak directly to the client needs that you observed during your meeting.

Keep in mind that you are writing the proposal specifically for your client so talk less about yourself and more about their desires for the event.

Keep in mind that your client is probably looking at a couple of other proposals from different planners and they will pick the one that best understands their needs. Also, ensure that you include your company logo and contact information on the cover page.

The proposal title is also very important especially if you are proposing for a specific company. You want to customize the title to your specific client so they do not think you have a template you use for all clients.

When a client sees this information right away it brings them reassurance that you understand their desires. The description is generally where you repeat what the client told you about the event but in a more professional and organized way.

This shows that you fully understand what they are looking for. Any information that you may have obtained about the event during the first meeting comes in handy. Things like — the entertainment options available, the facilities available at the proposed venue, any catering that is needed, open bar information, seating information if the client was specific about their needs, and many more.

You should also strive to give more helpful suggestions than what the client asked for. You do not want to overwhelm them but you can look for other options that you think the client may like and are within her budget.

You can also include images of the venue locations which enables the client to see exactly what they are getting and also gives you a better chance of being hired as most of your competitors are likely to send boring non-custom word documents. Summarize Your Experience as an Event Planner A brief summary of yourself or company is important when writing an event planning proposal.

It gives the client an idea of who you are as well as how long you have been in business. If your client has to get approval from their boss about hiring you it is good information for the decision maker to see.

Include your capabilities, brief information about your experience as an even planner and past customer client work that you did a good job on. In case you do not have much experience planning events yet, you can mention any internships, volunteer work, coordination or project management experience in any other field.

We have seen many event planners with less experience land big clients by having an amazing client proposal so do not let a lack of professional experience scare you. Ensure that you also mention any other relevant experience or training that you have if you do not have too many hands-on events under your belt.

how to write a proposal to host an event

Services Offered Following the above information, the client will want to know the services you can offer during the event. If the event is extremely large with multiple functions such as a wedding, formal presentation, dinner party, it is appropriate to have headings for each function then indicate what you can offer in each function.

You can attach photos of a similar event you have done in the past to help the client get a clear picture of what you can offer.

Services Provided In this section you should summarize the event in 1 — 3 sentences and then have sub-headings for each part you will take care of. For example, you should have sub-headings for your consulting and planning portion. She will be available from 8am to 6pm, 7 days a week for meetings until the event.Chad Prather is a comedian, armchair philosopher, musician, and observational humorist often referred to as "the modern day Will Rogers." Many recognize Chad from his fast talking, rapid fire rants from the front seat of his truck with social media views counted in the hundreds of millions.

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32 Sample Proposal Templates in Microsoft Word