Sneha J

June 15, 2021

Event Proposal Checklist

event proposal checklist

Your go-to event proposal checklist

Here is a quick way to see if you’re in with a chance of winning the event planning deal. Examine the current draft of your event proposal with this 7-Step graphic design proposal checklist

Ready to explore the checklist for creating an event proposal one by one?

Let’s go.

1. Start by highlighting what the client wants

The art of proposal writing is understanding what your prospective client is expecting. It can help you not only retain the current customers but also opens the door for new customers. Learn a few key things about the prospective client, you should know who is your event for before drafting an event proposal. Identify if the event is internal or for customers or partners. This will give you an idea about the size of the venue, speakers, and more. Determine when the event will be held in spring or summer. Prioritize the prospective client’s needs. Start the event proposal template by highlighting the benefits client can get with our event planning services.

2. Perceive yourself as an expert in your field

Well, keep in mind that this is the section where you have to convey the feeling that you are the expert to all who read the proposal. Showcase your event company’s experience, skillset, and most importantly our value to the prospective client’s organization, differentiate your process of event planning and your services from the competition in the industry, include customer testimonials, achievements, or any related awards to win the prospect’s attention right away.

3. Statement of work

Describes the work to be done and the process involved in completing that work. Include the following elements,

  • Introduction- A brief about yourself
  • Purpose- Why the work being done?
  • Scope of work- Steps that need to be taken to complete the work.
  • Deliverables and timeline- List of deliverables and timeline for each deliverable.
  • Acceptance criteria and signatures- Acceptance criteria are enclosed with terms of service and agreeing upon it before the project avoids a lot of misunderstanding in the future.

4. Develop a timeline

Now, this is where you go into detail about the event timeline. It can be tricky to estimate the timeline. List down all the tasks that need to be accomplished and the date they need to be accomplished by. Explain the scope of work the prospect can expect from your event agency. Describe what the company will do and the time frame for the completion of key tasks.

5. Include a responsive budget table

You have done your homework and offered an ideal event plan to this organization. Here come’s a tricky part i.e “pricing” Include a captivating title for the pricing table, layout the cost with clear and easy-to-understand pricing options for the solution, highlight the popular choices of services at the top, optimize the pricing table as per the prospect’s needs.

6. Details about roles and responsibilities

Your team impression matters. So here’s the chance to let your team shine. Every prospect wants an easy investing experience and this section plays a very important role in that.

Answer the following questions in your event proposal

  • Who are the key players? Their experiences, backgrounds, and skills.
  • Do your key players have industry experience? If not what experience do they have that’s helpful for event planning?
  • What duties will each player perform? What authority and responsibilities are given to each player?

7. Close it with an online signature

Being successful implies keeping up with the trends. Innovations are meant for making various processes easier, saving time, boosting efficiency. These very same goals any business strives to achieve it to rank high in the business competition.

So to make the best use of digital transformation and develop a proposal that quickly closes the deal. Include an E-signature in your event proposal.

Wrapping up:

This checklist will help you stay focused. Every time you schedule a sales call run through the list beforehand and make sure you are all prepared.

You know, most of this checklist can be easily ticked once you start to use the right event proposal template (it ensures that no mistakes are made

Good luck!


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