Event Management Proposal

Event Management Proposal

Event management proposals and contracts writing a cover letter addressed to the actual person you are targeting should be on page inviting them to consider the attached proposal. The title including sponsors names and event organization name, give an overview of your topic then the event/ organization details like date and time , location also event promotion like media support and benefits.Events management proposal samples can be of any topic including all or most subjects mentioned.

An event proposal is how a person can market their event services. To write a proposal start by writing an overhead. Include in your proposal any references, detailed listing of your services along with costs.

Writing a business proposal to outline your event planning and management services doesn't have to be a difficult task. There are plenty of resources available to show you how to introduce yourself, showcase your services, outline your costs and help your clients understand you are the right person to trust for the job. Using pre-designed templates and samples can help you write your proposal quickly and efficiently.

Writing a business proposal for event planning (including specialties such as wedding planning, event management, entertainment, food catering, corporate retreats and so on) is pretty straightforward.

All of these situations are examples of businesses selling a service; so these proposals will all fall under the general category of business proposals offering services.

Most proposals offering services, regardless of the type of business, follow a similar structure: introductions, then a summary of the client's needs, followed by descriptions of the services and costs and information about the service provider and their credentials and capabilities.

For event planning proposals, you will also usually need to include detailed information pertaining to the specific event, such as the venue, entertainment being provided, amenities at the site, schedule, and so on.

If you are new to proposal writing, one thing to note is that a price list is not a substitute for a proposal. A proposal is a sales document meant to help persuade your potential clients to give you their business. To do that, you must instill trust that you can deliver the services that clients need. It's not all about just giving them a price quote.

Before you start creating a proposal for your client, you should gather enough information about the client to present a proposal that is truly tailored to that client's needs, as opposed to just sending every client an identical sales letter. A tailored proposal stands a much better chance of being accepted by the client.

So, following the general order described above, you should start out with a Cover Letter and Title Page to introduce yourself. The Cover Letter should be a brief message that shows your company contact information and delivers a personal introduction. The Title Page should introduce your proposal and name the specific event you are discussing.

Next, add some topics that show that you understand the needs of your client. Depending on how large an event you are presenting a plan for, you may or may not need to include a detailed summary. For a complex event that needs a summary, this proposal section is normally called an Executive Summary for corporate clients, or a Client Summary for a less formal project. This is where you talk about your specific prospective client and show your understanding of their requirements as well as

their goals and desires, and any restrictions or limitations you are aware of. This is not yet the place where you talk about yourself. Put the client first.

Follow the introductions and client information with your Services Provided, Benefits, Services Cost Summary pages and any other topics you need to discuss that describe exactly what you are providing and how much it will cost.

Many types of event proposals may also require specialized topics. This is where you would add pages with pertinent details, such as descriptions of the Events, Venue, Amenities, Entertainment, Performers, Presenters, Samples, Equipment, Rentals, Schedule of Events, Fundraising, Volunteering, Security, Permits and Licenses, and so on. You may also want to provide information about your staff members or about other organizations you will coordinate with to stage the event.

A wedding planner may have to deal with many different topics at once, such as catering for pre-wedding or post-wedding meals as well as receptions, flowers and other decorations, rentals of facilities and furnishings, professional hosts and/or musical performers with their associated equipment needs, and setup and post-event cleanup for multiple venues.

A concert promoter may have to deal with performers, scheduling, security, permits, a venue, equipment rentals, sound crews and equipment technicians, ticket sales, and so on.

A music DJ for small parties may only have to deal with equipment and samples of his work.

A corporate event planner may have to deal with hotel amenities, conference facilities, transportation and parking issues, scheduling, presenters, staffing, and so on.

The final information sections you should provide in your proposal are your company details. This is where you would put your About Us / Company History, Capabilities, Our Clients, Testimonials or References pages. This information comes last in the proposal, and your goal is to convince your client that you can be trusted to deliver the services they need.

After you have all the information written for your proposal outline and chapters, you should focus on making your proposal visually appealing. Add some color and graphics by incorporating your company logo, using colored borders, and selecting custom bullet points and fonts that match your business's style.

Event Planning Proposal for Proposable

Prepared By:

eventprofessionalGabe Cuevas

[email protected]

Prepared For:

Gabe CuevasProposable

[email protected]

100 Your Address Lane | San Francisco, CA 94110 | (415) 847-8011

INTRODUCTION

Dear Gabe Cuevas,

Thank you for allowing eventprofessional the opportunity to send this proposal highlighting some ideas for possible future events. We pride ourselves on working closely with our clients to plan events they are proud to be hosting. If the ideas we have suggested are not of interest to Proposable at this time, please let us know what types of events would be a better fit and we would be happy to edit our proposal accordingly.

I can be reached via [email protected] between 8am and 9pm, 7 days a week, and through email at any time. If Proposable decides to move forward with us; your event will be flawlessly planned and executed. I personally will oversee the entire event, and I will have an assistant on hand to ensure perfection. I will be handling all aspects of the event planning & design, as well as setting up meetings with and booking outside vendors. I will keep in close contact with you throughout the whole process to ensure that we are always on the same page. As with all of my events, I be setting up a meeting with you, all vendors, and myself several weeks prior to the event date to make sure everyone is in understanding of how everything is to go. I will also be supplying you with all final decisions for approval.

Our team genuinely looks forward to possibly working with you. I have provided some sample event ideas. Of course all of these ideas are just a starting point and can be changed as needed.

Best Regards,

Gabe Cuevas

eventprofessional has provided high-quality event planning services for [#] years. We carefully listen to our customer’s wishes, understand their vision and do everything we can to exceed our customers expectations. No matter how big or small the event will be, we go above and beyond to make the planning process enjoyable and our customers’ event day as unique and memorable as possible.

The Team

OUR SERVICES

Individual Consulting & Planning

 eventprofessional will be available from 8am – 9pm, 7 days a week. Consulting services are provided at no cost.

Decoration and Set Up:

eventprofessional will oversee the design, decoration and set up for your event. She will coordinate with set up staff prior to your event and the day of your event to make sure every detail is taken care of.

Catering:

 eventprofessional will design a menu that perfectly complements the feel of your event and ensure that the catering service selected in able to meet the needs of the event.

Beverage:

eventprofessional will ensure that the proper permits are in place to allow the serving to alcohol.

Music & Entertainment:

eventprofessional will procure any and all music and entertainment.

Break Down/Clean Up:

eventprofessional will ensure clean up staff is on time and has everything cleared from the venue by the time stated in the contract.

 Your Special Event

TESTIMONIALS

We have included several concept ideas based on our knowledge of your ideas for your event. These themes are for illustration purposes only and are not intended to be final choices. The themes reflect our desire to create an event that is marketableeventprofessional. We will work closely with you to finalize all concepts before the event.

Customer 1: (NAME)

(DESCRIPTION OF 1st EVENT)

[Testimonial]

[Image of Event]

Customer 2: (NAME)

(DESCRIPTION OF 2nd EVENT)

[Testimonial]

[Image of Event]

Customer 3: (NAME)

(DESCRIPTION OF 3RD EVENT)

[Testimonial]

[Image of Event]

Estimate

Product/Service Cost UnitQuantity Subtotal

Event Consultation $200.00 Per Hour 10 $2,000.00

Hilton Ball Room Rental

$500.00 Per Day 2 $1,000.00

Table Rental $50.00 Per Table 10 $500.00

Catering by ACME Restuarant

$50.00 Per Plate 100 $5,000.00

Flowers $25.00 Per Bouquet

10 $250.00

Chair Rental $2.00 Per Chair 100 $200.00

Music & Entertainment

$100.00 Per Hour 5 $500.00

Beverage $1,000.00

Unlimited 1 $1,000.00

Cleanup Crew $500.00 One-Time 2 $1,000.00

Total: $11,450.00

The Client will be responsible for any expenses incurred during the execution of the engagement, including travel expenses, per diem, and consumables.

While the Provider may engage other contractors to fulfill specific aspects of the engagement, the Provider retains responsibility for executing the agreement and will not assign or transfer any ultimate rights or obligations to third parties.

The provider will invoice the client Net 30 for the billable hours at the end of every month of the engagement.

Conclusion

Again, we are happy to present this proposal for your review. Upon acceptance of this proposal, the Provider will draft a comprehensive pricing agreement based of project requirements for your review that will serve as the project contract between the Provider and the Client.

If you have any questions or need additional information amended to the proposal, please let us know. You can reach me directly by phone at [Contact phone] or by email at [contact email].

TERMS & AGREEMENT

Gabe CuevasProposable

[email protected]

This agreement, completed on 01/08/2014 is between eventprofessional and Proposable. Under this agreement, the Proposable hire eventprofessional as their Event Planner and event coordinator for their event scheduled on [Month Day, Year].

Explanation of Services 

eventprofessional will provide the following event planning services* for the Proposable:

[List Services] [List Services] [List Services] [List Services] [List Services]

Performance of Services

Proposable will rely on eventprofessional to work as many hours as reasonably necessary to fulfill all obligations under this agreement.

Proposable may not change the date, time or location of the event without first contacting and advising eventprofessional of said changes to determine if eventprofessional is still available to provide services. If changes are made and eventprofessional is unavailable to provide services then eventprofessional is released from all contract and obligations, and shall in no way be held responsible or liable in any manner whatsoever for non-performance. Proposable also forfeits the deposit for non-compliance with this agreement.

eventprofessional shall arrive at the Event location at an agreed upon time to meet the vendors at least three hours prior to start of ceremony. Proposable understand and agree that eventprofessional shall not be responsible or held liable in the event eventprofessional is prohibited from providing Event day services due to illness, hospitalization, auto accident, transportation

breakdown/disruption, traffic difficulties, acts of God such as hurricanes or inclement weather or other unforeseen incapacitation or other cause of non-arrival on the day of the Event. eventprofessional will make every attempt to notify Proposable and to provide for a substitute Event Consultant who can provide services if time and resources permit. In any event, [Company Name], their agents and assigns shall NOT be held liable for any compensation or any damages (including punitive) due to non-performance of any service resulting from such incapacitations, non-arrival, errors and/or omissions of any type.

Payment and Billing Schedule

Proposable agree to pay eventprofessional a total of $____ for the services provided. This signed agreement along with a non-refundable retainer fee or deposit in the amount of $______ to eventprofessional is required to reserve your Event date. The deposit will be subtracted from the total payments owed by Proposable upon completion of the services. The remaining balance of $______ is due on [Month Date, Year], two weeks before the Event date. In the event that the balance is not paid in full at least two weeks before the Event date, the reservation is released and other clients will have the opportunity to reserve it. If the Event location is more than ____ miles away from [Office Location], a total of $______ will be due to the Event Planner two weeks before the Event date to cover travel expenses. Proposable are responsible for paying for vendor products and services in full and accepts responsibility for purchasing items needed for the Event ceremony and reception. If Proposable request any special provisions or services from eventprofessional, these details shall be submitted in writing no later than three weeks prior to the Event date. The details and fee structure will then be noted in an addendum to this agreement. 

Expense Reimbursement

All expenses incurred by eventprofessional during the performance of this Agreement shall be the sole responsibility of Proposable; provided, however, those expenses already agreed upon by both parties to be the responsibility of Proposable. If other expenses arise duringeventprofessional's performance of this agreement, eventprofessional shall obtain prior consent of Proposable before eventprofessional can be reimbursed.* Running any Event related errands is not included

Term

Proposable and eventprofessional agree that this agreement shall commence on the above date and terminate on [Month Day, Year].AmendmentThis agreement may be modified or amended in writing, if the writing is signed by the party obligated under the amendment.

Governing Law 

This agreement shall be governed by the laws of the State of [State]. 

Notice

Any notice or communication required or permitted under this agreement shall be sufficiently given if delivered in person or by certified mail, return receipt requested, to the address set forth in the beginning of this agreement or such other address as one party may have furnished to the other in writing.Waiver of Contractual RightThe failure of either party to enforce any provision of this agreement shall not be construed as a waiver of limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this agreement.Waiver of Contractual RightThe failure of either party to enforce any provision of this agreement shall not be construed as a waiver of limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this agreement. 

Conditions

Proposable is responsible for selecting all vendors. Proposable is accountable for directly paying all vendors in full for services

and/or products. [Company name] does not hold responsibility for vendor services and/or

products. Proposable must provide the Event Planner a complete list of vendor names,

vendor contact information and schedule at least three weeks before the Event date or at the moment this contract is signed.

eventprofessional releases all photographs, videos or other recording media in which the Event Planner is in, or a part of, in any manner or for any purpose they wish.

Proposable releases all photographs of them, the ceremony site and reception site on the Event Planner’s website for viewing. Proposable acknowledges that this is for promotional purposes only and do not expect any compensation of any kind. There shall be no expiration period for this permission.

In the event that a lawsuit transpires the losing party will pay the winning parties legal fees, court costs and attorney fees.

I look forward to working with you and assisting you in making your Event day better than you ever envisioned!

In witness whereof, the undersigned has executed this Event Planning Agreement as of the date stated above. By clicking the Accept button that the top right hand corner, you agree to all terms and conditions and amendments.