Event planning proposal template

Prepared for [Client Company] by [Your Name], [Date].

Thank you for considering me to plan [event name]. This proposal covers how I will take [event] from idea to a smooth day: budget, venue, vendors, timeline, and the on-the-day coordination that lets you actually attend your own event.

[Client Company] is hosting [describe: a product launch, a company offsite, a client dinner, a conference] for [number] guests on [date or target window], and it needs to feel [describe: polished, warm, high-energy] within a budget of [amount].

Success means the event runs on time, on budget, and you spend the day with your guests instead of chasing vendors.

1. Phase 1, Concept and budget. We define the event's purpose, guest experience, and priorities, and I build a line-item budget that puts money where guests will feel it and flags where to save.
2. Phase 2, Venue and vendors. I source and compare [venues, catering, AV, decor, photography], negotiate quotes, and manage contracts. Vendor contracts are signed by you, so payments and legal terms stay in your name.
3. Phase 3, Planning and logistics. I run the planning calendar: deadlines, deliveries, dietary requirements, seating, signage, and a minute-by-minute run-of-show reviewed with you before the day.
4. Phase 4, Day-of coordination. On the day, I arrive first and leave last: vendor arrivals, setup checks, timeline calls, and quiet problem-solving so issues are handled before you hear about them.

• A line-item budget, tracked and reconciled through the project
• Venue and vendor sourcing with [2 to 3] compared quotes per category
• Vendor coordination and a single planning calendar with every deadline
• A minute-by-minute run-of-show and floor plan
• Day-of coordination for up to [X] hours with [an assistant / a coordination team]
• A post-event wrap-up: final budget reconciliation and vendor settlement list

• Vendor costs themselves (venue, catering, AV are paid by you per their contracts)
• Guest travel and accommodation booking (coordination available as an add-on)
• Marketing and ticket sales for public events

Prices are placeholders. Set your own before sending.

• A run-of-show detailed enough that the event would survive without me (it will not need to)
• Vendor contracts stay in your name: your money never routes through my accounts
• A tracked budget from day one, so there is no invoice surprise in the final week

This proposal is valid for [30] days. A deposit of [amount or %] is due to begin, with the balance due [on delivery / per the schedule]. Work outside the scope above is quoted separately before it starts.

Vendor contracts are between you and each vendor, and vendor deposits follow each vendor's own terms. I exercise professional care in selecting and managing vendors but cannot be liable for a vendor's own failure to perform. If the event is postponed, my fee transfers to the new date once within [12] months; cancellation follows the schedule in the agreement.

To move forward, approve this proposal in writing and I will send the agreement and the deposit invoice. We can begin as soon as the deposit is received.

Accepted by: ______________________________ Date: ____________