Not all events will require a proposal, such as an AGM or a mandatory training session. However, if you are an event organiser who works on behalf of clients, you can use them to pitch ideas or bid for work. Even if you are organising an internal company event, you may need to convince senior management or accounts that your idea is credible and worthwhile.
What is an event proposal?
An event proposal is a document that sets out all the details of the event, such as the date, purpose, corporate event venue, number of attendees, time table, budget, special features or requirements, and so on. It is a chance to demonstrate that you have a workable vision and to secure the funding and approval necessary to take it forward.
Steps to creating a successful event proposal
Understand the client’s objectives
The first step is to have a thorough understanding of the goals and objectives of your client, because this will inform all of your future plans. Book an initial meeting to discuss details such as the location, date, duration, size, budget, and goals of the event. If you are looking to pitch the event within your company, find out the best placed people to consult with.
Write a description of the event
Start with a brief overview of the event, highlighting the purpose, target audience and key benefits of the event. Emphasis any unique selling points or themes of the event. Outline the format of the event, such as a conference, semenair, workshop, and so on.
Give a detailed budget breakdown
To secure approval, the event needs to be properly costed. Be transparent and include every detail such as speaker’s fees, venue hire, catering, technology hire, transportation and logistics, and marketing.
Identify potential revenue streams such as sponsorships, ticket sales, partnerships with local businesses, advertising space, or stands and stalls. Include a note of any event policies such as minimum ticket sales and contingency plans.
Draw up a timeline
Plan out the schedule of the event, breaking it down into time segments for every element, including breaks for refreshments, informal socialising, or networking. In larger events, you may want to include breakout sessions to explore certain topics in more detail within a smaller group of attendees.
If you are inviting keynote speakers, contact them well in advance for the best chance of securing a booking. Remember to have reserve speakers or other plans pencilled in to cover any last minute cancellations.
A well-crafted event proposal demonstrates to your client or employers that you have the drive and competence to plan an event, and have done the necessary research and preparation to make it a success. This gives you the best chance of winning a bid or being awarded the funding to turn your vision into reality.
