Secret Sauce to Writing an Effective Event Planning Proposal
by Ray Parker
on Nov 13, 2017 at 5:16 AM
Successful event planning is all about delivering value in terms of time and monetary investment. Organizing a big event is not about seating arrangement, venue, and sponsorship. Successful event planning is all about delivering value in terms of time and monetary investment. Organizing a big event is not about seating arrangement, venue, and sponsorship.
The event-planning proposal is a concise proposal that highlights the event and services you are going to offer. There are a number of reasons to write an event-planning proposal. Let’s have a brief overview of why you should write an event planning proposal.
Why You Should Write Event Planning Proposal
- Opportunity to Sell
The primary purpose of writing an event plan proposal is the opportunity to sell your ideas, vision, skills, and business. The more you customize your event-planning proposal, the better you will sell your business and close the deal successfully.
- Increase Awareness
Creating awareness is the key aspect of any event. What benefits the stakeholders will avail and how your event will help them to set apart from competitors are the key objectives of writing a proposal.
- Set Everyone on the Same Page
The purpose of event planning proposal is to set everyone on the same page. For instance, the prospects, the organizers, the attendees and sponsors should have the same objective and vision in mind.
How to Write an Event Planning Proposal
Even if you have not written an event proposal in the past, you can still manage to send the top-notch proposal to your clients. It is more about presenting your company and services customized to the needs of the client.
No matter, what are your objectives as an event planner, writing a top-notch proposal means the first step to your success.
Here are some of the tips to write well-crafted event proposal that would win the client and close the deal successfully.
Have a look at them.
Meet Your Client Upfront
The first step, before writing an event plan proposal is to meet up with your client. Discuss what they think of this event, the number of guests and the goals to achieve. Moreover, the date, desired location and time should also be part of your meeting. Take the notes regarding the client’s requirement what theme to choose, catering, colors and ambiance, and overall aesthetics of the event.
Getting Started on Event Proposal Writing
After having an initial meeting with the client, you may have an idea of what the client expects. Now it is time to sit beside your laptop and think of what to include in your event-planning proposal.
Make sure to prepare a proposal with the client in mind. However, don’t include everything that you have discussed with your client during the meeting. Simply, set the price of your services to deliver exactly what they described.
Event planning is more than just offering services, which includes personal touch and creative approach to make it memorable. The more memorable your event goes, the better the chances of generating new customers for your business.
The proposal should have a tone and style that reflects your brand and your business. Portray your event idea in a way that it becomes clear to your client that you are addressing their thoughts, hopes, and concerns. Conveying everything that addresses the client’s need will make a key difference in winning the client.
Summarize the Client’s Needs
When preparing an event-planning proposal, make sure to summarize the client’s needs in the event description. This would catch the eyes of the client instantly and reassure them that you understand the needs.
The information you have gathered during the meeting tells all about the entertainment and refreshment options, available facilities, venue and much more. Moreover, it is a good idea to propose some suggestions to the client on your behalf. Don’t push it too much, but present it as an alternative. These options may increase the price, which might help you bring more money.
Including the picture of venue will help clients know what they are going to avail and gives you better chances of being hired. Sending a word document with simple text will not grab the attention and would likely lose the client.
Show Your Past Experience
When writing an event proposal, make sure to include a summary of your experience. It will give an idea to the client about how long you have been in the business and what services to expect.
Include some of the clients’ testimonials and the clients work with a brief description. In case, you have no experience, including some work from your internship, volunteer work or project management.
Services Offered
After explaining the above points, you should include the information about the services offered. If the event is a huge one, you must divide each section with an appropriate heading indicating what you can offer in each function.
If you are arranging for a small event, you can make use of bullet points, including the list of duties, location, time and venue. Moreover, attaching photos of similar events in the past will help the client get a clear picture of what you can offer and what they can expect.
Cost
Event planning proposal is incomplete without showing the cost of services you offer. After describing the details of what will be included in your event, now it is time to summarize in detail the cost of each item or services.
For instance, the client would like to know the cost of coffee and refreshments served during the event. Moreover, as a compliment, you can also offer a discount on the computed cost in order to make the client take action.
Important Details
At the end of event proposal, you can include some important details such as event policies. For instance, what will be the maximum time for the event, how many people are supposed to come, cancellation policy, payment due date and damage policy.
Including these details at the end of the event, the proposal will help you avoid any discrepancies in future.
Conclusion
Making an event successful is challenging, but not impossible. You can make your event successful through proper planning and a well-crafted event proposal. Relying on event proposal available online will help, you save time, but will miss some important action items that would support you to close the deal.
Ray Parker
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