Event management proposal template

An event management proposal template that wins business

If you want to win more Event Management projects, you need a winning template... And Nusii can help.

If you work in event management then you know what clients are looking for... uniquely stunning events that run perfectly every time. Whether it is festivals, conferences, ceremonies, weddings, parties, concerts, or corporate functions, they need to run like clockwork but how do you show you can execute before the event planning has even started?

With a compelling proposal that says “I’ve done this before and I understand your needs”.

Your event management proposal needs to sell value from the moment it is opened. It should show your client that it’s worth hiring you over anybody else.

One way to increase your chances is to personalize the proposal. That’s why we always recommend customizing your template to your client. Luckily for you, Nusii makes this easy to do. You can create and add custom content on the fly. Upload videos, add images, tables you name it... Your proposal can be as unique as the event management it is selling. So why not send that next proposal with our powerful online proposal templates.

How to create a Event Management Proposal from a template

Events are easy to dream up but notoriously hard to execute. Unless your client happens to be an event-related business, it will be no surprise that they need a helping hand. That might be as a one-off gig to help them organise a conference or perhaps on an ongoing basis to coordinate team-building events, for example. Whatever type of event you are managing, you’ll need a solid event-specific proposal template.

As you’ve seen we have one ready for you but we strongly recommend you customize it to your needs but, even more importantly, to the needs of your client. A personalized proposal template is far more likely to win a project than a copy-paste email.

All of which brings us to the question – how do you edit and customize the proposal template so that you win the proposal. Well, we guarantee you’ll win every time but we can radically increase your chances. Read on for our 7 best tips on how to edit the template to tilt the odds in your favor.

1. Cover & title

Every good proposal has a cover image and title and, believe it or not, some people fall at the very first handle. The key to a good cover image is not seeking to overcomplicate it. A simple or even abstract graphic is completely fine. If you are struggling to choose one ask yourself these questions:

• Does the image reflect you?
• Does it reflect your proposal?
• Does it fit this particular client?

If the answers are yes, you are probably good to go.

You’ll also need to choose a title. This should be descriptive and shouldn’t be difficult to understand or create any doubts. So, for example, if you’re writing an Event Production Proposal then that can be your title right there. Don’t forget to check that it’s easy to read on the background image you chose earlier.

2. Problem & goals

Before you even start editing a proposal template you should have conducted a client interview. You might even have done more than one. The important thing is that you’ve captured the real reasons the client needs an event management proposal. You’ve understood what their business situation is and what their needs are.

This part of the proposal will highlight the fact you understand your client. You’ll state their needs as a set of problems. This might be, for example, that they lack internal resources to run events of more than 100 people.

Once you’ve stated the client problems, you need to state your goals too. If you have correctly identified the problems, the goals will be easy because they will match back precisely. Let’s look at a practical example.

We hypothesized that the client is unable to manage events of over 100 people. Your goal will be to provide a fully managed end to end events solution for large gatherings. Notice how the goal is to solve the client problem.

3. Proposed solution

By now the client should be clear that you understand what they have been struggling with and that you understand what to do. The scene is set for you to propose your solution. As we mentioned before, you should already have had an exploratory conversation and should be aiming to provide solutions that the client is expecting. This is not the place to launch a curveball.

Instead tell the client what they would like to hear. Talk to them in a clear and professional manner. Reassure them that you know exactly what you’re doing, that your processes are on point and that you have experience with similar projects. If you have a case study related to the same event type, this is a great place to mention it and build confidence.

Remember that although you want to win the proposal, placing too much emphasis on sales is usually not beneficial. The proposal itself is a sales document so there’s no need to go hard on the sales talk. Far better to exude confidence and let your expertise do the talking.

4. Scope

Once you’ve made your proposal, take some time to define the scope. This is important to make sure that expectations are aligned from the outset.

There are usually various parties involved so it should be clear where responsibilities lie. Make sure to cover the venue, third party suppliers, the client themselves as well as your own team’s responsibilities.

One way to think about this is to divide the event in 6 parts: event infrastructure, audience, attendees, organizers, venue, and media. Of course, if the event involves entertainment, catering or other additional features, you’ll need to scope this out too.

5. Benefits

Now that the scope is clear you can present the client with the benefits of working with you. This will prime them to receive the pricing which comes next.

Your aim here is to highlight the value you will bring so don’t just limit the benefit to the obvious. Try to tease out the added value you and your team bring. For example let’s say the benefit is related to outsourcing the running of the event, saving the client time and effort. You might want to highlight that choosing someone with your expertise will give your client peace of mind that the event will run smoothly or that it will enable a more sophisticated event

In general your benefits should match back to your stated goals. Don’t introduce completely new benefits. Instead keep the flow of the document coherent and align the goals with the benefits.

6. Pricing

Getting the pricing right is essential to keeping healthy margins. A lot of agencies have problems with finding a balance between what you’re worth and what the client is willing to pay. The main problem here is that the budget on the client side might not be clear to you. Worse still, the stated budget might not be the actual budget. How far will it stretch?

This is a genuine concern and our tip here is to structure the pricing in such a way that you circumvent the issue altogether. Focus on creating packages. The “full” package will include everything you believe you need to offer to provide an outstanding service. Price it according to your worth and don’t worry about the total being too high.

What you’ll do next is to create a lower valued package. This might have some services removed or a tighter scope. What you’re doing here is creating an option at a lower price point so the client can still close with you even if the full package is beyond their budget.

In this way you are putting the power back in the client’s hands and letting them choose what to pick. At the same time you aren’t devaluing your services just to win a project.

7. Timeline and cta

All events need a timeline no matter how simple they are. You’ll need to detail this so each phase of the event preparation and execution is accounted for. Make sure you leave yourself enough buffer to cover unexpected situations.

Finally, you need to provide a call to action. The absolute best one is an e-signature. It gets the deal agreed there and then. Plus, clients love to e-sign! If you are using Nusii proposal software, this is built into the tool so you can get the client to accept your proposal very easily.