Event proposals can be useful for the people hosting the event as well as for the groups that may rent their property for events. Basic but comprehensive forms will help in the planning and execution of anything from a party to a conference while providing a clear-cut agreement for everyone to follow.
Editable Event Proposal
This is a customizable proposal, so you can edit it as needed. Use it as a starting point and add or delete what makes sense for your project. To work with the printable, click on the link. It will open in a separate tab, and from there you can edit, download and print. If you need help working with Adobe reader, you can troubleshoot using this guide.
Reasons You Need an Event Proposal
Putting on an event takes a lot of effort, volunteers, money and thought. Taking the time to understand and articulate your needs will help make an event successful and far less stressful. Consider using an event proposal if any of the following is true:
- If your organization rents out meeting rooms, party areas, or other spaces, you need an event proposal from the groups who want to use your facilities. When renting space, you incur liabilities, so you should understand what you are getting yourself into.
- If you are renting space from a group, you have to tell them what it is you will do. An event proposal can help you focus on the details and start you thinking about a timeline, supplies, and everything else that goes into planning.
- Event proposals get both sides talking about how things will work and who will be responsible for aspects of the event. For example, sometimes the organization requires a deposit or payment up front, or the renter doesn't realize they have to find chairs or clean up, so it's best to know these things at the start.
- Remember a proposal is not a contract. A proposal contains an overview of the event while a contract is a binding document with more detail (How much is the deposit? Who does the cleaning?)
Events Requiring a Proposal
Whether you are going to work with a small event or a mega gathering, you should prepare a proposal. Examples of events that would benefit from a proposal include:
- Craft or specialty shows are always popular, but they are enormous undertakings to plan and run.
- Conferences can focus on business, school, sports, religious groups, nonprofits; the list is endless. A conference usually has speakers, workshops and vendors.
- Weddings, family gatherings, reunions and celebrations all require a year or more of planning, and an event proposal is a requirement for just about any rental space.
- Fundraisers can range from pie auctions to formal dances, but all of them need a proposal.
What to Include
An event proposal needs to be complete, clear, and concise and should pack a lot of good information into a few pages. Your proposal should include:
- Contact information -This includes address, phone, email and the website of the proposal writer/organization, and the name and phone number of a dependable contact person.
- Use - What kind of event is the space suitable for?
- The Audience - Who will be attending? How many?
- Vendors - They need space, tables, chairs, outlets, Wi-Fi, and so on. If you are renting a space, you need to know if the vendors will be happy.
- Food - Are there stoves, refrigerators, or other appliances for food preparation? Are you allowed to bring in food, or do you have to purchase it?
- Alcohol and Beverages - Will you serve alcohol? If not, consider that some places limit the types of soda or brands you can serve. Make sure to find out about any necessary regulations you must follow.
- Entertainment - Since this may be anything from singing, dancing, skits, to magic or more, it's best to know what you can do (or what you will allow.) Safety regulations may limit the types of entertainment allowed.
- Needs - If you need things like chairs, tables, tablecloths or electronic equipment like a microphone, projector, etc., then you must indicate that. You don't want to be caught without enough seating, or have your audience unable to hear a speaker.
- Overview of Event - Don't describe activities minute by minute, but the reader should be able to envision how the event will proceed.
- Budget - A basic budget may not be required for the proposal, but it will help to keep you on track. If you are submitting the proposal, you can cut and paste the budget to another document.
A Successful Event
Completing an event proposal will help get things underway, and let you organize your thoughts, timeline, personnel, and other aspects of the event. Planning on paper is just the start of a successful project, but the more you plan ahead, the less you will worry on the big day.