Events proposal template
Event proposal template for corporate and community events
Clients hiring an event planner want to know who books what and who pays for it. This event proposal template sets out four phases from brief to pack down, a timeline counted back from event day and a supplier clause that keeps venue and catering contracts in the client's name.
9 sections, a cover page, 5 priced items (2 optional), AUD with GST, 40% deposit, valid 21 days
Opens the proposal generator with this template chosen. Describe the job and the AI writes it in this section order, or choose Open as is to start from the template's own text and sample prices.
The template, in full
Text in square brackets is what you replace. Prices are the template's sample prices in AUD.
About us
[Your company] plans and runs events from [50 to 500] guests. [Describe the kinds of events you specialise in and the suppliers you work with.]
Understanding your needs
[Client company] is holding [the event] on [date] for about [number] guests and needs one team to own the detail so your people can host. [Add the goals, budget range and anything non-negotiable.]
What success looks like. An event that runs to time, stays inside budget, and leaves guests talking about the content rather than the logistics.
Our approach
We split the work into planning, production and the day itself, and you approve every supplier before anything is booked.
- Plan:
- Brief, budget, run sheet and a shortlist of venues and suppliers within two weeks.
- Book:
- Venue, catering, audio visual, styling and staffing contracted on your behalf and tracked against budget.
- Produce:
- Program, speaker and guest communications, signage and a full rehearsal where the format needs one.
- Deliver:
- On the day management with a lead coordinator and crew, pack down and a post event report.
Deliverables
- Event plan, budget and run sheet
- Venue and supplier contracts
- Guest communications and registration
- On the day coordination team
- Post event report with costs and feedback
Timeline
- Plan approved:
- Week 2
- Suppliers booked:
- Week 5
- Final run sheet:
- Event minus 1 week
- Event day:
- [Date]
Investment
Our fees are listed below. Venue, catering and other supplier costs are passed through at cost and shown on a separate budget you approve.
| Item | Qty | Unit price | Tax | Amount |
|---|---|---|---|---|
| Event planning and managementPlanning, supplier management and budget tracking.1 at $6,500.00, tax 10% | 1 | $6,500.00 | 10% | $6,500.00 |
| On the day coordinationLead coordinator and two crew for the event day.1 day at $2,400.00, tax 10% | 1 day | $2,400.00 | 10% | $2,400.00 |
| Guest communicationsInvitations, registration and reminders.1 at $1,200.00, tax 10% | 1 | $1,200.00 | 10% | $1,200.00 |
| Styling and themingOptionalSuggested: Concept, florals and decor coordination.1 at $1,800.00, tax 10% | 1 | $1,800.00 | 10% | $1,800.00 |
| PhotographerOptionalSuggested: Event photography with edited gallery within one week.1 at $1,500.00, tax 10% | 1 | $1,500.00 | 10% | $1,500.00 |
- Subtotal
- $10,100.00
- GST
- $1,010.00
- Total
- $11,110.00
- Deposit due now
- $4,444.00
- Balance
- $6,666.00
Optional items show their price but stay out of the total until the client ticks them.
Why us
- Events delivered:
- [120+]
- Largest event:
- [800 guests]
- On budget:
- [96%]
Terms
1. Payment. A 40 percent deposit is due on acceptance and secures the start date. The balance is invoiced on completion and payable within 14 days. Work does not begin until the deposit is received.
2. Changes to scope. Changes to the brief, guest numbers or format are costed and agreed in writing before suppliers are updated. Small run sheet changes are included.
3. Cancellation. If the event is cancelled, fees for work completed to date are payable and the deposit is retained. Supplier cancellation charges are passed on at cost.
4. Intellectual property. Ownership of the final deliverables passes to [Client company] on receipt of final payment. [Your company] keeps the right to show the completed work in its portfolio unless asked in writing not to.
5. Supplier costs. Supplier contracts are signed in [Client company]'s name or paid in advance from an approved budget. Supplier deposits and cancellation terms follow each supplier's own conditions.
6. Validity. This proposal is valid for 21 days from the date on the cover. Prices after that date may change with notice.
Next steps and acceptance
To go ahead, sign below or click Accept on the online version. We will send the deposit invoice and confirm the start date within one business day, then book the kickoff call.
Signature: Accepted for [Client company] (name and date).
Signature: For [Your company] (name and date).
Questions people ask
What is priced in the event proposal?
Event planning and management at $6,500, on the day coordination for one day at $2,400 and guest communications at $1,200. Styling and theming at $1,800 and a photographer at $1,500 are optional lines. The sample total with GST is $11,110 and the 40 percent deposit is $4,444.
Why is the deposit 40 percent?
Planners commit hours and supplier holds long before the event, so the template asks for more than a typical service proposal. The payment clause secures the start date with the deposit and invoices the balance on completion. Change the percent in the Pricing panel if your business uses a staged schedule.
How are supplier costs treated?
Separately from your fee. The supplier costs clause says contracts are signed in the client's name or paid in advance from an approved budget, and supplier deposits and cancellation terms follow each supplier's own conditions. Your table only prices your own work, which keeps the margin out of view.
What if the event is cancelled?
The cancellation clause makes fees for work completed to date payable and keeps the deposit. Supplier cancellation charges are passed on at cost. Small run sheet changes are included, while changes to the brief, guest numbers or format are costed and agreed in writing before suppliers are updated.
What does the client receive after the event?
A post event report with costs and feedback, listed in the deliverables beside the event plan and run sheet, venue and supplier contracts, guest communications with registration and the coordination team on the day. Keep or cut each line to fit how you actually run events.