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Event proposal template

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Event proposal template

Here is a free to use event proposal template suitable for company events with included sample texts that you can use and edit to fit your company. In relation to a PDF or word template it is editable online and there is no need to download anything. 

Click here to get to your proposal

Event proposal template
Event proposal template

This proposal is in comparison to a PDF or word document based on an interactive webpage that is fully responsive and interactive. It will look good on any device and your customer will be able to click and choose extra packages. 

Looking for other types of event related proposal templates?

Wedding photography proposal template


Here is a proposal template for wedding photography. It includes useful example texts with payment and cancellation terms. 

Our wedding photography proposal template is very popular. It has sample texts including cancellation policies that will help you make deals safer. With the cover and iframe blocks you can easily show your prospects previous works to really stand out amongst the competition. 

Click here to get your free proposal template for wedding photography

What to include in an event proposal


In the intro you want to circle back to what you spoke about with your client. Use some of your customers' words in the introduction to show that you really listen to their needs. 

Here are example texts of personal messages you can put on your proposals.

Background and Scope

Start by summarizing the background of the project. Again: use your client words. This section is used to really show that you know what the client wants and that you can deliver. It is also a great check to make sure that there has been no misunderstandings. 

The background summary gives a detailed description of the scope of the event. Outline what parts you are responsible for and what the client will be responsible for. Use bullet points to make it easy for your client to see that you have included all of their needs.

Finnish this section with the pricing. 


Do you have any extra services you can offer your client? Add them here. In the proposal template above you can see examples of extra services your client can click an ad directly on your proposal. This interactivity is a great way to get the client involved in the scope of the project and to increase your average order value.

Terms and conditions

In this section you can add terms and conditions. If you have a lot of fine print you can upload it as a PDF or word attachment or you can just include a text block that highlights your most important terms. For event proposals it is important to include cancellation policies and how payment will be made. Is there for example any deposits? When and how will payment be made? Make this crystal clear. 

About you and client testimonials

After having written everything that has to do with the event, the delivery and how business with you is conducted (terms) it is time to highlight some unique selling points. Have you done other successful events? It can be a good idea to showcase them here. Have a testimonial from a happy client? Show that here. Try to answer the question: why should they buy from you? Push on experience, track record and your core values. 

Next step and call to action

In this event proposal template you will find the accept and decline button at the bottom of the proposal. This makes sure your client has the opportunity to read all of the information you provided before they make their decision. If you want to guide your client more you can have a next step section right above the call to action button. This can for example be 3 steps that outlines what will happen after they hit accept. 

How to write winning proposals. 

There is a logic to how you should write a proposal. We at Docspo have analysed over 50 000 accepted documents to really get to the bottom on how to structure a winning proposal. But in essence it's all about putting yourself in your client's shoes. 

Let's imagine you are in the store and looking at sweaters. First you see the sweater from far away and think it looks good. The next step you will do is to check the price tag. Because there is a limit here. Sure you have a need to buy the sweater (that's why you are in the store) secondly, you start looking more closely at the one that caught your eye (does it match your needs?) and thirdly you look at the price (does it suit my budget).

Let's be honest  it will take a while before you care about the company that makes them, that they have been in business for x number of years or how they pride themselves with certain USPs. Those parts are only relevant if all other things match with an alternative solution. Then you go deeper into why you prefer brand X over brand Y etc. 

Your customers are going to go through the exact same process so do not clutter your proposal with information your client won't seek.

They have a need. That's why they have contacted you to get an estimate. The next step is to describe the project (is the sweater nice), does your solution suit the client needs. Try in this section to reuse words your client has said to you. If they are doing a “20 year anniversary event” write that, don’t just write “event” or “company event”. 

On the note of needs. One of the strongest functions in Docspo is the ability to send proposals with clickable packages. Besides providing you with an upselling opportunity it is a way for your client to tailor the package to fit their needs. You make them feel in charge and emotionally invest in the project while your competitors send out stale offerings. 

Next is pricing. Have you tried to understand what budget they have? Have you asked if they have any alternatives that they are benchmarking against? If so, try to tailor the project to match those criterias. 

After you have done the first three steps you can add about your company and more “soft values. These will only be differentiating factors if everything otherwise is the same.

Looking for other templates? Check out our template gallery 

Oskar Andersson