THE DRAFT EVENT PROPOSAL GUIDE

EVENT PROPOSAL

-For: [Client's Name / Company Name]

-Prepared By: [Your Name and Position/Name of Event Company]
-Date: [Proposal Date]

EXECUTIVE SUMMARY OF THE PROPOSAL

1. BRIEF OVERVIEW OF THE EVENT

Provide a brief overview of the event, its purpose, and how it aligns with the client's
goals or objectives.

2. INTRODUCTION OF YOUR COMPANY

Short description of your company, experience, and why you are the best fit for planning
this event.

3. EVENT DETAILS
Event Name: [Proposed name/title of the event]
Event Type: [e.g., Conference, Seminar, Workshop, Gala, Wedding, etc.]
Event Date and Time: [Proposed or client-given dates]
Venue: [2 options of Proposed venue with address and features}]
Number of Guests: [Expected count]

4. EVENT CONCEPT
Theme and Styles: Describe the proposed:
a. Theme,
b. Color motif,
c. Ambiance, styles and special features.
…May add pictures for visualization.

5. PROPOSED SERVICES

5.1. Venue Booking and Logistics:

1. Description of the chosen venue and facilities with pictures.
2. Floor Plan/Layout
3. Decoration and Setup: What will the decor be like?
4. Themes, color schemes, etc.
May add pictures for visualization

5.2. Catering and Menu Selection:

1. Discuss proposed caterers, menu options, etc.
2. (May add pictures for visualization.)
5.3. Entertainment and Activities: Details on planned entertainment or activities (if
applicable).
5.4. Technology and AV Setup: Discuss proposed audio visual set up, name the
supplier/provider and details of technological solutions, like software, projectors,
microphones, virtual solutions, event marketing tools, etc. Highlight the modern tools
and platforms you can use to enhance the event experience. (if applicable).

5.5. Guest Management and Registration: How will guests be managed, RSVPs,
seating arrangements, etc.?

5.6. Security and Safety Measures: Prepare a list of possible risks, and discrepancies
and their respective corrective actions. Detail on how guests will be kept safe.
5.7. Event Program Flow: Proposed sequence of program/activities.

6. BUDGET OVERVIEW

ITEM SUPPLIER/PROVIDER COST

TOTAL COST ____________________

From the Total Cost, add:

1. amount for required government tax (12% VAT)
2. amount for contingency fund of 10%
3. 10% for your service fee
4. THEN get the over-all amount of Cost for presentation to client

7. EVENT POLICIES

7.1. Minimum Headcount Guarantee: No. of guest

7.2. Booking Time Limit:
7.3. Cancellation Policy:
7.4. Damage or Rental Policies:
7.4.1. Payment Terms and Conditions

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IMPORTANT REMINDER:
1. Have an company name
2. Prepare letter to client to propose managing the event:
3. Prepare itinerary when needed
4. Prepare program
5. Make a summary of the cost

FROM THE TOTAL COST, ADD:

1. amount for required government tax (12% VAT)
2. amount for contingency fund of 10%
3. 10% for your service fee
4. THEN get the over-all amount of Cost for presentation to client

TYPES OF EVENTS:

1. LIFECYCLE & MILESTONES:

Events like birthdays, marriage anniversaries, death ceremony, etc

2. SOCIAL EVENTS:
These are events that bring people together for socializing, such as parties, weddings,
and dinners and others.

3. CORPORATE EVENTS:
These are events organized by businesses or organizations for a variety of purposes,
such as conferences, trade shows or exhibit or expositions, and product launches.

4. COMPANY EVENT:
Christmas party, awarding/ recognition ceremony, teambuilding

5. FUNDRAISING EVENTS:
These are events that are organized to raise money for a particular cause or charity,
such as auctions, galas, and charity runs/fun run

6. EDUCATIONAL EVENTS:
These are events that are designed to educate or inform people about a particular topic
or subject, such as lectures, workshops, and seminars.

7. CULTURAL EVENTS:
These are events that celebrate and showcase a particular culture or tradition, such as
festivals, parades, and concerts and any other entertainment event