3 Secrets for writing great event management proposals

There’s a lot of similarity that is utilized in a wedding planner or event planner proposal to say a web design or even an IT consulting proposals. What we are hoping to do is provide an insight into how to structure your event proposal and also include items that will grab the attention of your prospects.

We also hope to assist you with some ideas and best practices to help you become more successful and win more event management clients.

Planning an event takes a lot of skill and, even more,  a lot of attention to detail and scheduling. It requires the ability to understand many different moving parts. Some say it’s like a “bowl of jelly” where it’s constantly moving and changing form. That’s why the world has planning professionals – people who can create order from chaos and produce incredible results on short deadlines.

Customers typically don’t know exactly what they want and they need to find the right company with the right vision to assist them with their event. Whether it’s a wedding, reunion, retirement party or corporate getaway, event companies need to offer expert advice on everything from venue, to decor, to food.

Secret #1 – Get it right the first time

The best proposals, regardless of what industry, follows a similar structure:

  • Cover Page
  • Credentials & Testimonials
  • Summary of Client Needs
  • Services Offered
  • Pricing

For event management proposals, it’s important to include details about the specific event, such as the location or venue, amenities, entertainment provided and detailed schedules.

When writing a proposal, it’s important to gather as much information as possible.

Secret #2 – Stand out from the crowd

Most likely, you aren’t the only kid on the block bidding for the job, so it’s important to include your logo and contact information immediately on the cover page. The proposal title is extremely important, especially if you are proposing for a specific company or person or event. Using a title such as “John Smith’s Beach Retirement Party” vs “Retirement Party” shows a much more exciting proposal and catches the reader’s eye immediately.

Secret #3 – Give them more than they asked for:

Some clients may request more than one venue or destination based on their needs. It’s important to include those destinations separately in order to see which they are leaning towards. It’s a good idea to include about 3 venues that your clients can choose from. Add images, video or venue information that the customer can interact with.

For example, send a customer two destinations – a local hotel and maybe a restaurant. This way it will be easier to see which one appeals to them the most. Also, giving options means that you are not pushing something that really doesn’t interest them.

 

Within each of these sections, add video or images of the event location showing them exactly what they will get. Since you know most of your competition will be sending the boring Word doc, or PDF, get creative! Use a web-based proposal tool that lets you include any type of media you can dream up.

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