When it comes to hosting events, one thing that is generally overlooked by people is an event proposal. A creative and comprehensive proposal is as necessary as any other requirement in event planning. If you are planning to collaborate with corporate clients, the first thing they will ask about is an event proposal.
The term ‘Event Proposal’ is still alien to most people. But don’t worry, this blog will guide you through everything you should be knowing about an event proposal, and how one should write a winning event proposal.
An event proposal is a document that contains all the required information about any event. The event organizers create the event proposal in the beginning stage of the event planning process. An event proposal fulfills many requirements. The event organizer or planner can write a proposal to its clients to pitch in ideas who will be using the platform. Not only this, the event organizers can write an event proposal for sponsorship of the event.
What all should be included in an event proposal?
The entire structure of the event proposal depends on the type of the event and its objective. However, while planning to write the proposal, make sure that it contains the following elements:
- The plan of your event with things like the format of your event, target audience, date of the event, and the objective of your event.
- The proposal includes the reasons they should work with you.
- Other than this, provide a supporting hand to your proposal by adding past events’ data. It will help the other party understand your brand and objectives in detail.
- Don’t forget to include the USP that helps you stand out from the competition.
What are the components of a winning event proposal template?
To make things less challenging for you, here, we have provided a basic event proposal template that can be later modified according to your needs and demands.
Section 1: The Introduction
Add the cover page of your proposal; mention your event’s name.
Along with this, don’t forget to add your contact information, web URL, and your social media profiles.
Section 2: The Outline of Your Event:
Here, in this section, add the event’s time and date. If it is going to be a physical event, don’t forget to include its venue. On the other hand, if it is a virtual event, add the details of the virtual event platform you will be using for the same. One thing we would like to mention is while you pick the solution, make sure you get your hands on the Best Virtual Exhibition Platform to execute your event in the best possible way.
While writing the proposal, make sure you use wise and clear language. Keep it short and crisp. Also, make the proposal compelling; you wouldn’t want the readers to skip the entire document altogether.
The factors that this platform should ideally contain are:
- The details of the previous editions of this event.
- The objective and the entire concept of the event.
- Your target audience, and the number of attendees you are expecting.
- The details of your speakers, guests, and the celebrities who will be present at your event.
- The USP of your event and your brand, mention why your target audience shouldn’t miss out on the event.
- The budget and cost of the event.
Section 3: Your Contact Information and Credentials:
This segment of your proposal should have details of:
- Your company’s name and logo.
- Contact details
- Brief description of the company
- The reason they should join hands with you; in short, the value you will add to them.
- Along with this, add the objective of your event.
Section 4: Introduce Your Target Audience:
Brief the readers about your target audience. Mention which group you are targeting, the reason for targeting it, and other details about it. In addition, mention the numbers. The number of attendees you are expecting and relevant data to support your target. Along with this, don’t forget to add previous editions’ data, if there’s any.
Section 5: Prospective Sponsorship Plans:
In this section of your proposal, including the strategies you will include in your event marketing. Also, don’t hold back from including details of all the plans you are going to take into consideration for the promotion of your event. In short, this section should ideally answer questions like why and how are you planning to attract the maximum audience in your event.
You can make the following strategies a part of your proposal as well as your planning.
- Social Media Marketing
- Paid Media Tools
- Influencer Marketing
- Contests and Announcing Giveaways.
Section 6: Unique Value:
This section would talk about the USP and the advantages of your brand and event over the competition.
If you are hosting the event for the first time, make sure you include the following points as well:
- The venue of your event; you can also add the reason you have chosen it. If it is a hybrid event, include the Hybrid event solution you are choosing.
- The speakers, guests, and dignitaries of the event.
- Supporting partners for the event.
- Your sponsors.
However, if you have already hosted the event previously, make sure you attach pictures and statistics of the events.
Section 7: Sponsorship Details
If you are addressing this to your sponsors, make sure you include all the details you would want your sponsors to know about your event. You can either curate a single sponsorship proposal for multiple sponsors or curate a custom-tailored proposal for one particular sponsor. Choose what matches your convenience.
Mention the following details clearly:
- What will they get in the package?
- Mention your costs of the sponsorship.
- What is the exclusivity of the sponsorship you are offering?
Section 8: Close to Action
In this section, write briefly to your clients to get back to you. Write compelling words and sentences to compel them to get in touch with you fast. Don’t forget to mention the clear deadline. You can also offer lucrative discounts and offers to contact you instantly.
Section 9: Ending
This section is basically the summary of your event proposal. Here, you can revise the objectives of your event and brand. Also, mention your contact details and end the proposal with a positive note; may be advantages of getting aboard with you in brief.
Event proposals are as important as other requirements of your virtual event. A correct proposal will definitely help you meet the objectives; however, the incorrect composition won’t help you in any case. Make sure your proposal is as clear as your thoughts.
