How to Create an Event Proposal Template?

The proposal template is the most important part of any event planning. It helps you to create a clear picture of your event goals and objectives, as well as the benefits to be gained from hosting it. This is why there are so many companies that provide free sample templates online, which can be downloaded into MS Word or Google Docs to make it easier for you to write your own proposal.

Executive Summary

In the executive summary, you should summarize the purpose of your event and include a list of key objectives, benefits, and attendees. It’s also important to include a list of sponsors if you’re looking for funding or sponsorship opportunities.

For example:

  • The purpose of this event is to raise awareness around our fundraising campaign. We want attendees to understand how they can get involved in our cause by attending this event.
  • The key objectives are raising awareness around our cause or introducing new ideas about how people can support us financially (or in other ways).

Event Goal and Objectives

Once you have determined your event goals and objectives, it’s time to put them into your proposal template. The way you word these sections will be very important as they are often what will be used as justification for funding. Your event goal should be specific and measurable, such as “attendees will increase their knowledge of the topic by 20%” or “we will reach 100 new attendees in this region.”

Your objectives should also be specific and measurable so that it is clear what results you expect from the event. For example, an objective might read like this: “We expect 50% of attendees will leave having signed up for our newsletter, increased membership in our organization or become a volunteer at future events.”

Event Description

The event description is the most important part of your proposal. It’s where you can really show off your creativity and writing skills, so make sure to put some thought into it!

The first thing to include in your event description is the date, time and place of the event. You can also include other details like how long it will last (if relevant), who’s invited, etc. Then move onto a more detailed description of what will happen at this particular event–who will be speaking? What activities are planned? Are there any sponsors or vendors involved?

You should also mention any other pertinent information about your venue that may not be obvious from its name alone: Is there parking available nearby? Are there restrooms available inside or nearby? Is there food service available on site (or nearby)? Do you need any special equipment set up beforehand (e.g., microphones).

Event Activities, Programs, or Agenda

Next, you will need to describe the event activities, programs or agenda. This section is pretty straightforward and can be done in a few ways. You can include a detailed description of each activity (or program or agenda item), or if your proposal is quite lengthy already then it may be better to just list out all the activities with short descriptions.

Another option would be to provide a detailed description of each workshop/session that will take place at your event.

Schedule of the Event

You can use a table to list the event schedule. The first column should be for the event date, followed by columns for event time, location and description. You can also add a contact information section at the bottom if you want to include it in your proposal template.

Target Audience Profile

Define your target audience. The first step in creating an event proposal is to define who you want to attend the event. This should be done through demographics and psychographics, as well as motivation for attending the event.

  • Demographics: The group of people who fit into certain categories like age, gender, race/ethnicity, etc., but not necessarily their personality traits or interests
  • Psychographics: The psychological profile of individuals (or groups) based on their values, attitudes, and lifestyles

Marketing and Promotional Plans

Marketing and promotion are key to the success of your event. You want to make sure that people know about your event, so you can get as many attendees as possible. There are a number of different ways that you can market your event:

  • Use social media platforms like Twitter, Facebook, and Instagram to spread the word about what’s happening at your venue or city.
  • Put up posters announcing the date, time, and location of an upcoming event. If it’s going to be held outdoors (e.g., on a beach), put up signs along major roads leading up to where it’s being held so people know exactly where they’re headed when they arrive at this location!
  • Create an email newsletter with updates about upcoming events happening in town — this will keep people subscribed so they don’t miss anything important!

Budget Plan

A budget plan is an important part of the event proposal template. It should include all the costs of your event, including venue rental fees, food and beverages (if you’re not providing them yourself), entertainment expenses, travel costs and any other expenses that might come up during or after your event. The more detailed and realistic your budget plan is, the better chance you’ll have at securing funding from potential sponsors or partners.

The best way to make sure your event proposal template includes a clear and detailed budget plan is by creating one before submitting it for review by potential sponsors or partners. You can do this by breaking down each category into smaller chunks so they’re easier to understand–for example: if you have $5K allocated for food at an outdoor festival where there’s no kitchen available on site; then divide this into three parts: $1K for hot dogs/burgers from vendors; $2K worth of sandwiches made by volunteers who are friends with someone who works at Whole Foods (they’ll make sure their staff gets paid); $2K worth of pizza delivered from local restaurants like Angelina’s Pizzeria & Barbershop ($1 per slice).

Contacts of the Project Team

The following section should contain the name and contact information of the project team members or event committee members if there is one. If you are not a member of the project team or event committee, you can still provide your name and contact information.

You Can Use a Sample Proposal Template that Can Be Downloaded Online

You can create an event proposal template in no time with the help of a sample proposal template that can be downloaded online for free. You just need to download and customize it according to your needs, which will help you save a lot of time and money.

It is important that you have a well-written proposal template because it gives an overview of what your company does and how it helps potential clients with their events, conferences or meetings. It also shows them how much experience you have in this field and why they should choose you over others.

Therefore, before starting work on creating an event proposal template, make sure that all sections are well-defined so that any potential client can understand what he/she will get once he hires the services offered by your company


If you have decided to create your own event proposal template, then we hope that this article has helped you get started. The first step is always the hardest one and we believe that by following these tips, you will be able to create a sample proposal template in no time at all. Remember that it doesn’t matter how much money or time you invest into creating the perfect proposal–what matters most is making sure that it reaches its intended audience!

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