Event industry has spread its wings exceedingly and grown exponentially in the last couple of decades. From larger-than-life events to small-scale occasions, everyone is happy to hire an established agency with industry experience under their belt. Being a service-based industry, the companies need to stay on top of their game to convert prospective clients into a strong client base.
As a top event planner, it also becomes very important to know how to create the perfect event proposal. In this blog, we list down seven important points that will help you in creating the perfect plan for every event you pitch for.
How it all begins:
The first step in writing your event proposal is sticking to your strengths. As an event planner, many a times there will be a situation where the client is completely unaware about how they want the event to be executed.
Using the expertise and experience to your advantage, you need to draft a plan that covers all the pointers that are mentioned in the client’s agenda. Jot down all your strengths and ensure that they are a part of your presentation.
1. Client meetings:
You may have worked on umpteen numbers of similar briefs, but a client call is the first thing you must focus in order to get down into the nitty-gritty of the brief. With your detailed study and in-depth research, make sure you cover the minutest of details you are willing to get from the client.
Listen to them properly and ensure that you list all the information that they share while discussing the brief. Doing that will help you in sticking to the brief and weave a plan that revolves around their purpose of the event.
A strong focus should also be on how your proposal stands different from the rest as there are multiple agencies pitching for one brief. Let your company name and contact information be on the cover page and make your proposal brief client-oriented. Also, keep in the mind the nature of the client and their working lifestyle while creating your proposal.
2. Structure your client’s expectations
Your title plays a very vital role in deciding the flow of your event proposal. Keeping it related to the brief ensures that you have understood the expectation of the client and given yourself an extra edge over your competitors.
After collating all the information that was given by the client, structure it to design a creative story, conveying the same meaning. Back it up with strong pictures or videos from the past that match with the brief of the client.
Right from pre-function areas to stage designs to creative styling, make sure you give a little extra of what the client wants without overdoing it.
3. Market yourself as an event planner
This is very important, especially if you are pitching to a client for the very first time. A brief summary of your company helps the client in understanding the type of work you have been doing in the industry. Put in your best work, including your expertise and experiences you created for the attendees. Keeping it informative and engaging at the same time is key to holding the client’s attention.
Even if you are a newbie in the industry, don’t shy from putting the associations you have been a part of at your earlier events. After all, it’s not the quantity but the quality of work complimented with the wow factor that makes all the difference.
4. Detail your services
Once you have made an impactful start with your creative presentation, the next process involves all the services that you can offer during the event. Here, as a planner, it’s very vital to segregate every section as per its scope of work. For a big function like a royal wedding or an annual business meet, make sure you headline each section and then detail out the factors that will be a part of it. In any case, your client should be aware of all the happenings at the event and how they are executed.
5. Elaborate what you offer
A detailed 2- to 3-liner description for all the services you offer is like a synopsis of the utility of every service at the event. It usually has a sub-heading and the description talking about the same. It is very important to mention the cost of every small element, as combining them will help you derive the final cost of the event.
6. What’s the budget?
It is a very natural phenomena that a client wishes to get the best of the services in the budget they propose. After giving them a virtual tour of what their event will look like, make sure you add a slide that has the detailed costing.
Once all the costing has been done, the last column of the same slide can be a sum of the costing of the entire event. Leave scope for discounts or negotiations in the final costing to gain an upper edge over your competitors.
7. Mention your policies
Any industry runs by certain rules and policies. Make sure you mention them in your presentation too. These policies include limited-time offers (the costing you provide for this presentation), cancellation policies (in case the event has to be called out), rental or damage policies, payment due dates, etc.
In the end, make a note to thank the client for giving you the opportunity to present your proposal and follow it up with your information and contact details.