When organizations and companies look for an event company, they often release a Request for Proposal (RFP) which is a formal document. This document contains the general description or the plan showing the essential needs and requirements for the event. Putting forward an event proposal is an important part of your job. It shows a plan on how your company will meet the needs of your client and also represents why you are best for the job and makes you different from your competitors.
If you have been in the industry for a long time, you must know that there is a lot of competition already. It is only your USP that is your unique skills talent in the proposal which justifies that you are the best choice for them to hire you. Various event professionals suggest that allocating different parts of the proposal to different teammates is a better option as they too get to know what their strengths are.
Creating successful event proposals is an important and helpful way to build the event business and achieve success in the event industry. When you jot down the requirements which your clients give you, you have to keep two major things in your mind and those are to break down every component of the respective event and price them separately. Never charge your client for one total fee. Now if you are still wondering how to write an event planning proposal, then follow these 5 simple steps which are common in any form of the proposal that you need to make.
1. Event Overview:
In an organized and professional way, an overview of the event is necessary to provide as it shows that you understand the requirements for the event. Apart from that you too can offer few suggestions based on the conversation or your meeting with the client. It is also important not to give excessive suggestions and throw away your best ideas. All you need to do is get the attention and show that you understood their needs for the events.
2. Outlining your event experience:
Outline your event experience in a nutshell. Add appropriate pictures and describe an organizational chart of your teams. By adding this in your proposal, it will be easy for you to show your client the experience that your hold and also your area of expertise. If you are new to event planning and don't have much experience yet, you could show the training you have got in your event training and also the internships or volunteer experience that you have.
3. Showcasing your services:
This is where you should boast your services and offerings that you are expertise in. But that does not mean that you have to work like a donkey. You must also include your business hours that you are available for consultations. This proposal is your sales document, so you have to reinforce your strengths even if you don't like to boast. Also, you have to address any reservations to your client which they might have about hiring you and not your competitor. If your rival company is a bigger company, then all you have to do is highlight your areas of expertise and exhibit how you will solve the client's problems.
4. Present the Event Budget:
The crux of the proposal is to make it essential to accomplish the event. Before adding values to each element of your event proposal, pinpoint each and every part of the event that acquires a cost. The budget of your event helps to describe the situation in a particular way by outlining cost estimates, miscellaneous expenses, contingency fund, and at the end, the actual costs of each event element.
5. Finishing Touches:
Before you submit your event proposal, recheck your document by reviewing the proposal and ensure that it concludes the needs and demands of the client's Request for Proposal. Proofread the document multiple times and ask someone else also to proofread the document, as to know that the document is proper and has no spelling and grammatical errors. The document has to be logical and helps to address your client's concerns. Once your proposal is ready, you are ready to go ahead by obviously mailing it to them.
In conclusion, by just these 5 simple steps, you can add and delete a number of details that you need to include depending on the size of the event.