Hello Guys! Welcome to the 24Rentz Academy. Today’s topic is “Six Important Parts of An Event Planning Proposal”
This topic is very crucial for an event planner because you have to do this, almost everyday and everytime you have a client. Event planning is all about pitching and proposing, so you want to do this and do it well.
However, I believe that by this juncture you must have asked the necessary questions. These questions include
- Client’s Preferences
- Event Location
- Ideas
- Minimum and Maximum Budget
- Minimum and Maximum Attendees
- How far the client has gone
- Demographic of people attending the event
- Proposed Date of the event
It is based on the information obtained in these questions that you can develop a proposal. Read our article on this topic and learn how to ask the right questions.
So, back to the topic of the day.
Six Important Parts of an Event Planning Proposal
- Review of their Needs
- Your Portfolio
- Recommended Services
- Costs of Services
- Budget Range
- Policies
Having listed six Important Parts of an event planning proposal, I’d explain them in detail.
1. Review of Client’s Needs
Having spoken with a client and understood everything he/she wants, it’s up to you to pick out the important parts and review them.
You give recommendations based on their needs of how the event can be better. Be careful not to overwhelm them with information or you would lose them. Just tell them how you plan to execute their event based on their needs with little extra details of how you can make it better.
A lot of planners misuse this part of their proposal. They over advise the client and at the end of the day, the client postpones the event. This is very wrong.
Always give advice based on their needs and be careful not to make them look stupid. Also consider their budget when giving advice.
2. Your Portfolio
Like we said in our previous lecture, always have a niche. Don’t be a jack of all trade. It sucks.
When writing your previous experiences, include only events similar to his own. If you don’t have any, draw inspiration from similar events you have attended.
Let the client know how long you have been in the events planning industry, what certification you have, and previous experiences you have.
Also, do not overwhelm them. Pictures and visuals (if online or in person) is always better than words. The main aim is to show your client that you’re capable of handling the event.
3. Recommended Services
In this section, be careful to recommend within the client’s budget. If the client has a budget of $2000, then recommend services that won’t cost more than $2500.
This section should include the following
- Number of Consulting Sessions prior to the event
- Vendors that would be needed
- Creative services you’d be rendering
- What You’d be doing on the day of the event
- The Schedule for Planning the event
- Breakdown of the Events Plan
Dont include the cost yet. Just list the services that you are willing to offer, within the framework of the client’s needs. The cost comes in the next subheading
4. Cost of Services
In this section, you want to include the costs in monetary terms of the services.
Quantify everything in monetary terms, including your own fees. If you use 24Rentz, you can include screenshots of prices from vendors.
If possible, include a minimum range and maximum range of each service. Also, include as much information as the client needs. Don’t overwhelm him with numbers or you’d lose him.
5. Budget Range
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After monetising the entire event cost, you have to sum it up.
You have to ensure that the previous section is within the client’s range or not very much above it. However, if the client has unrealistic expectations, be sure to inform him at the first discussion. This saves you the energy of pitching to a failed client.
The budget range should include the minimum expenses expected to be incurred and the maximum expenses. This would give client the chance to select the services he truly wants and know how much he would be spending.
Furthermore, you shouldn’t be afraid of quoting the total cost if it’s within his budget. The figure should let him know what he’s going into and also save you explanations if prices skyrocket.
Work with clients who understand the expenses and what it entails. It’s safer on the long run.
6. Your Policies
Here, you explain your policies.
You tell the client your terms for working, your charging method, and other specifics.
Maybe you don’t plan erotic events or you collect 80% upfront. It might even be that you demand hotel booking or free marketing. Include those details earlier on so it doesn’t cause problems in the future.
This is just a proposal, the worst they can at is No. You wouldn’t want them to say Yes and break your policies.
Remember to include only policies that are related to the event in particular, based on the client’s needs.
So here we are, with the “Six Important Parts of An Event Planning Proposal.” Hope you enjoyed it.
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