Event Planning Proposal Template

Thank you for inviting [Company Name] to plan your customer conference. This proposal covers what you want the event to achieve, how we'll plan and run it, three packages for our planning fee, how the event budget works, and the payment schedule.

The Event

A one-day customer conference for about 150 guests on [event date, for example: October 15, 2026], with keynotes, breakout sessions, lunch, and an evening reception.

Objectives

• Give customers a day worth the trip, with sessions they'll put to use
• Make the event run so smoothly that your team can spend it with customers, not with logistics
• Stay within the event budget we agree on, with no surprises after the fact

How We Plan

1. Discovery. A working session with your team on goals, audience, format, and budget, ending with a one-page event brief.

2. Venue sourcing. A shortlist of three venues that fit the date, capacity, and budget, with site visits and a review of the venue contract before you sign.

3. Vendor management. We source and book catering, AV, decor, entertainment, transportation, and printing, and manage every vendor through the event.

4. Run of show. A minute-by-minute plan for the day, with speaker schedules, cues, room changes, and who does what.

5. Onsite management. Our team runs the day, from vendor load-in to the last guest leaving the reception.

6. Wrap-up. We reconcile every vendor invoice against the budget and send a short report with what worked and what to change next year.

Planning packages

These fees are for our planning and management. The event budget, for the venue, catering, and other vendors, is separate and described below.

Venue and logistics · Venue, vendors, and a managed event day

Discovery and event strategy	$1,500.00
Venue sourcing and contract review	$2,500.00
Vendor booking and management	$3,000.00
Event day management, lead and one coordinator	$2,400.00
Total	$9,400.00

Full event planning · Everything from discovery to wrap-up, with a full onsite team

Discovery and event strategy	$1,500.00
Venue sourcing and contract review	$2,500.00
Vendor sourcing and management	$4,500.00
Budget management and tracking	$1,800.00
Run of show and speaker coordination	$2,800.00
Registration and attendee management	$2,400.00
Event day management, lead and two coordinators	$3,600.00
Wrap-up report and vendor reconciliation	$900.00
Total	$20,000.00

Full planning with attendee experience · Full event planning, plus the guest experience before and after the day

Discovery and event strategy	$1,500.00
Venue sourcing and contract review	$2,500.00
Vendor sourcing and management	$4,500.00
Budget management and tracking	$1,800.00
Run of show and speaker coordination	$2,800.00
Registration and attendee management	$2,400.00
Event day management, lead and two coordinators	$3,600.00
Wrap-up report and vendor reconciliation	$900.00
Event website and attendee communications	$3,200.00
Branded experience and decor design	$3,500.00
Travel and hotel room block management	$2,300.00
Post-event survey and insights	$1,000.00
Total	$30,000.00

The Event Budget

We'll build the event budget with you during discovery, and track every vendor cost against it. Venue, catering, AV, and other vendor contracts are signed by you, and you pay those vendors directly. Small purchases we make on your behalf, such as signage, badges, and speaker gifts, are billed at cost with no markup, and any single purchase over $250 needs your approval first.

Payment Schedule

For the Full event planning package:

• Deposit on signing: 30%, $6,000
• Payment 2, 90 days before the event: 40%, $8,000
• Final payment, 14 days before the event: 30%, $6,000

The other packages follow the same percentages. Costs we pass through are invoiced as they're incurred. Invoices are due within 15 days.

Changes

If the scope changes, such as a second event day or a larger guest list, we'll agree on the change and any added fee in writing before doing the work. Added services outside a package are billed at $150 per hour with your approval.

Cancellation

The deposit reserves our team for your date. If you cancel 90 or more days before the event, the deposit is kept and later payments are refunded. Within 90 days, 50% of the planning fee is due, and within 30 days the full fee is due. Vendor cancellation terms are set by each vendor's contract.

Acceptance

Choose a package and sign below to accept this proposal. We'll follow with a planning contract, and schedule discovery once it and the deposit are received.