If you’re someone who is incredibly organized, tends to pay attention to the details, and have a knack for making something magical out of nothing, a career in event planning might be for you. However, you need to know how to write an proposal templates to win over clients.
Event planning is a great freelance business option, as businesses often need to hire outside help to help them plan events, from meetings to multi-day conferences to expos. In fact, it’s a growing industry: the Bureau of Labor Statistics expects a job growth of 11% for meeting, convention, and event planners from 2016 to 2026.
Growth like this, however, means it can also be a competitive industry, especially when you’re just starting out. An event proposal template that stands out will help you win over clients, earn an excellent reputation for your services, and grow your event planning business.
To show you how to write an event proposal that’s irresistible to clients, here are six steps you should follow.
Before you start to write an event proposal, or any type of freelance proposal, it’s first essential to understand what your client is looking for. Talk to your client so you can better understand things like:
For example, the client may already have a color scheme and location in mind - or they might ask you to start entirely from scratch.
Knowing what your client wants is incredibly important in understanding how to write an event proposal. Only by being on the same page will you be able to deliver something convincing and attractive.
Consider sending the client an event questionnaire with your most pressing questions, or schedule a quick call or meeting to gather initial ideas. If you’re responding to an RFP, be sure to look there first to see if it’s already answered your questions.
As you start to get a clearer picture of what to include in your event proposal, start recording your ideas using Bonsai’s freelance proposal tool. Keeping that info within Bonsai allows you to access it whenever and wherever you need it, and you can even jot down ideas on the go using the mobile app.
Now that you know what the client wants, it’s time to start planning! Working within the parameters and details they’ve given you, it’s your job to come up with an event they would be proud to host.
If the client has given you a city where the event must be held, start looking at potential locations that fit the vibe they’re looking for. Be sure to call to double-check availability before including that location in your proposal to avoid disappointing your client.
If the client has given you full creative license, it’s time to think outside the box! Have a look at what event planners in other cities or industries have done, and scan websites and social media for unique ideas. Pinterest and Instagram are both great sources of unique event ideas, for example.
The best way to write an event proposal is to tell a story. Give your event plan a beginning, a middle and an end, with all the exciting and vivid details that any good story typically has.
Through the words and images that you use, try to help the client envision what it would be like to attend your event:
If you’ve done previous event planning work, consider including a case study to show what you can achieve. Bonsai’s freelance projects tools help you keep track of all your freelance projects in one place, so you can easily go back to old projects and pull insight and ideas.
You can even try Bonsai for free for two weeks - sign up for your free trial today.
When writing your event proposal, avoid writing about the event in a linear, overly-straightforward way. While you want to communicate your ideas as clearly as possible, it’s also important to add an emotional element and some creative flair. If you can make your client envision the event, your proposal immediately becomes more convincing.
The event planning business is a lucrative one. Most companies spend nearly 25% of their marketing budgets on live events, according to Bizzabo’s 2019 Event Marketing Report. So, when it comes to how to write an event proposal, it’s important not to shy away from writing a budget.
If you turn over a beautiful event proposal but don’t indicate how much it will cost the client, they may immediately turn you down. The best way to secure a client is to provide budget options. That way, no matter what other figures other event planners are putting forward, at least one of your options will fit in the typical ballpark.
Wherever possible, provide three budget options: a high budget option, a medium budget option, and a low budget option. Of course, the level of service provided and event details will vary between them. Listing the highest budget option first provides a good benchmark, allowing your client to feel more comfortable with your lower-priced proposals (even if they’re higher than they’d anticipated.)
Don’t forget to consider any freelance expenses you will incur while planning the event, and be sure to build them into your budget.
When thinking about how to write an event proposal, remember that the most important elements of your proposal may not be writing at all. Events give you the unique opportunity to use visual content to convince your client that your plan is the best.
Use images, videos, and graphics to give your client a sense of what the space would look like and how it would feel to be there.
By using freelance proposal templates you can easily add images, videos and any other visual content to your event proposal. You can even add your branding to give the proposal a professional look.
Once you’ve gathered all the necessary information for your event proposal, it's time to write the proposal letter. This letter is likely the first thing that your client will read, so it’s crucial to put your best foot forward here.
In your proposal letter, summarize what you’ve detailed in the event proposal: everything from proposed location to the services you’re going to provide. Ideally, someone should be able to read this letter and have a solid grasp on what you’re offering, even if they don’t read anything else in your proposal.
And that’s it; your event proposal is ready to send to your client. Be sure to give it a once-over to check for any spelling or grammar mistakes, and consider giving it to a third-party (like a friend or colleague) to review before hitting send. They’ll be able to tell you if you’ve adequately captured the event in your head on paper.
Don’t forget to follow our tips on how to make a business proposal while writing as well. Though they’re not event-specific, there’s plenty of info in there that will help you.
Once you’re ready to send out your event proposal, consider using Bonsai! Built exclusively for freelancers, it will help keep you organized, prepared to send out a freelance contract and start billing hours once you’ve landed the job. Start your two-week trial today - it’s free!
A verbal contract (formally called an oral contract) refers to an agreement between two parties that's made —you guessed it— verbally.
Formal contracts, like those between an employee and an employer, are typically written down. However, some professional transactions take place based on verbally agreed terms.
Freelancers are a good example of this. Often, freelancers will take on projects having agreed on the terms and payment via the phone, or an email. Unfortunately, sometimes clients don't pull through on their agreements, and hardworking freelancers can find themselves out of pocket and wondering whether a legal battle is worth all the hassle.
The main differences between written and oral contracts are that the former is signed and documented, whereas the latter is solely attributed to verbal communication.
Verbal contracts are a bit of a gray area for most people unfamiliar with contract law —which is most of us, right?— due to the fact that there's no physical evidence to support the claims made by the implemented parties.
For any contract (written or verbal) to be binding, there are four major elements which need to be in place. The crucial elements of a contract are as follows:
Therefore, an oral agreement has legal validity if all of these elements are present. However, verbal contracts can be difficult to enforce in a court of law. In the next section, we take a look at how oral agreements hold up in court.
Most business professionals are wary of entering into contracts orally because they can difficult to enforce in the face of the law.
If an oral contract is brought in front of a court of law, there is increased risk of one party (or both!) lying about the initial terms of the agreement. This is problematic for the court, as there's no unbiased way to conclude the case; often, this will result in the case being disregarded. Moreover, it can be difficult to outline contract defects if it's not in writing.
That being said, there are plenty of situations where enforceable contracts do not need to be written or spoken, they're simply implied. For instance, when you buy milk from a store, you give something in exchange for something else and enter into an implied contract, in this case - money is exchanged for goods.
There are some types of contracts which must be in writing.
The Statute of Frauds is a legal statute which states that certain kinds of contracts must be executed in writing and signed by the parties involved. The Statute of Frauds has been adopted in almost all U.S states, and requires a written contract for the following purposes:
Typically, a court of law won't enforce an oral agreement in any of these circumstances under the statute. Instead, a written document is required to make the contract enforceable.
Contract law is generally doesn't favor contracts agreed upon verbally. A verbal agreement is difficult to prove, and can be used by those intent on committing fraud. For that reason, it's always best to put any agreements in writing and ensure all parties have fully understood and consented to signing.
Verbal agreements can be proven with actions in the absence of physical documentation. Any oral promise to provide the sale of goods or perform a service that you agreed to counts as a valid contract. So, when facing a court of law, what evidence can you provide to enforce a verbal agreement?
Unfortunately, without solid proof, it may be difficult to convince a court of the legality of an oral contract. Without witnesses to testify to the oral agreement taking place or other forms of evidence, oral contracts won't stand up in court. Instead, it becomes a matter of "he-said-she-said" - which legal professionals definitely don't have time for!
If you were to enter into a verbal contract, it's recommended to follow up with an email or a letter confirming the offer, the terms of the agreement , and payment conditions. The more you can document the elements of a contract, the better your chances of legally enforcing a oral contract.
Another option is to make a recording of the conversation where the agreement is verbalized. This can be used to support your claims in the absence of a written agreement. However, it's always best to gain the permission of the other involved parties before hitting record.
Fundamentally, most verbal agreements are legally valid as long as they meet all the requirements for a contract. However, if you were to go to court over one party not fulfilling the terms of the contract, proving that the interaction took place can be extremely taxing.
So, ultimately, the question is: written or verbal agreements?
Any good lawyer, contract law firm, or legal professional would advise you to make sure you formalize any professional agreement with a written agreement. Written contracts provide a secure testament to the conditions that were agreed and signed by the two parties involved. If it comes to it, a physical contract is much easier to eviden in legal circumstances.
Freelancers, in particular, should be aware of the extra security that digital contracts may provide. Many people choose to stick to executing contracts verbally because they're not sure how to write a contract, or they think writing out the contract terms is too complicated or requires expensive legal advice. However, this is no longer the case.
Today, we have a world of resources available at our fingertips. The internet is a treasure trove of invaluable information, platforms, and software that simplifies our lives. Creating, signing, and sending contracts has never been easier. What's more, you don't have to rely on a hiring a lawyer to explain all that legal jargon anymore.
There are plenty of tools available online for freelancers to use for guidance when drafting digital contracts. Tools like Bonsai provide a range of customizable, vetted contract templates for all kinds of freelance professionals. No matter what industry you're operating in, Bonsai has a professional template to offer.
A written contract makes the agreement much easier to prove the terms of the agreement in case something were to go awry. The two parties involved can rest assured that they're legal rights are protected, and the terms of the contract are sufficiently documented. Plus, it provides both parties with peace of mind to focus on the tasks at hand.
Bonsai's product suite for freelancers allows users to make contracts from scratch, or using professional templates, and sign them using an online signature maker.
With Bonsai, you can streamline and automate all of the boring back-office tasks that come with being a freelancer. From creating proposals that clients can't say no to, to sealing the deal with a professional contract - Bonsai will revolutionize the way you do business as a freelancer.
Why not secure your business today and sign up for a free trial?