EVENT PROPOSAL

Event Proposal

A proposal from Northwind Studio covering the event concept, format, logistics, and investment.

PREPARED FOR

Acme Co

PREPARED BY

Northwind Studio

DATE

August 18, 2026

Northwind Studio

EVENT PROPOSAL

Event Overview

This proposal describes the event Northwind Studio will produce for Acme Co. It covers the concept, format, guest experience, run of show, and investment.

GUESTS

150 people

Confirmed attendee cap for planning.

DURATION

One evening

Doors, program, dinner, and after.

LEAD TIME

10 weeks

From signature to event day.

Objectives

Create a memorable experience that reflects your brand.
Deliver a smooth run of show with clear roles for every partner.
Keep the event on budget with no surprise line items on the day.
Capture the event on camera and provide a post-event recap package.

Northwind Studio

EVENT PROPOSAL

Format

The event runs in three phases, from pre-production through the event day and closeout.

PHASE 1 · PRE-PRODUCTION

Concept, venue, and vendors

Concept refinement, venue confirmation, vendor booking (catering, AV, decor, entertainment), guest list handling, and a working run of show shared with your team.

PHASE 2 · EVENT DAY

Setup, event, and teardown

On-site setup, vendor management, guest check-in, program execution, and full teardown. A lead producer stays on site from load-in through load-out.

PHASE 3 · POST-EVENT

Recap and closeout

Vendor payment reconciliation, photo and video delivery, a written recap with attendee feedback, and a debrief meeting with your team.

What is included

Producer and on-site event team
Venue coordination and vendor management
Run of show, timeline, and vendor briefs
Post-event photo and video edit package

Not included: venue rental, catering, alcohol, permits, and vendor invoices, which are billed at cost to you unless noted below. Talent or celebrity appearances are quoted separately.

Northwind Studio

EVENT PROPOSAL

Investment

Production fee is fixed. Third-party costs (venue, catering, AV, entertainment) pass through at cost and are billed on approved invoices.

Item	Rate	Qty	Amount
Pre-production and planning	$9,000	1	$9,000
Event-day producer and on-site team	$12,000	1	$12,000
Photo and video package	$6,000	1	$6,000
Post-event recap and closeout	$3,000	1	$3,000
Total			$30,000

Payment Schedule

Milestone	Share	Amount
On signature	50%	$15,000
Two weeks before event	40%	$12,000
Post-event delivery	10%	$3,000

Invoices are due within 15 days. Kickoff is scheduled within 1 week of signature, subject to the event date you provide on the acceptance page.

Northwind Studio

EVENT PROPOSAL

Acceptance

To proceed, complete the fields below and sign. This proposal is valid for 30 days from the date on the cover.

EVENT REFERENCE NUMBER

Enter your event or PO number

EVENT DATE

e.g. November 15, 2026

I confirm I am authorized to approve this event.

HOST

Sign here

Acme Co

PRODUCER

Sign here

Northwind Studio

About this template

The Event Proposal template is a five-page document for pitching event production end to end. It presents the event overview with guest-count, duration, and lead-time stat cards, the objectives and format, a three-phase scope from concept and venue through teardown and recap, an investment table with a computed total, and an acceptance page with inputs and signatures.

Shape it to your event in Bonsai — swap the phases for your production process, update the guest and timing stats, and adjust the fee rows. Merge fields fill in the client and date, and the acceptance page captures the event number, target date, and both signatures.

Details

Format: Doc · 5 pages

Recipients: Client + Provider

Signature: Required

Merge fields: Sender, Receiver, Date