If you’ve ever put on an event, whether it was a small gathering with friends or a large conference for thousands of people, then you know how much work goes into it. After all, planning an event involves more than just reserving space and setting up tables: You have to decide what type of event you want to hold, create a budget and figure out how much money is needed to make it happen. In addition to these logistical considerations, there’s also the matter of getting people excited about your idea in the first place—which often requires writing an event proposal.
What is an Event Proposal?
An event proposal is a document that describes the event you want to hold. It’s used to get funding and support for your event, but it can also be used as an effective marketing tool.
If you’re planning on holding an event, it’s important to create an event proposal–even if it’s just for yourself! If you’re thinking about hosting something like a birthday party or going on vacation with friends next year, writing up an outline now will help ensure that everything goes smoothly later on when the time comes around.
Why Do You Need an Event Proposal?
An event proposal is a document that you send to potential sponsors, partners and investors to convince them that your event is worth their time and money. It lets you explain what the goals of your event are and how it will achieve those goals. In other words, an event proposal should:
- Show why your company needs to hold an event.
- Describe what kind of experience attendees will get from attending this particular conference or convention (or whatever type of gathering it may be).
- Explain what kinds of benefits they’ll gain from participating in this conference or convention–and these benefits should be quantifiable (for example: “We expect 50% more leads at our booth”).
You don’t need an elaborate PowerPoint presentation with multiple slides in order for people to understand why they should sponsor or invest in your cause; all you really need is a few paragraphs explaining exactly why their investment will help both parties succeed!
The Components of an Event Proposal
An event proposal contains the following components:
- Introduction. This is your chance to introduce yourself and your organization to the potential sponsor by telling them who you are and why they should be interested in what you have to offer. It’s also an opportunity for you to explain why this particular event is so important, whether it’s because of its educational value or because it will help raise money for a cause that is close to your heart.
- Objectives. What do you hope will be achieved as a result of holding this specific type of gathering? What are its goals–and how do these goals relate back again toward those objectives mentioned above? After all, if there isn’t any kind of synergy between these two things then chances are high that no one will want anything whatsoever to do with either one!
- Benefits/value proposition (BVP). If someone were asked right now what makes something valuable enough worth spending money on then chances are high that most people wouldn’t be able “answer” correctly without first knowing exactly what those benefits might look like beforehand.”
How to Create an Event Proposal
Now that you have an idea for your event, it’s time to create the proposal.
- Create a table of contents. The first thing you should do is create a table of contents (TOC) for your event proposal. This will help organize all of the information in your document, helping readers quickly find what they’re looking for. Use bullet points and numbering where appropriate so that each section can be easily identified by its heading without having to read through every word on every page! Also remember: don’t forget about page numbers! It may seem like common sense but sometimes people forget this step when creating their TOCs because they’re focused on other things such as formatting or font type/size etc., which leads us nicely into our next point…
- Pick a font and format that works for you. There is no right or wrong way to pick a font or formatting style, but it’s important to choose something that looks good and makes sense for the audience of your proposal. You don’t want to use fancy fonts if your event will be read by people who are older or visually impaired. Likewise, if you’re writing an event proposal for professionals in your field then choosing a basic font such as Times New Roman would probably be best.
- It’s also important to remember that your TOC will be read by people who are not as familiar with your field as you are. If they don’t understand what each section means then the proposal won’t make sense! This may seem obvious but it’s easy to get carried away with formatting and forget about content.
- Be specific and use numbers when possible. The more specific you can be with your event proposal, the better. Use numbers to demonstrate how many people will attend or how much money they will spend on things like venue space and catering. For example: “We expect 400 people at this event.”
- This is much better than saying “This event will be a success.” It’s also important to remember that people who read your proposal are not familiar with your field. If you use terms and phrases that aren’t easily understandable then they won’t make sense!
An Event Proposal Can Help You Get the Funding and Support You Need For Your Event
When writing an event proposal template that you can successfully use in the future, there are two main things to keep in mind: what kind of event it is, and why people will want to attend or participate in it. You can use this information to determine what type of budgeting process, marketing plan, and logistics are needed for the success of your project.
Now that you know what an event proposal is and how to create one, it’s time to get started on your next big event! Remember that an event proposal can help you get the funding and support you need for your event.