EVENT PLANNING PROPOSAL ======================= Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use Prepared for: [CLIENT CONTACT NAME], [CLIENT COMPANY OR HOST NAME] Prepared by: [YOUR NAME / EVENT COMPANY], [YOUR EMAIL], [YOUR PHONE] Date: [DATE] | Proposal ref: [PROPOSAL NUMBER] | Valid until: [EXPIRY DATE] 1. Event overview ----------------- Item | Detail --------------------------- | ------------------------------------------------------------------- Event | [EVENT NAME / TYPE, E.G. ANNUAL CLIENT DINNER] Purpose | [E.G. THANK KEY CLIENTS AND LAUNCH NEW SERVICE] Date and times | [DATE], [START TIME] to [END TIME] Location | [VENUE / CITY / TO BE SOURCED] Guest count | [NUMBER] (final count due [DATE]) Total event budget (client) | [CURRENCY] [BUDGET RANGE], excluding planning fee Key requirements | [E.G. SEATED DINNER, STAGE AND AV, ACCESSIBLE VENUE, DIETARY NEEDS] [ONE OR TWO SENTENCES ON THE FEEL OF THE EVENT. Example: "Guests should leave feeling looked after, not marketed to: excellent food, short speeches and room to talk."] 2. Service level ---------------- Service | Full planning | Partial planning | On-the-day coordination ----------------------------------- | --------------------- | ------------------- | ----------------------- Budget planning | Yes | Review only | – Venue search and site visits | Up to [NUMBER] venues | Up to [NUMBER] | – Vendor sourcing and recommendations | All categories | [NUMBER] categories | – Vendor negotiation | Yes | Yes | – Design and theme | Yes | [OPTIONAL] | – Guest management (invites, RSVPs) | [YES / OPTIONAL] | – | – Planning meetings | Up to [NUMBER] | Up to [NUMBER] | [1] handover meeting Vendor confirmation and run sheet | Yes | Yes | Yes On-site management | Yes | Yes | Yes Starts | On booking | On booking | [6] weeks before event Planning fee | [CURRENCY] [AMOUNT] | [CURRENCY] [AMOUNT] | [CURRENCY] [AMOUNT] Recommended for this event: [SERVICE LEVEL], because [REASON]. 3. Planning timeline -------------------- Milestone | Target date ---------------------------------------------------- | ------------ Proposal accepted, retainer paid | [DATE] Kickoff meeting and budget agreed | [DATE] Venue shortlist and site visits | [DATE] Venue contracted (by client) | [DATE] Key vendors contracted (catering, AV, entertainment) | [DATE] Design and decor confirmed | [DATE] Invitations sent | [DATE] Final guest count and dietary list | [DATE] Run sheet and floor plan approved | [DATE] Final vendor confirmations | [DATE] Event day | [EVENT DATE] Wrap-up and vendor reconciliation | [DATE] 4. Vendor management -------------------- Category | Planner role | Contract held by | Paid by ----------------------------- | -------------------------------- | ---------------- | -------------------------- Venue | Source, negotiate, coordinate | Client | Client Catering and bar | Source, menu tasting, coordinate | Client | Client AV and staging | Source, technical brief | Client | Client Entertainment / speakers | Source, coordinate | Client | Client Decor and florals | Design, source, coordinate | Client | Client Photography / videography | Source, shot list | Client | Client [RENTALS SUPPLIED BY PLANNER] | Supply | Planner | Client via planner invoice - Where the planner pays a vendor on the client's behalf, funds are collected from the client before payment is made. - Commissions: [I DO NOT ACCEPT VENDOR COMMISSIONS / VENDOR COMMISSIONS ARE PASSED TO THE CLIENT / I RECEIVE REFERRAL FEES FROM [VENDORS], DISCLOSED HERE]. - The planner is not responsible for a vendor's failure to perform, but will manage alternatives on the day where possible. 5. Budget management -------------------- - I keep a shared budget tracker covering every vendor, deposit and balance date. - Any single change over [CURRENCY] [AMOUNT], and any increase in total spend above the agreed budget, needs written client approval. - A contingency of [PERCENT]% of the event budget is recommended and held by the client. - Final guest count is due [NUMBER] days before the event. Vendor charges for changes after that date are the client's responsibility. 6. On-site management --------------------- Item | Detail ---------------- | -------------------------------------------------------------------- Planner on site | [YOUR NAME], lead Additional staff | [NUMBER] coordinators On-site hours | [START TIME] (setup) to [END TIME] (breakdown), up to [NUMBER] hours Overtime | [CURRENCY] [AMOUNT] per staff member per hour Run sheet | Minute-by-minute schedule shared with vendors [NUMBER] days before Emergency kit | Basic supplies for repairs, first aid and wardrobe fixes Staff meals | Provided by the client or venue for events over [NUMBER] hours 7. Fees and payment ------------------- Planning fee: [CURRENCY] [AMOUNT] for [SERVICE LEVEL] ([FLAT FEE / [PERCENT]% OF EVENT BUDGET, MINIMUM [CURRENCY] [AMOUNT]]). Payment | Trigger | Amount ------------------------------------- | ------------------------------------ | ------------------- Retainer ([PERCENT]%), non-refundable | On acceptance, secures the date | [CURRENCY] [AMOUNT] Second payment ([PERCENT]%) | [NUMBER] days before the event | [CURRENCY] [AMOUNT] Balance | [NUMBER] days before the event | [CURRENCY] [AMOUNT] Overtime and expenses | Within [NUMBER] days after the event | As incurred Expenses billed separately: travel beyond [DISTANCE], site visits outside [AREA], accommodation, additional staff, rentals supplied by the planner. 8. Changes, postponement and cancellation ----------------------------------------- - Scope changes (extra days, a second event, a large increase in guest count) are quoted as an addendum. - Postponement: fees paid transfer to a new date within [NUMBER] months, subject to availability. - Cancellation by the client: the retainer is kept. Cancellation within [NUMBER] days of the event: [PERCENT]% of the planning fee is due. Vendor cancellation terms apply separately under their own contracts. - Events outside anyone's control: handled as set out in the [EVENT PLANNING CONTRACT]. 9. Acceptance ------------- Service level chosen: [ ] Full planning [ ] Partial planning [ ] On-the-day coordination Client | Planner ------------------------------- | ------------------------------- Signature: ____________________ | Signature: ____________________ Name: [CLIENT SIGNATORY NAME] | Name: [YOUR NAME] Company: [CLIENT LEGAL NAME] | Business: [YOUR BUSINESS NAME] Date: [DATE] | Date: [DATE] ------------------------------------------------------------ How to use this template 1. Fill section 1 from the consultation, including the budget range. Without a budget, the service level is a guess. 2. Recommend one service level in section 2 and say why. 3. Keep the vendor table in section 4 even if you think it is obvious. It is where disputes start. 4. State your commission position in writing. 5. Put on-site hours from setup to breakdown, not just the event's start and end. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.