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how to write a proposal that's what we're going to talk about today hi event planners I'm Chelsea from event planning comm today we're going to break down a proposal but before we even get into that I want to talk about the very first step to booking a client you need to have a one-on-one conversation you should schedule an hour with this client you need to find out all the logistical information that they have in the idea of their event so what type of event is it what date are they looking at have they secured a venue what kind of demographic of people are going to attend the event how many people are going to attend the event as many questions as you can ask you also want to get a sense of the creative side of the event have they picked a theme or colors do they have some kind of idea of what they want for food or for music you want to get as much information as you can take detailed notes during this initial consultation so that you can use it for your proposal great so now we're ready to start writing the proposal the first thing that you want to do is write down those client needs so summarize what you learned about the event and what the client is looking for this is a great first part to put any suggestions that you might have if they have a book to venue yet if you include one or two photos of venues that you think would work for them with a little bit of information this is the place to do it but make sure you don't overwhelm them just a few suggestions in the first section the second section is going to be summarizing your personal experience as an event planner so talk about past events that you've done especially if you have any ones that relate to the clients event that you're working on the proposal for you can talk about any type of references that you might have any kind of formal training or online courses you've taken or certificates you've had this is where this goes if you've been in the business for a long time make sure to note how many years you've been in the business and maybe anybody else that you've worked with that's relevant and next we're going to move on to services offered so this is really important because a lot of clients are going to come with you and they're not really sure what event planning entails they don't really understand the breadth and how much work goes into it this is where you can really break it down and show them each individual component of their event and how much work you're actually going to be doing so everything from consulting you know can they actually call you are you available 24/7 for consulting leading up to their event to the creative work what kind of creative things are you going to bring to the table are you really good at making centerpieces or is there some other creative aspect that really speaks to you that you can tell your clients about down to the vendor booking now this can be a really hard one because it's hard to find vendors to negotiate to work out all the logistics to schedule them day-of so make sure you hit upon this under services offered scheduling you're going to be taking care of the schedule on the day of the event all of the load in the load-out you'll be had helping set up you'll be setting up everything from the tables to getting ready for the events or awards or the bride coming there's a lot of work that goes into the timeline of the actual day and lastly the breakdown which is a huge component that a lot of clients don't think about when they're in the excitement of planning their event so the breakdown of the event can include everything from gathering all of their personal belongings making sure that they're safe to actually having the load-out for all of the vendors where they come in they pick up all of the rentals so this is really important to include in the services offered the next section is services provided which I would say is actually the most important thing in the whole proposal so this is where you're going to also break down each section of the event or each portion of the event and put a price next to it so this is where you're going to add up everything in the services provide I'm going to put a little money sign next to it everything in service is provided and you're going to add it up this is where you're going to come to the number that you're going to charge them for so you'll have a flat fee number say and this is where you can break it down to show that consulting whatever that will cost you no vendor booking whatever that will cost are you going to hire other planners to help work underneath you or assistance or are there any other services will you be the one doing the florals whatever you can provide for your services that can be monetized that's where they go in the services provided all of these individual things will add up to the total that you're going to ask for in the proposal so the next thing that we move on to is budget now this is something that traditionally can be in proposals but I personally never put it into my proposals and I'm going to tell you why so I work with a lot of different events all over the place I'm not necessarily always at the same type of venues working with the same vendors so budget is a hard one for me so budget what it means is that you would have a section where you would tell the client what you propose that they are personally going to spend on their event as a whole so everything from the venue to the flowers to the food to the music to whatever it entails that would go into the budget and you would give them a number of what you think their event is going to cost total why I don't include it is that there's a lot of variables to this and I think that budgets can sometimes or always they can change and they can grow or things can happen that cost can be cut I don't include budget in my proposal because it worries me to put it along with the proposal in the chance that at the end of the event the client says well the budget wasn't what we initially talked about so there's an opportunity for the contract to not be about so use this one carefully it's a great tool it's something that you should definitely still talk to your client about but I don't know if I would necessarily include it in the initial proposal the next one is policies so this is where I put things like my cancellation policy so for an event maybe it's two or three weeks if they cancel within that time frame that you're going to keep their initial deposit it's also where I talk about how I get paid I like to build so I take 50% right when we sign the contract and the other 50% two weeks before the event so I put that into my policies you can put whatever other policies that you want into this section and the last one is the thank you thank them for your time thank them for considering you and also include your contact information you want your website you want your phone number your email so that they can get in touch with you afterwards everybody that they've talked to every event planner they might be considering is going to send them a proposal if you have a proposal like this nice clean organized that shows that you care about their individual needs then you're going to be setting yourself up for success I hope that you enjoyed this video you can find more information on event planning com and make sure to like this youtube channel you