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Event proposal template

Write a proposal that wins the booking: a personal letter, up to three options side by side, add-ons, a timeline and clear terms. Edit on the left, see the finished proposal on the right — then save it as a PDF, download it for Word or paste it into Google Docs.

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Currency

Everything below is a made-up example, including the prices. Replace it with your own words and packages.

Start from an example

Event decorPhotographyEvent planning

1 · You & your client

Business name

Proposal date

Your contact details

Client name

Client email or phone

Event

Event date

Venue

Guests

2 · Letter & vision

Opening letterStarts with “Dear” and the client’s first name. Thank them, show you listened.

Their event, in your wordsRepeat back what they asked for — the strongest line in any proposal.

3 · Options

Two or three options work best. Mark the one you recommend.

Option 1: Essential

Name

Price

One-line summary

What’s included (one per line)

Recommended

Option 2: Signature

Name

Price

One-line summary

What’s included (one per line)

Recommended

Option 3: Luxe

Name

Price

One-line summary

What’s included (one per line)

Recommended

4 · Add-ons

Add-on 1: Extra centerpiece

Add-on

Price

Per (optional)

Add-on 2: Photo backdrop with neon sign

Add-on

Price

Per (optional)

Add-on 3: Late takedown (after 11 pm)

Add-on

Price

Per (optional)

5 · Timeline

Step 1: Within 7 days

When

What happens

Step 2: 8 weeks before

When

What happens

Step 3: 2 weeks before

When

What happens

Step 4: Event day

When

What happens

6 · Terms & about you

Deposit to book

Balance due

Proposal valid for

Key terms (one per line)

About you

Your Business Name

hello@yourbusiness.com · (555) 010-0100
yourbusiness.com

Proposal

Date	__________
Valid until	____________________

Prepared for Jordan Taylor

Wedding reception

__________ · The Glasshouse, Riverside · 120 guests

Dear Jordan,

Thank you for telling us about your plans — it sounds like a beautiful day. Below are three ways we could style it, from a focused refresh of the key spaces to a full transformation of the room.

Your event, as we understand it

A warm, romantic reception in soft blush, ivory and sage, with lush greenery, candlelight and one statement piece guests will photograph all night.

Your options

Essential $1,200

The key moments, beautifully styled.

Entrance welcome sign with an 8 ft organic garland
Sweetheart table backdrop
Cake table styling
Delivery, setup and takedown

Recommended

Signature

$2,400

Our most chosen option: the whole room feels designed.

Everything in Essential
Low floral centerpieces with candles for 12 tables
Statement installation behind the head table
Lounge corner styling

Luxe $3,900

A full transformation, ceiling to aisle.

Everything in Signature
Floral and balloon ceremony arch
Ceiling installation over the dance floor
An on-site stylist for the first 2 hours

Add-ons

Extra centerpiece	$65 each
Photo backdrop with neon sign	$350
Late takedown (after 11 pm)	$150

Timeline

Within 7 days	Choose a package and pay the deposit to reserve the date
8 weeks before	Design meeting: colors, mock-ups and final counts
2 weeks before	Final details confirmed and balance due
Event day	Setup from 1 pm; takedown after the last guest leaves

Investment and terms

A 30% deposit reserves your date; the balance is due 14 days before the event.
This proposal is valid until ____________________.
Changes to the chosen package can be made up to 30 days before the event, subject to availability.
Full booking terms, including cancellations, are included with the agreement.

About Your Business Name

We are an event styling studio specializing in florals, balloon installations and room transformations. Every design is planned with you, built by our own team and set up and cleared away on the day.

Next steps

Choose your option and any add-ons below, sign, and we’ll send the agreement and deposit request to confirm your date.

Chosen option	____________________
Add-ons	____________________

Client signature — Jordan Taylor

Date

Your Business Name · Proposal for Jordan Taylor

Your edits are saved in this browser only — nothing is uploaded.

Proposals clients can choose, sign and pay — free

In Sarvyam your packages become a proposal in minutes. The client picks an option and add-ons on their phone, signs online and pays the deposit — and the booking is made for you.

Start free →Free forever plan · 14 days of Pro included · no card needed

Writing the proposal

What makes an event proposal win

Clients rarely choose on price alone. They choose the business that understood them, made the decision easy and made booking feel safe. Each section of this template does one of those jobs.

A short, personal letter. Use their name, thank them and mention one detail from your conversation. It shows the proposal was written for them.
Their event, in your words. Two or three sentences describing what they asked for — the style, the feeling, the must-haves. If you got it right, they relax; if not, they correct you before the event, not after.
Options, not one price. Two or three options let the client choose how much to spend instead of whether to book. Make the middle option the one you recommend, and make each option clearly better than the one before.
Add-ons. Extras with a price let clients upgrade without a new round of emails.
A timeline. What happens from “yes” to the event: deposit, design meeting, final numbers, balance, setup. It answers “what happens next?” before they ask.
Terms and validity. The deposit, when the balance is due and when the proposal expires. Keep the full cancellation wording for your contract.
One clear next step. Choose an option, sign, pay the deposit. Anything vaguer than that slows the booking down.

Example: three options for a wedding reception

Essential styles the key moments (entrance, sweetheart table, cake table). Signature — marked as recommended — adds centerpieces for every table and a statement installation. Luxe transforms the whole room with a ceremony arch and ceiling installation. Add-ons such as extra centerpieces or a late takedown are priced separately, so the client can build the exact event they want.

The template’s prices are examples only. Check what each option earns you with the event profit calculator.

Common proposal mistakes

Sending a generic brochure instead of a proposal written for this client.
A single take-it-or-leave-it price.
Options that differ only in price, so the client can’t see what extra they get.
No expiry date or deposit amount, so the date is never really secured. See how much deposit to ask for.
A long PDF that’s hard to read on a phone — most clients will open it on one.
Following up too late. Send the proposal while the conversation is fresh, then follow up two or three days later.

For more on structure and follow-up, read how to write an event proposal that wins the booking.

Let clients choose and pay online — in Sarvyam

In Sarvyam your saved packages become a proposal in minutes. The client opens one link, compares the options, ticks add-ons, approves and signs online, and pays the deposit. The booking, invoice and reminders are created for you. Start free or see event quotation software.

Questions, answered

What is the difference between an event proposal and a quote?

A quote prices a set list of items. A proposal sells the event: it shows you understood what the client wants, offers two or three options at different prices, and explains what happens next. Many businesses send a proposal first and a quote or invoice for the chosen option.

What should an event proposal include?

A short personal letter, a summary of the client’s event in your words, two or three options with prices and what each includes, optional add-ons, a timeline from booking to the event, the deposit and payment terms, how long the proposal is valid, a few lines about you, and a clear next step with a place to sign.

How many options should a proposal have?

Two or three. One option gives a yes-or-no decision; three lets the client compare and often choose the middle one. More than three makes the choice harder. Mark the option you recommend so the client knows where to start.

Can I use this event proposal template in Google Docs or Word?

Yes. “Copy text” copies the whole proposal for pasting into a Google Doc, and “Download for Word” saves a .doc file that opens in Word, Pages or LibreOffice — or upload it to Google Drive and open it with Google Docs. “Print / Save as PDF” makes a PDF to email.

How long should an event proposal be?

Usually one to three pages. Enough to show you listened and to make the options clear, short enough to read on a phone. Detailed terms can go in your contract rather than the proposal.

Is the template free? Do I need an account?

It is free with no sign-up. Your draft is saved only in this browser’s local storage, and nothing is uploaded.