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Event Planning Proposal Template

Event planning proposals fail when planning fees mix with vendor costs. Separate them: clients see your value when planning is its own line. Then list vendors as pass-through (or your markup, transparently disclosed).

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What to include in your event planning proposal template

  • Event type, date, guest count, location
  • Planning hours (broken into pre-event months)
  • Vendor coordination scope (sourcing, contracts, payments)
  • Day-of staffing (planner + assistants)
  • Logistics: timeline, run-of-show, vendor coordination
  • Reimbursable expenses policy
  • Vendor markup or pass-through disclosure
  • Cancellation tiers and refund policy

How to price it

Wedding planning: $3,000-$15,000 (partial), $8,000-$30,000 (full service). Corporate events: 10-20% of total event budget. Social events: $1,500-$10,000. Always require deposit + signed contract before vendor outreach.

Common mistakes to avoid

  • Mixing planning fee with vendor costs
  • No clear policy on vendor markups
  • Underestimating day-of hours (always 12+)
  • Not having a 2nd assistant for events 100+ guests
  • Vague 'we'll handle everything' instead of itemized scope

Sample template content

Here's an example of what a complete proposal looks like for this niche. Use it as a starting point ā€” you'll fill in your own details when you create one.

Scope of Work

Full-service wedding planning for [Couple]: Planning phase (8 months out): ā€¢ Venue scouting and contracts ā€¢ Vendor selection (catering, florals, photography, music, rentals, etc.) ā€¢ Budget management ā€¢ Timeline and run-of-show creation ā€¢ Monthly check-in calls Final month: ā€¢ Final vendor confirmations ā€¢ Detailed timeline distribution ā€¢ Rehearsal coordination Wedding day: ā€¢ On-site management (12 hours) ā€¢ 2 assistants ā€¢ Vendor management and timeline execution ā€¢ Emergency kit and problem-solving

Sample Line Items

DescriptionQtyTotal
Planning hours (8 months @ 20 hrs/mo)1$8,000.00
Vendor coordination management1$2,000.00
Day-of management (planner + 2 assistants)1$3,000.00
Pre-wedding rehearsal coordination1$500.00
Total$13,500.00

Sample timeline: 8 months from contract signing to event day

Terms & Conditions

Planning fee: 30% on signing, 30% at 4-month mark, 40% one week before event. Vendor pass-through: actual cost + 15% management fee, billed as vendors are booked. Reimbursable expenses (mileage, parking, last-minute supplies): billed at cost with prior approval. Cancellation: signing deposit non-refundable. 4 months out: 50% of remaining fee due. Within 30 days: 100% due. Day-of staffing capped at 14 hours; overtime billed at $75/hr per staffer.

Frequently asked questions

ā–ø Should I mark up vendors?

Either way works, but be transparent. Most planners use cost + 15-20% management fee. Hidden markups erode trust if discovered.

ā–ø How many assistants for a wedding?

100 guests: planner + 1. 150-200: planner + 2. 200+: planner + 3. Day-of execution falls apart without enough hands.

ā–ø Do I need event insurance?

Yes, always. General liability + professional indemnity. Most venues require proof of insurance from planners ($1M minimum coverage).

Ready to send a winning event planning proposal template?

Use this template to create and send your proposal in under 2 minutes. Free to start.

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