Event overview
Type, date, guest count, venue status, and the outcome the event exists to create. One paragraph the client recognises.
Event planning · free template
Event planning proposal template
Event proposals fail when planning fees and event costs are blended into one number. The client sees a large figure and cannot tell what is your fee and what is the caterer. This template separates them, then shows exactly what you manage on their behalf.
What the client is really deciding: "What are you doing, what am I paying vendors, and who is in charge on the day?"
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Section-by-section structure
Planning services
Phase by phase: concept, venue sourcing, vendor selection, budget management, timeline building, and on-site coordination. State which phases are in scope.
Vendor management
Which vendor categories you source and manage, whether contracts are in the client's name, and how vendor payments flow.
Budget structure
Your planning fee shown separately from estimated vendor spend, with a contingency line. Make clear which figures are estimates.
Run of show
The day-of timeline at a high level, your team's on-site hours, and who has decision authority during the event.
Investment and payment schedule
Planning fee, payment milestones tied to phases, and the terms for vendor deposits.
Cancellation and postponement
Notice windows, what is refundable, and how vendor deposits are treated if the date moves.
How to price this work
| Pricing model | Best when | Typical range |
|---|---|---|
| Flat planning fee | Defined event scope | $1,500 – $15,000 |
| Percentage of event budget | Large or complex productions | 10 – 20% of spend |
| Day-of coordination | Client has planned it themselves | $800 – $3,000 |
Ranges are general market guidance, not a quote — price against the outcome for your client.
Mistakes to avoid
- Blending your fee with vendor costs into one intimidating number.
- No contingency line, so the first surprise comes out of your fee.
- Unlimited planning meetings with no cap.
- Silence on who decides during the event itself.
- No postponement clause, which is the most likely disruption of all.
Frequently asked questions
Flat fee or percentage?
Flat fee for predictable events; percentage for large productions where scope scales with budget. Percentage pricing needs a floor so small events remain viable.
Should vendor contracts be in my name?
Usually the client's, with you managing them. It keeps liability where it belongs and simplifies your accounting.
How do I price day-of coordination?
As a separate package with defined hours and a clear cut-off for when planning support ends and coordination begins.
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