Free Blank Private Event Proposal Template
Blank Private Event Proposal
Event Name: ______________________________________
Date of Event: ______________________________________
Location/Venue: ______________________________________
Event Organizer(s): ______________________________________
Event Type: ______________________________________
(e.g., wedding, corporate retreat, gala, birthday, anniversary, private party, etc.)
1. Event Overview
A comprehensive overview of the event, its goals, and the expected experience for the attendees. Please describe the type of atmosphere, theme, and any specific elements that will set the event apart.
Event Description:
2. Event Schedule and Timing
This section outlines the full schedule of the event, including arrival times, key activities, and any special segments.
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Event Date(s): ______________________________________
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Start Time: ______________________________________
-
End Time: ______________________________________
Event Timeline:
Provide a detailed breakdown of the event flow, including key activities such as speeches, meals, entertainment, and more.
|
Time |
Activity Description |
Notes |
|---|---|---|
|
________ |
____________________________________ |
________________ |
|
________ |
____________________________________ |
________________ |
|
________ |
____________________________________ |
________________ |
3. Guest Information
Provide an estimated or confirmed guest list breakdown, including any VIPs, special guests, or important attendees, along with specific needs.
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Estimated Number of Guests: ______________________________________
-
VIP Guests (if applicable): ______________________________________
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Special Requirements (dietary needs, mobility assistance, etc.): ______________________________________
4. Venue Information
Detailed information about the chosen venue or location, including venue capacity, accessibility, and any specific features.
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Venue Name: ______________________________________
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Venue Address: ______________________________________
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Venue Contact Information: ______________________________________
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Venue Capacity: ______________________________________
-
Venue Features/Highlights:
(e.g., outdoor space, historic elements, audio-visual capabilities) ______________________________________
5. Event Services and Logistics
Detailed list of all services and logistical support required for the event, such as catering, entertainment, decor, and transportation.
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Catering Services:
Describe the type of cuisine, service style (buffet, plated, etc.), and any dietary restrictions to be considered. ______________________________________________________ -
Audio/Visual Services:
List the equipment and technical support required, such as microphones, lighting, projectors, etc. ______________________________________________________ -
Event Decor & Theming:
Specify the design concepts, colors, floral arrangements, and any custom decorations. ______________________________________________________ -
Entertainment/Activities:
Mention bands, speakers, DJs, performers, or activities planned for guest engagement. ______________________________________________________ -
Transportation & Parking:
Will there be valet service, shuttles, or parking arrangements? Include any necessary details. ______________________________________________________ -
Security Services:
Outline any security requirements, including private security or venue-provided services. ______________________________________________________ -
Staffing Requirements:
Number and roles of personnel needed for the event (e.g., wait staff, coordinators, technicians). ______________________________________________________
6. Detailed Budget Breakdown
Provide an itemized budget to give clarity on estimated costs for each service. This allows for a transparent view of financial planning for the event.
|
Service/Item |
Estimated Cost |
Notes |
|---|---|---|
|
Venue Rental |
$_____________________ |
Include setup/tear-down fees |
|
Catering (Per Person) |
$_____________________ |
Price per guest/meal package |
|
Audio/Visual Services |
$_____________________ |
Sound system, lighting, etc. |
|
Decorations & Theming |
$_____________________ |
Flowers, custom designs, etc. |
|
Entertainment |
$_____________________ |
Band, DJ, performer fees |
|
Security |
$_____________________ |
Private guards, monitoring |
|
Staffing |
$_____________________ |
Servers, coordinators, etc. |
|
Transportation & Parking |
$_____________________ |
Shuttles, valet, parking fees |
|
Miscellaneous |
$_____________________ |
Unexpected costs or contingencies |
|
Total Estimated Cost |
$_____________________ |
7. Terms and Conditions
This section outlines the terms that both parties will agree upon for the planning and execution of the event.
-
Deposit Requirement:
Percentage or flat fee required to reserve the event space or services.______________________________________________________
-
Payment Schedule:
Outline how payments will be made leading up to the event, including any milestones or deadlines. ______________________________________________________ -
Cancellation Policy:
Provide any terms related to event cancellation or rescheduling, including any penalties or refund policies. ______________________________________________________ -
Liability & Insurance:
Detail the responsibility for damages, losses, or accidents that occur during the event. Any insurance requirements should be specified. ______________________________________________________ -
Event Changes/Modifications:
Outline the procedure for any changes in event details, services, or timing, and whether they incur additional costs. ______________________________________________________
8. Additional Services & Recommendations
If applicable, list any additional services, recommendations, or extras that could enhance the event experience, such as guest welcome gifts, event photographers, or customized event signage.
9. Signature and Approval
Both parties will sign below to acknowledge and accept the terms, conditions, and details outlined in this proposal. The signed document confirms the agreement to move forward with event planning.
Event Organizer Signature: _________________________
Date: _________________________
Client Signature: _________________________
Date: _________________________
