How to Make Your Event Proposal Glow This Winter

5 Actionable Event Planning Tips To Beat The Competition

event proposal

Writing an outstanding event proposal is absolutely key to landing that amazing winter gig that you so desperately want. Not just for the money it brings in now, but because it will look super-impressive in your event planning portfolio and help you land even more lucrative work in the future.

You know the competition will be stiff and you may feel the need to pull a rabbit out of the hat to have a chance of landing the contract.

But, there are some simple steps you can take that will massively increase your chances of being the successful bidder.

Create a Different Event Proposal

Here are 5 tips that show you how to make your event proposal glow this winter.

1) DARE TO BE DIFFERENT

If you’re using a standard proposal template you’re likely sunk before you start. Don’t be tempted to pull something from the web and plug in the missing details. Rather develop your own unique template over time that reflects your personality and brand.

Sure, use other standard templates as inspiration, there’s no point in completely re-inventing the wheel, but that’s all they should be – inspiration. Imagine a scenario where your potential client receives two event proposal that looks almost identical in style and layout. They’re going to conclude that very little effort went into them and if you can’t be bothered to put effort into the proposal, what effort are you going to put into the event itself?

Tip: For a winter event, why not consider making the proposal itself festive? Snowflakes, a sprig of holly here and there – you get the idea. This simple trick will immediately elevate you above many of your competitors who will put in a standard proposal.

2) PERSONALITY

Everyone hates reading boring proposals.

When you put your event proposal together, try to tell a story to the client. The key point here is to make the story relevant to the client themselves. Make them feel as if you’re talking directly to them and that you intimately understand their needs.

To do this successfully you need to spend as much time as possible “interviewing” the client beforehand. Get an in-depth appreciation of what their needs and expectations are. By all means, position yourself as the expert in your field, you should do this in any case, but don’t make the fatal mistake of being a bad listener.

There’s an old saying in sales that “a salesman should have one mouth, two ears and use them in that proportion!” take note of this. While you’re talking, you’re not listening.

3) STRUCTURE

It’s important to take your prospective client on a logical journey as they read through your event proposal. Work out the structure of your proposal before you put pen to paper to make sure it will flow logically with all the sections in the right place. Obviously, the best structure is a chronological one with all content arranged from soonest to farthest away.

Every event proposal should have a beginning, a middle and an end. If you get the structure wrong, it will likely have the effect of “jarring” the reader out of the flow and causing them to lose interest.

Sometimes, they’ll not even realize what’s wrong with your proposal, it just won’t “feel right” and that’s an immediate turn-off.

Tip: It’s a good idea to read up on some basic copywriting and authorship skills to get a feel for how the professionals do it. Pay particular attention to flow and style.

Tip: Authors of fiction have a “trick of the trade” that you can use in your event proposals. They introduce “surprises” or certain attention-grabbing incidents at key points in the story to keep the reader interested. You can do the same. If your event proposal is relatively short, think about putting something halfway through that really grabs the reader’s attention; an interesting fact, an amazing statistic – be creative. If it’s longer put your killer points at one-third and two-thirds of the proposal.

4) YOUR WINTER EVENT ADVANTAGE

Planning a winter event gives you another opportunity to differentiate yourself as an organized, detail oriented event planner. Pay special attention to the specific requirements of an event at the coldest time of the year.

Tip: Spend some time meeting management at the venue ahead of submitting your proposal. Find out how they plan to cope with difficult circumstances such as bad weather, snow, ice, etc. Include your findings in your proposal to show that you’ve done your homework properly. Here’s an example of something you might say:

“I’ve talked to the venue management and they confirmed, based on previous years that it’s likely to be snowing quite heavily on the day. However, I have catered for this eventuality and they assure me that we can…” You get the idea.

And finally, the most difficult one of all…

5) PRICING

It’s inescapable that you’ll have to address pricing in your event proposal. The key here is to “prime” the client so that when the pricing is finally revealed you have:

  1. Conveyed that you fully understand their needs, expectations and their vision for the event.
  2. Made the proposal highly personalized and relevant to them based on interviewing the client, research and careful note taking.
  3. Conveyed your personality and that you are someone they definitely want to retain.
  4. Structured an easily read, logical proposal.
  5. Shown that you are detail oriented and have thought through all likely scenarios and have contingency plans nailed down.

Do this right, and pricing should be a non-issue. Your price will be justified by the outstanding value you’re delivering to the client.

Employ these five actionable event planning tips on how to make your event proposal glow this winter and you’re sure to maximize your chances of landing the event.