Free Event Planning Proposal Template

We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.

What this proposal contains

1) Overview

You’ll walk into a conference day where every vendor knows the call time, every speaker knows their cue, check-in moves, and the room feels organized because the handoffs are written and rehearsed.

I’ll build the working plan, lock vendors and timing, and call the show onsite so you are not chasing AV, speakers, or lunch. This proposal covers planning, onsite show management, what you get, and what it costs.

I run this like a calm stage manager. I keep one master run-of-show, one decision list, and one place where the latest version lives. Each week you’ll see what is confirmed, what is pending, and what I need from you next, with dates attached so nothing gets lost in email threads.

2) Who you are working with

I plan conferences and manage shows onsite. I came up through the parts of events where timing actually breaks, load-in, speaker transitions, AV handoffs, meal flips, and I learned to write plans that a crew can run without guessing. Most of my work starts when dates are public, the scope is real, and somebody needs the run-of-show to stop living in someone’s head.

People bring me in when they want one point person who can run vendors without drama. I keep decisions small and early, put every commitment in writing, and I do not let the show rely on a single “we’ll figure it out onsite” moment. If a plan cannot be called over a radio and followed by someone new, I rewrite it until it can.

3) Recent projects

A few examples of the kind of planning and show-calling this run-of-show package is built for.

4) Association annual meeting

Built the full run-of-show and managed onsite show flow across general sessions, sponsor moments, and meal flips. The board saw a smooth program because cues and handoffs were assigned, timed, and confirmed.

5) One-day university symposium

Coordinated speakers, room timing, and registration flow for a tight one-day program. The day stayed on schedule because every transition had an owner and a written cue.

6) Multi-track training day

Set up registration, vendor schedule, and AV needs across concurrent sessions. Attendees moved cleanly between rooms because signage, staffing positions, and timing were planned around real walking time.

“I stopped being the person solving surprises in the hallway. The day ran on time, speakers knew where to be, and vendors actually followed the plan.”

Operations manager, a mid-size association

7) Our approach

You’ll always know what is decided, what is still floating, and what I need from you next. I keep calls short, send a written recap the same day, and keep the run-of-show current so the latest version is the one everyone is using onsite.

1. Venue and constraints Week 1 I confirm the venue short list or review your chosen site, then do a site walk-through focused on flow, load-in, power, rigging limits, and where lines will form. You’ll get clear options for room layout and registration placement so the plan fits the space, not just the agenda. 2. Budget and vendors Weeks 2-3 I build a working budget and compare vendor bids side by side so decisions are made on the same inputs. I handle venue, AV, staging, and catering conversations, then put the chosen scope into contracts and written schedules. You approve the final picks and spend limits. 3. Run-of-show build Weeks 3-6 I write the run-of-show and speaker cue sheets, then pressure-test them against real timing: walk-ons, mic handoffs, video roll, audience Q&A, meal flips, and resets between sessions. You’ll review a draft, we lock decisions, and I circulate one final version to vendors and stakeholders. 4. Registration and show day Show week I set the registration flow and badge pickup setup, then confirm staffing positions and the check-in script so the front door moves. Onsite, I run load-in, call show cues, manage vendor timing, and lead strike. You get one point of contact during the show and you stay out of the weeds.

8) Master run-of-show

A minute-by-minute show document for the full day, including room opens, session starts, walk-on timing, breaks, meal flips, and hard stops, written so a crew can run it.

SPEAKER CUE SHEETS

Individual cue sheets for speakers and moderators with call times, mic notes, slide and video timing, walk-on instructions, and exactly where they go next.

VENDOR CALL SHEET

One page with onsite contacts, arrival times, load-in notes, and who approves changes. This is what keeps AV, catering, and venue staff aligned when things shift.

9) Registration flow plan

A written check-in flow with staffing positions, table layout, badge pickup steps, and what to do when something goes wrong, like missing names or walk-ins.

BUDGET AND BID COMPARISON

A working budget plus a side-by-side bid view for key vendors, so you can approve scope and spend with the tradeoffs clearly shown.

ONSITE SHOW MANAGEMENT

Me onsite as the point person to run load-in, call the show, manage handoffs between vendors and speakers, and keep the day moving without you living on the radio.

10) Pricing

Pick the level that matches how much is already in motion and how much you want off your plate.

11) Next steps

If you want me to hold the dates and start building the working plan, the next steps are simple.

1. Sign this proposal so I can start vendor outreach and scheduling. 2. Send your latest agenda, speaker list, and any existing vendor contacts. 3. Book a 30-minute kickoff call to lock priorities and deadlines.

12) Payment

I take a 40% retainer to reserve dates, 40% once the master run-of-show is approved, and the final 20% the first business day after show day. Invoices are due within 10 days.

What I need from you. To keep this on schedule, I’ll need vendor contacts, speaker list, and any existing budget or contracts within five business days of kickoff. I’ll send a checklist so nothing gets missed.

Changes to scope. If the event adds days, rooms, major program blocks, or new vendors beyond what we scoped, I’ll price the added work in writing before I do it. Small timing tweaks inside the run-of-show are included.

Onsite point person. During show hours, you’ll reach me by text and phone. I’ll keep one thread for decisions and one for urgent issues, so we don’t lose approvals in a pile of messages.

13) Client decisions

When I send options that need a decision, I’ll include a due date. If a decision comes in after that date, I’ll adjust the run-of-show and vendor call times to match what’s still possible.

Vendor payment and authority. You pay vendors directly, and contracts are signed by you. I can negotiate terms and coordinate details, but I won’t authorize charges or changes that increase cost without your written approval.

Ownership of materials. You own the final master run-of-show, cue sheets, call sheet, and registration flow plan once the invoice is paid. I keep working files and templates so I can support updates and future shows.