How to Write an Event Planning Proposal & Quote



hello everybody this is gateway this here with proposal calm this is a short tutorial for event planning professionals on how to create a proposal inside proposal so first and foremost what you want to do is you want to have your proposal ready so basically if you have it in a Word document or an emails in some way shape or form you want to have it readily accessible so you can copy and paste information into proposal and so the nice thing about this is that you only have to do it once so you don't have to keep recreating or reinventing the wheel and so what we're going to do is we're going to start out by going to our library and inside of our library as you can see we don't have any proposals so we do have sample templates available here so we do have a event planner proposal template that you can just click here and add to your templates but in this case here we're going to start from scratch so what I'm going to do is I'm going to put click on create new template and so what you want to do first is you want to go ahead and add all of your sections so here's the section here and I go ahead and rename it let's call this our cover page and we also want to create a section progress and I also want to do something called 15 and maybe another section called services to showcase some of the services that you offer and of course you also want to add your person and last but not least your terms ok so we have all our sections in our proposal template let's go ahead and go over this to and in this case here as you can see all of these pages are blank as you click nothing happens so let's go ahead and start out with our cover page we're going to click Save here before we do anything else but as you can see our cover page is blank so what you want to do is you want to go ahead and copy and paste everything over so go ahead and get rid of this image here and just copy the text so I'm going to go ahead and select it copy it and I'm going to click in here and click the paste from word feature and we'll paste it in here and click OK now the reason why we do that is is we don't want to bring over any formatting that word has so it does tend to to cause some issues with the application so so you want to make sure that you use that paste from word ok so as you can see here it did kind of move everything over and so now you can style it so here what you want to do is you want to go ahead and let's try to be consistent and select everything let's make our font let's make it Georgia and let's go ahead and make everything a standard 12-point and then what we want to do is we also want to let let's go ahead make the header a little bit bigger let's make it 14 and if you want to you want it to match your brand you can select a different color so let's go ahead and make it kind of a auburn color here okay and so as you can see here you can work with this content as needed if you want to make this bigger want to match your brand and so let's go ahead and add a logo here so what we want to do is we want to go ahead and use the image feature here okay so what you want to do is we want to browse for the file and in this case here I'm going to go ahead and look for my logo okay so here's my logo I'm going to go ahead and open it and click OK okay so let's go ahead and upload it first and so let's go ahead and make the logo a little bit smaller so let's go to cut it half so go ahead and save 200 and as you can see it will automatically adjust it for you okay so here's our logo and so what you want to do is as a matter of fact I want to go ahead and center so you can go ahead and select it and click the center button okay so here's our cover page and again if you want to go ahead and make some changes to the content you can just erase it and so now let's go ahead and go to our about Us section let's go ahead and see here as you can see I called it an introduction it's kind of a letter and so let's go ahead and just rename this too and similarly to what we did at the cover page we're going to go ahead and click on paste from words we click OK and we're also going to select all of the content and we're going to make a Georgia for it to be consistent and fourteen points okay and what you'll notice is is that we had some somewhat what are called placeholder tags here placeholder tags are information that can be auto populated so the nice thing about that is is that you don't have to keep doing this over and over it will automatically populate this information for you so as you can see here we have a letter dear recipient full name you sit in recipient company name so it'll automatically insert all of this information here for you okay so let's go ahead and continue on here we have our actual data section so what you want to do is you want to go ahead and paste your information here and make sure that you incorporate images from for you your team and let's go ahead and adjust the font here and let's go ahead and put our services in here so we'll scroll down here and that's our event section so okay so we're going to go ahead and really have some images I don't want to bring the images over I can simply just add them manually so I'm just going to copy the content over so I'm going to go ahead and grab all the content bit copy and paste it okay let's go ahead and format it to 14 Georgia okay and and again so if let's go ahead and add some images here for for example individual consulting and planning so what you want to do is you want to click to the left of where you want to add it in this case here I'm going to search for the image on my computer and let's go ahead and see if I can find it here's a good one for consulting click open and upload okay so here's our image here and so I want to go ahead and cut that and I'm just going to go ahead and say 100 and right here you're going to see a line I want to you will see it kind of shows you what it would look like if we click OK but I want the text to kind of be right next to the image here so what I'm going to do is I'm going and click online left as you can see here it puts the text to the left that's how we want it but I want a little bit more spacing between the text and the image so let's go ahead and add about 10 pixels of space to the right and 10 pixels space Lowen in fact let's just say five okay so that's that's how to look that looks pretty good so let's go ahead and click OK and as you can see here it looks nice and clean so you can continue to do that and add all those other images and so pricing of course in this case here what you want to do is if you have any if you have pricing you can utilize the estimate feature which in this case here we haven't added any estimates but I'll get to that let's go ahead and skip over to our Terms in agreement and grab all of this content here and you are more than welcome to use this content this will be available on our website and so we're going to get and paste it okay so here's all of our terms and payment and of course there's a couple things that you want to go ahead and modify essentially what does services that you offer and we're going to go ahead and customize the font again okay as you can see this this document has will will auto populate all of the information for this agreement so feel free to modify it as needed to fit your business model okay so we also have a testimonial section here I'm going to go back and add that here so I'm going to copy this and I'm going to create a new section Oh testimonials good save and as you can see here I'm going to go ahead and move my testimonials up under services I think that's a good place to put that paste from word click ok select all of your content and of course go to Georgia 14 okay so I think we have a pretty good looking proposal here again you want to add pictures of your team as needed so I think we're just about ready to go let's say for example that you want to incorporate a flyer of some sort maybe you have a brochure of a facility or venue that you're going to be using you can quickly click on add attachment here in the lower left hand corner find that attachment on yours on your computer okay so in this case here let's just go ahead and say let's just go ahead and add this information here click open okay and so now we have an attachment so this is really nice if you have for example some type of brochure or anything like that another nice feature that you can take advantage of is adding video to your proposal so as an event planning professional or whether you do travel or web design whatever it may be it's always nice to engage your clients and so adding a video is kind of a nice way to to grab your customers attention so in this case let's say hypothetically that you want to add a video about your company maybe it's a video that you recorded for a video that marketing video that highlights your business so what I want to do is I want to add the video here below team so I'm going to go ahead and go to youtube and I'm going to pick a video here let's go ahead and just select this video here okay so here's the video that we want to go ahead and use so what you want to do is once you've arrived at YouTube or Vimeo just go ahead and click on the share button here below and what you want to do is you want to click on embed and grab this code here so so let's go ahead and grab that code by copying it and we'll go ahead and paste the video here okay so here's our video and our proposal is pretty much complete so we're going to go ahead and save it and once it's saved one of the things we want to do is is we'd like to go ahead and go back to our library here and go to our settings and let's go ahead and add our logo here by clicking on my business go ahead and find the logo on our desktop here and here's your logo and so make sure that your logo is a PNG JPEG or gif then go ahead and hit save okay and let's go back to our proposal and here's our template okay so now what I want to do is I want to go ahead and style this proposal give it a nice clean background here so you can choose from various backgrounds here and if you want to get rid of that border you can go ahead and click on remove logo border and again you can choose from several different backgrounds that we provide and in this case what I'm going to go ahead and do is I'm going to go ahead and choose a background that I have on my computer so let's go ahead and just select this dotted background here make it very subtle and we're going to go ahead and tile it and click and save those changes okay and so it will take a second here for that background to go through okay so our proposal is pretty much complete so now at this point when you're ready to send it what you want to do is you want to go back to your library go to your templates and click create proposal enter your customers name and if they have a company you can go ahead and for that okay so once you're ready to deliver it and click on preview and deliver and take one last look at your proposal and here's a video that we added and the current tour operator to preview those videos and so once you've verified everything is good you click the deliver button you can customize a message here for your client it will automatically populate all of the information such as their name their company name and by clicking this allow the person to accept it this will allow them to electronically sign the proposal so go ahead and click deliver and your proposal is gone so that's essentially how you create a proposal from scratch utilizing your own proposals so if you have any questions please send us an email at team at proposal comm and we look forward to having you on board thank you

Michael Martin

Leave a Reply

Your email address will not be published. Required fields are marked *

Post comment