Is this event proposal template free?

Yes. Building, editing, printing and saving the proposal as a PDF is free with no signup. The AI writing has 3 free runs a day, and you can keep going for free once you confirm your email.

Will the AI change my prices?

No. The AI never sees your prices. It writes the words only. Every price, subtotal, service charge, tax and deposit on the proposal comes from the rows you enter.

Can I edit the proposal before I send it?

Yes. Click any paragraph in the preview to edit it in place. Anything in [brackets] is a placeholder for you to fill in.

What is the difference between a proposal and a contract?

A proposal sells: what you offer, what it costs and why you fit. A contract makes it binding: payment schedule, cancellation, liability. Send the proposal first, then the contract once the client says yes. Our free event contract template helps with the second step.

How long should a proposal be valid?

The template defaults to 14 days. A shorter window gives the client a reason to decide and protects your calendar. Corporate clients who need internal approval may need longer.

Is there a version for caterers?

Yes. The catering proposal template uses the same builder with catering wording, per-person menu pricing and a service timeline.

Free template

Event proposal template

Add the client, the event and your own packages and prices. Totals add up for you, and AI can write the cover note, overview and timeline. Edit anything, then print it or save it as a PDF.

Free
No signup
3 free runs a day

Your draft saves in this browser as you type.

You and your clientWho is sending and who is receiving

Your business

Type of businessOptional

Your name

Your emailOptional

Your phoneOptional

Client name

Client companyOptional

The eventWhat, when, where, how many

Event type

Date

Guests

Start

End

Location

What the client asked forPaste or summarize

Your packages and pricesYour own items and prices. Totals add up for you.

Item or package

What’s in it

Price ($)

Priced

Service charge %Optional

Tax %Optional

Deposit %Optional

Valid for (days)

Subtotal $0.00Estimated total $0.00

AI writes the cover note, overview, package descriptions, timeline and next steps. It never sets prices: those come only from your rows.

Your proposal

Click any paragraph to edit it. Fill in anything in [brackets] before you send.

Your business name

EVENT PROPOSAL

Prepared for [Client name]

September 29, 2026 · Valid until October 13, 2026

Event overview

Event

Date

Guests

Time

Location

Proposed timeline

Next steps

Acceptance

Sign below to accept this proposal. We will send the agreement and deposit details to confirm your date.

Client signatureDate

Business representativeDate

Free event proposal template: mikla.ai/tools/event-proposal-template

How Mikla helps

Proposals go quiet. Mikla doesn’t.

Mikla follows up by email and text after every proposal, answers questions in under a minute, 24/7, and keeps going until the client books, replies or opts out.

See automatic follow-up Book a demo

How it works

Three steps, under a minute.

1
Add the event and client
Who it is for, the date, guest count and location, plus what the client asked for in their own words.
2
Enter your packages and prices
Your items, your prices, per person or flat. Service charge, tax and deposit add up for you.
3
Write, edit and send
AI writes the words, never the numbers. Click any paragraph to edit it, then print or save the proposal as a PDF.

What to include in an event proposal

A short cover note that shows you listened: their names, their date and one detail they cared about.
An event overview: type, date, guest count, location and times, so everyone agrees on the basics.
What’s included: each package in plain words, so the client can picture the day and not only read a line item.
A pricing table: every item with its price, per person or flat, then service charge, tax and the total.
A proposed timeline for the day, from setup to the last guest out.
The deposit that reserves the date and how long the prices are valid.
Clear next steps and a place to accept.

A sample event proposal outline

Page one opens with your business name and contact details, “Prepared for” the client, the date and a “valid until” date. Then the cover note: three or four warm sentences, signed by a real person.

Next comes the event overview in a small table (event, date, guests, time, location) with two or three sentences that restate what the client asked for. Then “What’s included”, one short paragraph per package.

Page two holds the pricing table and totals, the proposed timeline, the next steps and a signature line to accept. That is the whole proposal. Anything longer tends to go unread.

How to present pricing

Show per-person and flat prices clearly, and multiply per-person items by the guest count for the client.
Show the service charge and tax as their own lines. A surprise at the bottom of the invoice costs more trust than it earns.
Offer two or three packages when you can. Clients like to choose, and the middle option often wins.
Say what the deposit is and that it reserves the date.
Add a “valid until” date to protect your calendar and give the client a reason to decide.

When to send it and how to follow up

Send the proposal while the conversation is fresh: the same day as the call or tour if you can, and within a day at the latest. Speed wins bookings. WeddingPro reports that up to 50% of wedding bookings go to the first vendor to respond.

Then follow up. A simple rhythm works: a short check-in two or three days after sending, another around day seven, and a last note before the proposal expires. Each one should add something useful, like an answer to a question or a date that is still open. Our free follow-up email generator writes the after-proposal email for you.

FAQ