If you work at an event agency, you know that every proposal is not just a price quote but also a story to persuade clients to partner with you. Writing proposals often takes hours, sometimes even overnight, leaving you exhausted and with little time for other important tasks, like content creation and customer care.
In this article, PlanZ shares 5 tips from seasoned event planners to help you create professional event proposals while saving time.
1. Build a Content Library
Many people think that simply saving a few sample files is enough. But the reality is: if you’re still copy-pasting sections from 10 old proposals to create a new one, you’re not really working with a system.
Here’s what you should do:
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Break down the event proposal into content “blocks”: company introduction, services, event organization process, image gallery, past events, client feedback, pricing list, sample timeline, payment terms, etc.
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Save each block as a separate file or page in Google Drive, Notion, Canva, or PowerPoint.
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Tag by event type: internal events, conferences, activations, company trips, grand openings, etc., so you can easily reference them.
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Update quarterly to keep your case studies fresh and relevant.
This approach allows you to “drag and drop” content for each new proposal, so you don’t have to rewrite everything from scratch, and any team member can use it, even new onboarders.
💡 Tip: Create a folder named “Proposal Kit” – so anyone new to the team can easily use it, saving at least 50% of the time spent on each event proposal.
2. Define the Objective of the Event Proposals
Many event proposals waste time because once they’re written, you realize you weren’t sure what the proposal was for in the first place. Each type of proposal requires a different approach:
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Sent to request a meeting: needs to be short, enticing, like a teaser.
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Sent to finalize an idea: focus on the concept, moodboard, and overall script.
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Sent to request a budget: must be logical, detailed, and clearly present the pricing list.
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Sent to multiple departments: may need two versions – a detailed one for specialists and a summary one for management.
Clearly defining the objective will help you choose the right content, images, and tone. This way, you won’t end up creating a 40-slide deck that no one reads.
3. Establish a Clear, Repeatable Proposal Process
A common reason event proposals are delayed is because the execution process is chaotic. If your team is still struggling with this, try applying the following process:
Step 1: Collect the brief. Create a short form to gather information such as event goals, scale, budget, target audience, and any special requests.
Step 2: Outline the structure. Spend the first 30 minutes mapping out the proposal structure: how many sections, which content blocks to reuse, and what new sections need to be added.
Step 3: Write & design content. Break the task into two deep work sessions (around 90 minutes each), focusing solely on writing and creating slides without distractions.
Step 4: Final review. Set aside at least 30 minutes for someone else to read and edit the language and layout.
With a standardized process like this, you’ll find it easier to scale, delegate tasks, and most importantly, you won’t have to start from scratch every time.
4. Automate with Selectivity
Automate wherever possible. Don’t waste time repeating the same tasks over and over:
- Template slides: Standardize slides such as the timeline, price lists, and task assignments. Create them in Canva, PowerPoint, or Figma so they’re ready to reuse.
- AI for content writing: Use ChatGPT to draft service descriptions and introductions, but be sure to adjust the tone to match your style.
- Task management tools: Use PlanZ to create a checklist for proposal tasks, assign responsibilities, set deadlines, and review—minimizing the risk of forgetting or confusing tasks.
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Automatically Name Files: Establish clear file-naming rules. For the next proposal, try this format: “Proposal_EventName_ClientName_2025MMDD_V1”.
⚠️ Important Reminder: Don’t automate everything! Sections like insights, storytelling, and concept direction still require a human touch. That’s the key difference between a regular proposal and one that lands the job.
5. Don’t Try to Make It Perfect Right from the Start
Many planners, especially those new to the industry, tend to focus on perfecting every small detail of a proposal before sending it. However, this can cause you to waste hours on a deck that may not even be approved.
Instead, learn to send a proposal that is 80% complete—meaning it’s clear, logical, and has direction—so you can quickly get feedback from the client.
This approach helps you:
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Avoid wasting effort on things the client doesn’t need
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Stay flexible and ready to adjust based on feedback
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Leverage client input to refine the proposal in the right direction
In other words, saving time doesn’t mean rushing—it means knowing what to focus on and when to do it. And if you know how to “cast the line” with a proposal that’s just right, you’ll lay a solid foundation for the next meeting.
More Than Just a File, It’s a Stepping Stone in Your Career
In an agency, the proposal often showcases your thought process, how you organize tasks, and your communication with clients. It’s about working quickly but not carelessly, being creative but systematic—that’s a skill everyone needs to develop.
Think of saving time writing proposals not as doing less, but as doing it better. This gives you more time to focus on the concept, the client, and the tasks that truly add value.
And if you’re looking for a tool to manage team proposals effectively—from checklists, task assignments, and deadlines to progress tracking—don’t forget to check out PlanZ!
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