Event proposal template for planners: what to put in it, and a copy-ready version in naira

october 12, 2026 · comtev

An event proposal tells the client what you understood, what you will do, what it costs and what you need from them to start. Put the client's brief in their own words at the top, then the scope event by event, what is included and what is not, the team you will bring on the day, the price split into lines, the deposit and the date the balance is due, and a clause that says what happens to the price when the guest list grows. The template below is written for Nigerian jobs, in naira, and you can copy it into a document today.

What an event proposal should include

The brief, in the client's words. "A traditional wedding and a white wedding on one weekend in Lagos, about 500 guests." When the client reads their own words back, they know you listened.
The scope, event by event. An introduction, a traditional wedding and a reception are three jobs, even when the client calls it one wedding.
What is included and what is not. Venue, food, decor, drinks, the band and printing are often paid by the client directly. Say so in writing.
The guest side. Guest list collection, invitations, access passes and RSVP follow-up are real work. Price them as lines, not as favours inside your fee.
The team on the day. How many assistants and ushers, who is on the gate, who is with the couple.
The timeline. What happens when between "yes" and the day.
The price, in lines, in naira.
Payment terms. The deposit, the date the balance is due, and how the client pays.
The guest-count clause. How many guests the price covers, and what each additional group of guests adds.
How long the price is valid.

The template

Copy everything in the box, then replace the brackets.

Event proposal

Prepared for: [Client name] Prepared by: [Your business name, phone, email] Date: [Date] Valid until: [Date, for example 14 days from today]

1. Your brief [The client's description of the event, in their words. Event type, dates, city, expected guests, the feel they want.]

2. What we will deliver

Event 1: [for example, Traditional wedding, Friday 13 November 2026, Eko Event Centre, Lekki]

Planning meetings with both families

Vendor sourcing and coordination: [list]

Coordination on the day from [time] to [time]

Event 2: [for example, Wedding reception, Saturday 14 November 2026]

[Same structure]

3. Guest management

Guest list collection from [the couple and both families]

Invitations and access passes for up to [number] guests

RSVP follow-up and reminders

Gate team: [number] door staff with scanning

4. Not included Venue hire, catering, decor, drinks, music and printing are paid directly by the client unless listed above.

5. Your team on the day [Number] coordinators, [number] ushers, [number] door staff. Lead contact on the day: [name, phone].

6. Timeline

On deposit: kick-off meeting, vendor shortlist

[Date]: guest list opens

[Date]: invitations and access passes sent

[Date]: final guest numbers to caterer

[Date]: final walkthrough at the venue

7. Price

Line Amount
Planning and coordination ₦[ ]
Guest list collection ₦[ ]
Invitations and access passes ₦[ ]
RSVP tracking and thank-you messages ₦[ ]
Gate team on the day ₦[ ]
Total ₦[ ]

VAT at 7.5% is [included / added / not applicable].

8. Payment terms

Deposit of [percentage]% (₦[ ]) to confirm the date. Work starts when the deposit is received.

Balance of ₦[ ] due by [date, before the event week].

Payment by [bank transfer to account / payment link].

9. Guest numbers This price covers up to [number] guests. Each additional [50] guests adds ₦[ ] to the guest management lines. Final numbers are due by [date].

10. Changes and cancellation [What happens if the date moves or the event is cancelled, and which part of the deposit is refundable.]

To accept: reply "accepted" to this message or sign below, and pay the deposit.

Signed: ______________________ Date: ____________

Line	Amount
Planning and coordination	₦[ ]
Guest list collection	₦[ ]
Invitations and access passes	₦[ ]
RSVP tracking and thank-you messages	₦[ ]
Gate team on the day	₦[ ]
Total	₦[ ]

Why the price is in lines

A client who sees one number argues about the whole number. A client who sees planning, guest management, invitations and the gate as separate lines argues about one line and keeps the rest. Lines also show the work that usually disappears inside a fee, like chasing names from five relatives at 11pm or standing at the gate. We wrote about what planners charge, with published 2026 fee ranges, in how much do event planners charge in Nigeria.

The clauses that save the job

The guest-count clause

Guest lists grow. Without a clause, every extra guest is free work and extra cost for the caterer. With one, the client decides whether the cousin's colleagues are worth the extra lines. See the guest list that would not stop growing.

The balance date

Put the balance before the event week, never on the day. A balance collected at the venue is a balance that shrinks. The folk rules are in get paid like a professional.

The validity date

Vendor prices move. A proposal without an end date is a price you can be held to months later.

After the client says yes

Send an invoice for the deposit the same day, with the amount, the due date and your bank details. The free invoice generator makes a naira invoice PDF in your browser, with optional 7.5% VAT, and needs no account.

On Comtev, the guest-management lines in this proposal are a product you resell. An AI assistant collects the guest list on WhatsApp, invitations and QR access passes go out in one tap, and automations handle the follow-ups. You buy message sends and guest-collection seats at wholesale and set your own client price, then invoice the client in naira and get paid through Paystack. See pricing for a worked example.

FAQs

How do you write an event proposal?

Start with the client's brief in their words, then the scope event by event, what is and is not included, the team on the day, a timeline, the price in lines, the payment terms, a guest-count clause and the date the price expires.

What should an event planning proposal include?

The brief, scope, inclusions and exclusions, guest management, team, timeline, an itemised price, the deposit and balance date, what happens if guest numbers rise, a cancellation clause and how to accept.

Is an event proposal the same as a quotation?

A quotation is mainly the price. A proposal includes the price but also explains what you understood, how you will deliver it and on what terms, which is what a client compares when choosing between planners.

Should I put VAT on an event proposal?

If you are registered for VAT, show whether the 7.5% is included or added. If you are not, say VAT is not applicable so the client is not surprised later.

How much deposit should an event planner collect?

There is no fixed rule. Pick a deposit that covers the money you will commit to vendors before the event, write the percentage and the amount into the proposal, and start work only when it arrives.