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Free event proposal template: fill it in, then download Word or PDF

An event proposal template for venues, written from your own numbers. Put in the event, the guest count and what you’re offering; the template prices every line, adds your service charge and tax, and works out the deposit that holds the date and the day the offer ends. Download it as Word or print it to PDF, no signup. Or save it to a free MyVenueHQ account and send it as a link the client accepts.

Your venue
Client
Event
Proposal
What you’re offering

Per-guest lines multiply by the guest count. Rates are in dollars.

Totals
Terms

Grandview Hall

Dana Reyes, event coordinator · events@grandviewhall.example · (970) 555-0142

Proposal

Wedding reception for Amelia Whitfield

Prepared for
Amelia Whitfield
amelia@example.com
Date
March 30, 2026
Valid until
April 13, 2026
Event
Wedding reception
Date
Saturday, October 17, 2026
Guests
120
Space
Garden Room

Thank you for touring Grandview Hall with us. Here is what we would provide for your reception in the Garden Room, priced for your guest count. The per-guest lines follow your final count, so the total moves with it.

ItemQty and rateAmount
Venue
Garden Room rental1 × $2,400.00$2,400.00
Food
Plated dinner120 guests × $52.00$6,240.00
Beverage
Bar package, beer and wine120 guests × $8.00$960.00
Subtotal$9,600.00
Total$9,600.00
Deposit to hold the date$2,400.00
Balance after the deposit$7,200.00

Valid until April 13, 2026. After that, the prices and the date are no longer held.

Terms

The deposit holds the date once the rental agreement is signed. Until then the date stays open to other bookings.

Prices cover the items listed for the guest count shown. Per-guest lines change with your final count, due 14 days before the event.

When you accept, we send the rental agreement to sign. It sets out the payment dates, the cancellation terms and the house rules.

Accepted by the client

Signature

Name: Amelia Whitfield

Date

For Grandview Hall

Signature

Name

Date

Save it to MyVenueHQ (free)

Free with no account. Your proposal stays in this browser; nothing is sent anywhere unless you press Save it to MyVenueHQ, which carries it to your new account in the link. The example is a sample venue and wedding.

The short answer

An event proposal names the venue and the client, then the event: its type, date, guest count and space. It lists what you’re offering with a quantity and rate for each line, per guest where the cost moves with the count, and adds the subtotal, service charge, tax and total. It ends with the deposit that holds the date, the balance, the date the offer runs out and the few terms the client needs before saying yes.

Event proposal template filled in for a 120 guest wedding reception at a sample venue: Garden Room rental, plated dinner and bar package per guest, a $9,600 total, a $2,400 deposit to hold the date and the date the offer ends
The template’s example proposal: $9,600 for 120 guests, $2,400 to hold the date.
An event proposal for a 120 guest wedding reception, $9,600 with $2,400 to hold the date, beside the same proposal in MyVenueHQ, ready for the client to accept.
Fill it in free here. Saved to MyVenueHQ, it goes out as a link the client accepts on their phone.

Event proposal example

The template opens with this one filled in. Grandview Hall, a sample venue, is quoting a wedding reception for 120 guests in the Garden Room on October 17, 2026:

Example only: a sample venue’s prices, not a market rate.
ItemQty and rateAmount
Garden Room rental1 × $2,400.00$2,400.00
Plated dinner120 guests × $52.00$6,240.00
Bar package, beer and wine120 guests × $8.00$960.00
Total$9,600.00
Deposit to hold the date$2,400.00
Balance after the deposit$7,200.00

It’s dated March 30, 2026 and valid for 14 days, so the offer ends April 13, 2026. Service charge and tax are left at 0 because both are yours to set; put in your own and the total and the balance follow. Change the guest count to 130 and the two per-guest lines add $600.00.

What goes in an event proposal

  • Who it’s from and who it’s for. Your venue and a named contact, then the client’s name and email.
  • The event. Type, date, guest count and the room or grounds. If any of it is wrong, the client fixes it here rather than in the contract.
  • A short note. Two or three sentences that pick up from the tour or the inquiry.
  • The lines. Venue, food, beverage, staff, rentals and anything else, each with a quantity and rate. Per-guest pricing shows the client what a change in the count costs.
  • The math. Subtotal, service charge, tax and total, all on the same page as the lines.
  • The deposit and the deadline. What holds the date, what is left after it, and the day the offer ends.
  • A few terms. When the date is held, when the final count is due, and that a contract follows. The rest belongs in the agreement.

For sample wording, section by section, and how to price add-ons so the client can say yes in one reply, read how to write a venue proposal. If you use a chatbot for the wording, AI event proposal gives a prompt for each part and a list of what it must never invent: prices, dates, capacity, policies, taxes and fees.

How the template prices it

Each line is its quantity times its rate. A per-guest line takes the guest count as its quantity, so changing the count reprices the food and the bar in one go. The service charge is a percent of the subtotal, and tax is a percent of the subtotal plus the service charge. If your state taxes them differently, adjust the rate or the lines in Word, and check the rules with your state’s department of revenue.

The deposit is either a fixed amount or a percent of the total, and the balance is what’s left. MyVenueHQ prices a saved proposal the same way, so the total doesn’t change on the way in.

Proposal, contract, invoice

The proposal is the offer. Once the client says yes, the free venue rental agreement template turns the same date, space and deposit into terms they sign, and the free catering invoice template bills the deposit and later the balance from the same lines. If your venue does the food, the free catering contract template covers the menu and the final count, and the BEO template carries it all to the kitchen.

Send it as a link in MyVenueHQ

Save it to MyVenueHQ makes a free account and opens this proposal in the app’s proposal builder, with your lines, totals, deposit and terms already in. From there you send it as a link. The client opens it on their phone, with no account, and accepts or declines online; once the offer ends, the link stops taking answers. The proposal stays on the event in MyVenueHQ with the floor plan and BEO. Those and invoices with a card pay link are on the free plan. Contracts with e-signature are on the Venue plan, $49 a month with a 14-day trial.

Save it to MyVenueHQ (free) See pricing

Event proposal questions.

What should an event proposal include?

Who it is from and who it is for, the event (type, date, guest count and space), a short note on what you are offering, then every charge with its quantity and rate, the subtotal, service charge, tax and total. Finish with the deposit that holds the date, the balance, the date the offer runs out and the few terms the client needs before saying yes.

How do I write an event proposal for a venue?

Start from the inquiry: the date, the guest count and the room they toured. Price what you discussed line by line, per guest where the cost moves with the count, and say what the deposit is and how long you will hold the date. Keep the full terms for the contract. Our guide on how to write a venue proposal has sample wording for each section.

What is the difference between a proposal, a contract and an invoice?

The proposal is the offer: what you will provide, for how much, and until when. The contract is what the client signs once they say yes, with the cancellation, liability and payment terms. The invoice asks for the money, starting with the deposit.

How much deposit should the proposal ask for?

There is no standard figure. Ask for enough to cover what you would lose if the client walked away and the date did not rebook. The template takes a percent of the total or a fixed amount. The example asks $2,400 on a $9,600 proposal; that is the example, not a recommendation.

How long should a proposal be valid?

Long enough for the client to decide, short enough that you are not holding a Saturday for weeks. Set the number of days in the template and it prints the date the offer ends. The example uses 14 days.

Can I download the event proposal template in Word?

Yes. Download Word gives you the proposal you filled in as an editable .docx that opens in Word, Google Docs and Pages. Print or save PDF gives you a clean copy to attach to an email.

Is it really free?

Yes. Fill it in, download it and print it with no account. Your draft stays in this browser. Save it to MyVenueHQ makes a free account and opens the proposal there, where you can send it as a link.

Does it work for corporate events and parties?

Yes. Change the event type and the lines. For a company booking, put the company as the client and add AV or staffing lines under Staff, Rentals or Other.

Related free tools

Free venue rental agreement template Fee, deposits, cancellation, insurance and house rules, as Word or PDF. Free catering invoice template Per-guest lines, service charge, tax, deposit and balance. Free event floor plan maker Draw the room to scale with tables, stage, bar and dance floor, then see it in 3D. Free BEO template The banquet event order for the kitchen, bar and floor, as a Word file.

Related reading: How to write a venue proposal, with sample wording for each section.

See all the free event planning tools and templates

Send the proposal while the tour is fresh.

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