Understanding paperwork required to plan an event

These are the things to include in an event proposal:

History of company
Provide your client with a brief history of your company and the types of services that you offer. If you are a new company ,you can detail your previous working experience to lend credibility to your proposal.

Letters of reference
You should always make it a point to get a testimonial from your client for every event that you organise so that you are able to include them in your proposal. If you have a huge collection, only include testimonials of similiar events in the proposal.

Company writeups
If your company had been featured in any magazines or newspaper, scan and include a copy of it in your proposal.

Description of event
This is the backbone of the proposal. The description of your event should be as detailed as possible to enable your client to visualise your event. If possible, include artist's impression or graphic mock-ups.

Make your copy as interesting as possible. Use more descriptive words to add oomph to your proposal. Remember, if you find it boring, it will be worse for your client.

Description of services
List down the services that you will be offering to materialise the event and if you wish, you can also list down the vendors that you will be engaging.

Listings of additional services
If the client has pre-empted that you help with the co-ordination of certain activities such as catering or floral, etc, include it in your proposal and list down clearly your role in the co-ordination to avoid any misunderstanding.

Production schedule
List down the key milestones of the event so that your client is fully aware to the urgency of key activities. This is not necessary for small events.

Event cost estimate
If possible, provide a clear and detailed breakdown of the costs so that the client is clear about what he/she is paying for. I would recommed including the the event management fees as a separate item. However, I know that some event management companies do not charge an event management fee, choosing instead to "hide" the event management fees by marking up on the vendor charges. E.g. instead of charging the client $1,000 for props (which is what the vendor is charging you), you charge $1,300 for props.

I personally do not think that is a wise decision because when the client removes the item, you would have lost that $300. However, if you were to charge an event management fee, it does not matter even if the client removes 10 items.

In addition, be very meticulous with the costing

It is important to include all the necessary terms and condition in your agreement to your client to ensure that there is no misunderstanding and it will come in useful in disputes. These are the terms which you should be including in your client agreement.

Event details - Include the name of event, date, time, location.

Services provided - List down the details which you are providing e.g. design, artiste management, backdrop, etc as well as the time which you will deliver those services. Remember to include setup time as well.

Client delivery - If you are organising the event at your clients premises, include that in your agreement. Also include who is the decision maker. This will come in useful onsite when some other staff members start dictating things to do which is contrary to what is agreed.

Fees - If possible, provide a detailed cost estimate of all the services, inclusive of event management fees. Be very meticulous with this portion.

Terms of payment - State very clearly the schedule of payment. For example,
50% of the total event cost 14 days upon confirmation
25% of the total event cost 30 days before the event
25% of the total event cost 14 days after the event.

Instead of putting 14 days upon confirmation or 14 days after the event, you can state the actual dates. If your company charges a late payment fee, include that in as well.

Cancellaton / Postponement of event - You should also include a cancellation / postponement clause to protect yourself, especially for events that takes months to prepare. For example.
For cancellations by the client more than 60 days before the event, the client is liable for 50% of the total event cost
For cancellation by the client less than 30 days before the event, the client is liable for 75% of the total event cost
For cancellation by the client less than 14 days before the event, the client is liable for 100% of the total event cost

Indemnity - Include an indemnity clause which indemnifies both parties for claims, loss or damages. This is an example of an indemnity clause; each party shall not be liable for any claim, loss, damage, cost and expense arising from its failure to conduct the Event, if such failure results from a cause or causes beyond the reasonable control of the party, including force majeure, labour trouble, wares, strikes, fire casualties and earthquakes.

Force Majeure - This is not a usual practise with many event management companies but it'll be good it include a force majeure where the agreement is automatically cancelled if the event is interrupted by an act of God, war or strikes.

Acceptance of full agreement - This states that supplements and alterations to the agreement must be made in writing and agreed upon by both parties to the agreement.

Endorsement by both parties - Include name of signatory, designation, company name and date for a representative to sign off.

Most vendors would have had an agreement for you to sign as well but just in case that they don't you can use the terms above and just reverse the role where you are now the client and they the vendor.

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