What should an event proposal include?

This generator uses the parts most venues send: who the proposal is from and who it is for, the event date, time, space and guest count, an introduction, itemised pricing with any service charge and tax, your terms, a date the prices hold until, and room to sign. Edit or empty any of them.

Is the proposal a contract?

No. The document calls itself a quote, and the generator makes no claim about what is or is not binding where you are. The terms box is your own wording, not ours. If a proposal is going to stand in for a contract, have a lawyer in your state look at it first.

Can the client accept it online?

Not with this free tool. The proposal has a sign-and-return block instead, so you can email, print or post it. Online acceptance and e-signature are part of the VenueDirector product, not of this page.

Can I put my own logo on it?

Yes. Choose an image on the left and it appears on the preview and on both downloads. It stays in your browser: it is never uploaded to VenueDirector, and it is not carried in a share link or an emailed copy.

How are the service charge and sales tax worked out?

The service charge is a percentage of the lines you mark as subject to it, so a rental line can be exempt while catering is not. Sales tax is charged on the subtotal, plus the service charge if you tick that box. Set either percentage to 0 to leave that line off the document entirely.

Is anything I type sent to VenueDirector?

Your document stays in your browser, which also remembers it for next time, and the downloads are built there too. We count anonymous events such as “a document was downloaded”, without your text or anything that identifies you. Your document and email are stored only if you ask us to email you a link to it.

Free tool · For venues

Event proposal generator

Fill in your venue, the event and what you are quoting, and download a proposal as a PDF or a Word file.

Your details

Reset

Your venue

An invented example. Replace it with your own.

Venue name

Venue address

Up to 160 characters.

Venue contact

Email, phone, or both — one per line.

87 characters left

Your logo (optional)

PNG, JPEG or WebP. It stays in your browser: it is never uploaded to VenueDirector, and it is not included in a share link or an emailed copy. It is added to the preview and to the PDF and Word files you download here.

Client and event

Client name

Client contact

95 characters left

Event name

Event date

Event times

Free text, e.g. “4:00 PM – 11:00 PM”.

Space

Guests

Introduction

The short note at the top of the proposal.

Up to 600 characters.

Line items

What the client is paying for. The amount is quantity × unit price. Leave a row blank to leave it out. Up to 10 rows.

Row 1

Row 1 description

Row 1 quantity

Row 1 unit price

Row 1: subject to service charge

Amount: $5,000

Row 2

Row 2 description

Row 2 quantity

Row 2 unit price

Row 2: subject to service charge

Amount: $10,200

Row 3

Row 3 description

Row 3 quantity

Row 3 unit price

Row 3: subject to service charge

Amount: $5,400

Row 4

Row 4 description

Row 4 quantity

Row 4 unit price

Row 4: subject to service charge

Amount: $850

Row 5

Row 5 description

Row 5 quantity

Row 5 unit price

Row 5: subject to service charge

Amount: $0

Fill the last row and another appears, up to 10.

Service charge and tax

Your own rates. Set either to 0 to leave that line off the proposal. The percentages shown are an example, not market data or advice.

Service charge

Sales tax

Three decimals are allowed, for rates like 8.875%.

Sales tax applies to the service charge

Tax rules vary by state. Check yours.

Terms and validity

Terms summary

Your own wording: deposits, dates, final numbers. This free tool offers no legal wording of its own.

Up to 800 characters.

Proposal number

Proposal date

Valid until

The date the prices hold until.

Preview

The Larkspur

Event proposal

Proposal PRO-1042

Proposal date: February 8, 2027
Valid until: March 10, 2027
Event date: May 14, 2027

From

The Larkspur

48 Mill Lane Riverton, CA 94000

events@example.com (555) 010-2048

Prepared for

Northwind Labs

Ana Ortiz ana@example.com

The event

Event: Spring team summit
Date: May 14, 2027
Time: 4:00 PM – 11:00 PM
Space: The Mill Room
Guests: 120

Introduction

Thank you for thinking of us for your spring summit. Here is what we would include, based on our call. The Mill Room is held for you until the date below.

What's included

What's included
Description	Qty	Unit price	Amount
Mill Room rental, 7 hours	1	$5,000	$5,000
Dinner service, per guest †	120	$85	$10,200
Bar package, per guest †	120	$45	$5,400
AV and staging	1	$850	$850

Subtotal: $21,450
Service charge (20%): $3,120
Sales tax (8%): $1,965.60
Proposal total: $26,535.60

† Service charge applies to this line.

Terms

A signed proposal and a 25% deposit confirm the date. The balance is due 30 days before the event. Final guest numbers are due 14 days before the event. Prices hold until the date above.

Accept this proposal

To accept, sign below and return a copy to The Larkspur by March 10, 2027.

Client signature

Date

This proposal is a quote, not a contract, and prices may change until it is signed.

Made with VenueDirector

Download this document

Built in your browser. Add a logo on the left and it will appear on both files.

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Get a link that brings back every number, to finish later or on another device.

In VenueDirector

Proposals with a pricing engine Coming next

VenueDirector already tracks each event from lead to confirmed. Proposals with a pricing engine, e-signature and online payments are coming next, so a proposal can be built from your packages and accepted online instead of printed and signed.

Get early access

How is the proposal put together?

Your letterhead. The venue name, address and contact you enter head the document, with your logo if you add one. VenueDirector appears once, as a small line in the footer.
Line items. Each row is quantity × unit price, rounded to the cent. Blank rows are left out.
Service charge. A percentage of the rows you mark as subject to it, so a rental line can be exempt while catering is not. Marked rows carry a † on the document.
Sales tax. Charged on the subtotal, plus the service charge when you tick that box. Set either percentage to 0 and the line disappears.
Total. The sum of the lines printed on the page, so the document always adds up.

The preview, the PDF and the Word file are rendered from the same document, so what you see is what you send.

What is in the example, and what is yours?

The generator opens with an invented example so the page is never blank. The Larkspur and Northwind Labs are not real businesses, the dates are fixed example dates, and every price is a placeholder, not market data or a recommended price. Replace all of it:

Example event: 120 guests in The Mill Room on May 14, 2027, with 4 line items.
Example rates: a 20% service charge on the marked lines and 8% sales tax, charged on the service charge too. Your own rates and your own tax rules replace them.
Example terms: a deposit and a balance date, in the venue’s own words. The terms box is yours to write — this free tool offers no legal wording and is not legal advice.

Your logo stays in your browser. It is added to the preview and the downloads there, and it is never uploaded to VenueDirector, put in a share link, or kept with an emailed copy.

Worked example

With the example above, the lines come to $21,450. The 20% service charge applies to $15,600 of that (catering and bar, not the rental or the AV), which is $3,120. Sales tax of 8% on the subtotal plus the service charge adds $1,965.60, for a proposal total of $26,535.60:

The Larkspur

Event proposal

Proposal PRO-1042

Proposal date: February 8, 2027
Valid until: March 10, 2027
Event date: May 14, 2027

From

The Larkspur

48 Mill Lane Riverton, CA 94000

events@example.com (555) 010-2048

Prepared for

Northwind Labs

Ana Ortiz ana@example.com

The event

Event: Spring team summit
Date: May 14, 2027
Time: 4:00 PM – 11:00 PM
Space: The Mill Room
Guests: 120

Introduction

Thank you for thinking of us for your spring summit. Here is what we would include, based on our call. The Mill Room is held for you until the date below.

What's included

What's included
Description	Qty	Unit price	Amount
Mill Room rental, 7 hours	1	$5,000	$5,000
Dinner service, per guest †	120	$85	$10,200
Bar package, per guest †	120	$45	$5,400
AV and staging	1	$850	$850

Subtotal: $21,450
Service charge (20%): $3,120
Sales tax (8%): $1,965.60
Proposal total: $26,535.60

† Service charge applies to this line.

Terms

A signed proposal and a 25% deposit confirm the date. The balance is due 30 days before the event. Final guest numbers are due 14 days before the event. Prices hold until the date above.

Accept this proposal

To accept, sign below and return a copy to The Larkspur by March 10, 2027.

Client signature

Date

This proposal is a quote, not a contract, and prices may change until it is signed.

Made with VenueDirector

Frequently asked questions

What should an event proposal include?: This generator uses the parts most venues send: who the proposal is from and who it is for, the event date, time, space and guest count, an introduction, itemised pricing with any service charge and tax, your terms, a date the prices hold until, and room to sign. Edit or empty any of them.
Is the proposal a contract?: No. The document calls itself a quote, and the generator makes no claim about what is or is not binding where you are. The terms box is your own wording, not ours. If a proposal is going to stand in for a contract, have a lawyer in your state look at it first.
Can the client accept it online?: Not with this free tool. The proposal has a sign-and-return block instead, so you can email, print or post it. Online acceptance and e-signature are part of the VenueDirector product, not of this page.
Can I put my own logo on it?: Yes. Choose an image on the left and it appears on the preview and on both downloads. It stays in your browser: it is never uploaded to VenueDirector, and it is not carried in a share link or an emailed copy.
How are the service charge and sales tax worked out?: The service charge is a percentage of the lines you mark as subject to it, so a rental line can be exempt while catering is not. Sales tax is charged on the subtotal, plus the service charge if you tick that box. Set either percentage to 0 to leave that line off the document entirely.
Is anything I type sent to VenueDirector?: Your document stays in your browser, which also remembers it for next time, and the downloads are built there too. We count anonymous events such as “a document was downloaded”, without your text or anything that identifies you. Your document and email are stored only if you ask us to email you a link to it.