# Event Proposal > An elegant event proposal with a concept narrative, event details, day-of program, services, package tiers with pricing, and an acceptance page. Built for planners and agencies. Source: https://buildpdfs.com/templates/event-proposal Category: Business An elegant event proposal with a concept narrative, event details, day-of program, services, package tiers with pricing, and an acceptance page. Built for planners and agencies. ## What's included - Cover with event name, client, and date - Vision / concept narrative - Event details (venue, guest count, theme) and day-of program - Services & deliverables with package tiers and pricing - Investment summary, terms, and acceptance page ## Sample content Maison Vale · Event Design Studio Event Proposal · Prepared for Aurelia Cosmetics ### The _Lumière_ Gala An evening unveiling for the launch of Aurelia's first fine fragrance — composed as theatre, served as memory. Event Date Friday, 18 September 2026 Venue The Conservatory at Bow Hall Proposal No. MV-2026-041 The Vision #### A launch the city will _talk about_ for a season. Aurelia is not introducing a product. You are introducing a _point of view_ — and the evening should feel like the first time the room understands it. We propose an immersive unveiling for three hundred guests: press, retail partners, founding investors, and the tastemakers whose word travels. The arc of the night is deliberate. Guests arrive into candlelight and quiet strings, are drawn through a scent corridor that tells the story of the fragrance's three movements, and are finally seated for the reveal — a single, theatrical moment when Lumière is poured, projected, and named. Every decision serves one feeling: that they were present at a beginning. Maison Vale handles the whole of it — concept, design, production, talent, and the choreography of the night — so that on the evening itself, your team is a guest at your own party. "The best launches don't announce. They let the room arrive at the conclusion on its own — and feel clever for it." Camille Vale · Creative Director What success looks like Coverage in three target titles, 90%+ confirmed-guest attendance, and a waitlist for next year. The single feeling "I was there when it started." Our role End-to-end design and production. You approve; we deliver. Prepared by Maison Vale for Aurelia Cosmetics, June 2026. Event Details #### The shape of the _evening_. Date & Time Fri, 18 Sept 2026 Doors 7:00 PM · Carriages 11:30 PM Venue The Conservatory at Bow Hall Glasshouse & East Terrace, Mayfair Guest Count 300 guests Press, partners, investors & press-adjacent VIPs Format Immersive unveiling Reception · scent walk · seated reveal · after-hours ##### The theme — _Nocturne in Three Movements_ The fragrance is built in three accords; the night mirrors them. Guests move from **Dusk** (bergamot and cold air, silver light, strings) through **Bloom** (jasmine and warmth, the scent corridor, deepening rose) into **Ember** (amber and skin, the reveal, gold and low candle). The palette below carries through stationery, lighting, florals, uniforms, and the projection mapping for the reveal moment. Midnight Plum Lumière Gold Dusk Rose Warm Cream Program of the Evening #### A night, _choreographed_. Every transition is cued — lighting, sound, scent, and service move as one. Times are guided; the room sets the pace. 7:00 ###### Arrival & Champagne — "Dusk" Guests received under the glasshouse in silver light. A string trio, a single signature cocktail, and the first whisper of bergamot in the air. Press step-and-repeat to the side, never the centre. 7:45 ###### The Scent Corridor — "Bloom" Guests are drawn, in waves of forty, through a darkened corridor of suspended florals and diffused accords — the fragrance's story told in three breaths before they have seen the bottle. 8:30 ###### Seated Reveal — "Ember" The room is called to long candlelit tables. Founder's address (six minutes), a commissioned score, and the projection-mapped reveal: Lumière poured, lit, and named. Held to a single, unrepeatable moment. 9:00 ###### Dinner Service Four-course seasonal menu by Florian Keep, paired to the three accords. Sampling vials at every place setting; guests leave wearing the launch. 10:15 ###### After-Hours & Press Suite Tables clear to a lounge; a DJ lifts the room. A private press suite runs founder interviews and styled product photography on a rolling schedule. 11:30 ###### Carriages Departing guests receive the boxed first edition and a handwritten card. Cars staged on the terrace; nothing left to chance at the door. Services & Deliverables #### What Maison Vale _delivers_. A single accountable team across concept and execution. The scope below is included in every package tier; the tier governs scale, talent, and finish. 01 ##### Creative & Concept Theme development, narrative arc, full design language, mood and reference decks, and a 3D walkthrough of the room before a single thing is built. 02 ##### Production & Build Set, scent corridor, staging, rigging, projection mapping, lighting design, and power. Load-in, build, and strike fully managed and insured. 03 ##### Venue & Logistics Venue liaison, permits, licensing, security, accessibility, transport staging, and the run-of-show that ties every vendor to a single clock. 04 ##### Food, Drink & Florals Catering curation and tasting, bar programme, signature cocktail, sommelier pairings, and a bespoke floral and scenting scheme throughout. 05 ##### Guest Experience Invitation suite, RSVP concierge, seating, on-night hosting team, press handling, gifting, and the handwritten details guests remember. 06 ##### Capture & Aftercare Photography, film, a same-night social edit, and a post-event report — coverage, attendance, and guest sentiment — within five working days. Package Tiers #### Three ways to _hold the room_. Each tier delivers the full scope opposite; they differ in scale of build, calibre of talent, and depth of finish. All figures exclude VAT. Soirée £64,000up to 180 guests * Full concept & design * Standard set & lighting * Scent corridor, single accord * Catering & bar curation * Photography + social edit * On-night team of six Recommended Nocturne £118,000up to 300 guests * Everything in Soirée, plus — * Three-movement scent corridor * Projection-mapped reveal * Commissioned score & live trio * Press suite & gifting programme * Photography, film & full report * On-night team of fourteen Atelier From £185,000300+ & bespoke build * Everything in Nocturne, plus — * Custom architectural build * Named talent & performance * Multi-room journey * Broadcast-grade film crew * Dedicated PR integration ##### Our recommendation For a 300-guest launch with press at its centre, the **Nocturne** tier carries the full three-movement narrative and the reveal moment without over-building. The investment summary that follows is costed against this tier. The Experience #### How the night will _feel_. Picture it: the glasshouse low and gold, a trio somewhere out of sight, a single cold cocktail in hand. The crowd is dressed and quietly thrilled. Then a door opens, and the scent reaches them before the bottle ever does. i. ###### Light Candle and warm wash only — no flat overheads. The room dims through the night, drawing every face toward the reveal. Projection holds for one unrepeatable moment. ii. ###### Scent Three diffused accords map to three spaces. Guests don't read the story of the fragrance — they walk through it, and arrive at the bottle already convinced. iii. ###### Sound A commissioned score swells beneath the founder's six minutes, then lifts the room into the after-hours. Silence, too, is cued — held deliberately before the name is spoken. Investment Summary #### The _investment_. Costed against the recommended **Nocturne** tier for 300 guests. Itemised so every line is visible; nothing is buried in a single management figure. | Line item | Investment | | ------------------------------------------------------------------------------------------------------------------------ | ---------- | | Creative, design & production management Concept, design language, 3D walkthrough, run-of-show, full on-night management | £24,000 | | Set, staging & scent corridor build Three-movement corridor, set, rigging, load-in & strike | £26,500 | | Lighting, projection mapping & AV Lighting design, mapped reveal, sound system, technical crew | £19,000 | | Catering, bar & sommelier Four-course menu for 300, signature cocktail, pairings, service staff | £21,500 | | Florals, scenting & styling Full floral scheme, diffused accords, table & terrace styling | £11,000 | | Talent & music Commissioned score, live string trio, after-hours DJ | £8,500 | | Guest experience & gifting Invitation suite, RSVP concierge, press suite, boxed first editions | £7,500 | | Capture & aftercare Photography, film, same-night social edit, five-day post-event report | £6,000 | Total InvestmentNocturne tier · excludes VAT · 300 guests £118,000 \+ VAT Terms #### The _fine print_, kept short. i. ###### Payment Schedule 50% on signature to secure the date and begin design; 30% at four weeks out; 20% within fourteen days of the event. Invoices itemised to the summary opposite. ii. ###### What's Included All design, management, build, and the line items shown. Travel within Greater London is included; venue hire and third-party licences are billed at cost with prior approval. iii. ###### Changes & Scope Two rounds of design revision are included. Changes after the four-week lock that affect build or talent are quoted in writing before any work proceeds. iv. ###### Cancellation The signature deposit is non-refundable. Cancellation inside thirty days incurs committed third-party costs; we will always work to recover what can be recovered. v. ###### Insurance & Liability Maison Vale carries £10m public liability and full employer's liability cover. Certificates provided on request and lodged with the venue ahead of load-in. vi. ###### Validity This proposal and its pricing are held for thirty days from the date of issue. The 18 September date is provisionally reserved and released if unconfirmed. Acceptance & Next Steps #### Shall we _begin_? Three steps stand between this page and an unforgettable evening. We can hold the 18 September date for ten days while you decide. 1 ###### Confirm the tier Sign below and return. We recommend the Nocturne tier, but we are glad to walk you through any of the three. 2 ###### Secure the date The signature deposit reserves 18 September and unlocks the design phase. Bow Hall is held in your name in the meantime. 3 ###### Begin the design Within a week we present the full design deck and 3D walkthrough — the night, before it exists. Accepted for Aurelia Cosmetics Name, title & date For Maison Vale Camille Vale Creative Director · 18 June 2026 With every confidence in the evening, Camille & the Maison Vale team. **Maison Vale — Event Design Studio** 14 Lamb's Conduit Street, London WC1N camille@maisonvale.studio · +44 20 7946 0218 maisonvale.studio ## Frequently asked questions ### What should an event proposal include? Include a concept or vision for the event, the key details (date, venue, guest count, theme), a program or timeline of the day, the services and deliverables you provide, package tiers with pricing, an investment summary, and terms with an acceptance section. ### How do I present event pricing? Offer tiered packages (for example good/better/best) so clients can choose their level, and itemize what each includes. A clear investment summary with the total and payment schedule helps clients say yes with confidence. ### Is this event proposal template free? Yes — free to customize and download. Describe the event and your packages to the AI and it will write the proposal. [Use this template](https://buildpdfs.com/signup?templateId=event-proposal) — free, no credit card required.