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Event proposal template

The six parts clients expect, and how to send it the same day as the consult.

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Florist wrapping a bouquet of pink roses at the shop bench, with a Gina message saying a florals proposal is ready for approval.

Quick answer

An event proposal needs six parts: the client's goal in their words, date and venue, scope, itemized pricing, terms with the deposit amount, and a signature line. Use the template below, and send it the same day as the consult while the client is still deciding.

What Gina does with it

Short, muted clips of the job and what Gina hands back. Every draft waits for your yes.

Proposals eat the afternoon Gina checks who’s free that night and drafts the proposal from your CRM, ready for you to send.

How to fill it in

01

Write their goal in their words

One sentence from the consult.

02

Confirm date and venue

With setup and teardown times.

03

Itemize the scope

Each line a deliverable, with its price.

04

State the deposit

Amount, due date and what it secures.

05

Send it the same day

While the client is still deciding.

Let Gina draft it from your own pricing

From your past proposals

Gina drafts from the proposals you've already sent.

Contract and deposit link attached

Ready for your approval.

You approve everything

Nothing goes live without your yes.

Every reply, proposal and deposit link waits in one list. Approve it, edit it or leave it. Gina never sends on its own.

How approvals work

A drafted proposal for the Morgan wedding arrives marked waiting on you. Approve is pressed, a check lands and the card shows Sent. A second draft, a follow-up to the Ellis anniversary party, is edited first to change next week to Thursday, then approved and sent.

What you can check before you decide

No invented numbers or borrowed testimonials. These are the parts you can verify in a demo.

  • Nothing goes out without your yesEvery drafted reply, proposal, post or payment waits in your approval inbox until you say send.
  • Runs on the agent you already haveGina works through your own AI account, so her work draws on a plan you already pay for. Today that means a Claude Pro or Max plan; more agents are coming.
  • Works with the tools you already useYour email, calendar, Google Sheets and CRM. There is no new system to move your business into.
  • See the real product firstThe walkthrough videos on this site are recordings of the actual Gina console. In a demo we run it against your week.

Proposals that take hours are what quote to deposit fixes.

The template

EVENT PROPOSAL

Prepared for: [Client name]
Prepared by: [Your business]
Date sent: [Date]


    

  1. 

    Your goal
[The client's goal, in their words]
    

    2. 

  2. 

    Date and venue
Event date: [Date]    Venue: [Venue]
Setup: [Time]    Event: [Time]    Teardown: [Time]
    

    3. 

  3. 

    Scope
[What you will deliver, one item per line]
    

    4. 

  4. 

    Pricing
[Line item] ........ [Amount]
[Line item] ........ [Amount]
Total ............. [Amount]
    

    5. 

  5. 

    Terms
Deposit: [Amount], due [Date], secures the date.
Balance: due [Date].
Cancellation and changes: [Terms]
    

    6. 

  6. 

    Acceptance
Client signature: ____________    Date: ______

A starting point, not legal advice. Have a local attorney review any contract before you use it.

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Common questions

What should an event proposal include?
The client's goal, date and venue, scope, itemized pricing, terms with the deposit, and a signature line.
How fast should I send it?
The same day as the consult, while the client is still comparing.

Send every proposal the same day.

Start “Three proposals, our way”, or book a 15-minute call first.

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