Sample Event Proposal and Its Structure

A proposal is a plan of activity written in the form of a work outline that is intended to be implemented. In general, a proposal contains the event name, objectives, technical details, and required budget. The organizing committee must write the proposal in detail so that stakeholders can clearly understand the plan and provide approval or financial support accordingly.

 

Writing a proposal cannot be done carelessly—it must follow proper structure and systematic formatting. The structure of a proposal also depends on the type of activity being planned. To avoid errors, here are examples of proper event proposals along with their structure.

 

1. Sample School Event Proposal: Arts and Culture Performance

Organizing an arts and culture performance at school can be not only a fun moment but also a great opportunity to nurture students' creativity. To plan and execute such an event smoothly, it is important for the committee to prepare a well-structured proposal. Below is a sample format for a school arts and culture event proposal that you can use as a reference.

 

A. Background

This section explains the reasons the event needs to be held, along with its benefits and purposes.

Example:

This event is driven by the intention to provide a platform for students to express their artistic creativity. The arts and culture performance aims to introduce various forms of art to students, strengthen the sense of unity among classes, and preserve cultural heritage. The event is expected to be a medium for students to hone their skills in dancing, music, and theater.

 

B. Event Theme

This section lists the main theme of the event, which should align with the event’s purpose and attract the audience.

Example:

The theme of this event is:
“Creativity for a Brighter Future.”
This theme was chosen to reflect how art can be a medium for achieving goals and building a better future through self-development.

 

C. Types of Activities

This section explains the various activities to be held during the event.

Example:

The arts and culture performance will include the following activities:

• Islamic Arts: Islamic poetry readings and religious musical performances

• Stand-up Comedy: Comedy acts performed by students

• Drama: Short drama performances with inspirational stories

• Dance Performances: Traditional and modern dances from various regions

• Poetry: Creative and diverse poetry readings

• Theater: Mini theater performances focusing on social issues
   

D. Participants

This section outlines who will take part in the event, whether representatives from each class or all students.

Example:

Participants of the event include all students from grades 7 to 12, with each class sending representatives for each type of performance. Every artistic activity will involve at least 5 students per class.

 

E. Time and Venue

This section covers the date, time, and venue of the event.

Example:

• Date: Saturday, November 25, 2025

• Time: Starting at 08:00 AM until completion

• Venue: Main Hall, SMA Negeri 1 Jakarta, Jl. Kebon Jeruk No. 10
   

F. Committee Structure

Include the organizing committee responsible for the smooth running of the event.

Example:

• Chairperson: Ahmad Farhan (Grade 12 Science)

• Secretary: Dian Sari (Grade 11 Social Science)

• Treasurer: Budi Santoso (Grade 12 Social Science)

• Art Activities Coordinator: Siti Aisyah (Grade 11 Science)

• Logistics Coordinator: Rina Susanti (Grade 10 Science)

• Documentation Coordinator: Reza Fauzi (Grade 12 Science)
   

G. Budget Estimate

This section details the full estimated cost to run the event.

Example:

Budget for Arts and Culture Performance:

• Hall rental: Rp 5,000,000

• Art equipment (musical instruments, costumes, props): Rp 3,000,000

• Catering (food and drinks for participants and audience): Rp 2,500,000

• Documentation (camera and photographer fees): Rp 1,500,000

• Committee and MC honorarium: Rp 1,000,000
  Total Budget: Rp 13,000,000

 

2. Sample Corporate Event Proposal

Example illustration of an event organizer managing an event. | Credit: Shutterstock

Organizing a corporate event such as a company gathering or product launch requires detailed planning to ensure its objectives and outcomes are achieved. One key step is preparing a professional and well-structured proposal. Here's a comprehensive format and content example of a corporate event proposal.

 

A. Background

Explains the importance of the event and the benefits it offers.

Example:

To strengthen employee relations and introduce the company's latest innovations to partners and consumers, we plan to host the Company Gathering & Product Launch 2025. This activity aims to boost team motivation, reinforce workplace culture, and serve as a communication bridge with external stakeholders.

 

B. Event Theme

The theme should reflect the event’s spirit and objectives.

Example:

Event Theme:
"Collaboration for Future Innovation"
This theme symbolizes the synergy between employees in driving growth and sustainability through shared innovation.

 

C. Event Activities

Lists all planned activities from start to finish.

Example:

• Opening speech by the board of directors

• Product launch session

• Short seminar: “Innovation Trends in the Digital Industry”

• Interactive team workshops

• Entertainment (stand-up comedy & live music)

• Networking session & group dinner

• Door prize distribution
   

D. Participants

Describes who will attend and be involved.

Example:

The event will be attended by all employees of PT Maju Bersama (approx. 200 people), business partners, potential clients, and media partners. Invitations will also be extended to select investors and VIP guests.

 

E. Time and Venue

Details about the event’s schedule and location.

Example:

• Date: Friday, December 5, 2025

• Time: 3:00 PM – 9:00 PM WIB

• Venue: Grand Ballroom, Grand Jakarta Hotel, Jl. Sudirman No. 123, Jakarta
   

F. Committee Structure

Details of the organizing team and their responsibilities.

Example:

• Event Chair: Rudi Hartanto (Head of HR)

• Event Coordinator: Nisa Fauziah (Marketing Manager)

• Catering Coordinator: Lina Puspita (GA Staff)

• Documentation Coordinator: Yogi Saputra (Creative Team)

• Logistics Team: HR & GA Internal Team

• MC & Moderator: Provided by EO Partner
   

G. Budget Breakdown

Estimated total costs for the event.

Example:

• Venue and facilities rental: Rp 25,000,000

• Catering for guests and staff: Rp 15,000,000
   

MC, moderator, and entertainment fees: Rp 10,000,000

• Photo & video documentation: Rp 5,000,000

• Merchandise and door prizes: Rp 7,500,000

• Promotion and publicity: Rp 3,500,000
  Total Budget: Rp 66,000,000

 

Final Thoughts

Those are examples of event proposals that you can refer to when preparing for an event. Each type of event has its own specific structure depending on the context. You can fill it out according to your event plan so that the organizing committee can proceed with approval and provide the necessary funding or support.

 

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Also Read:

• What is an Event Rundown?

• Standard Sizes for Committee Name Tags

• What is an Event? Goals, Benefits, and Types