Free Private Event Proposal Builder
Build a professional private event proposal for your restaurant or venue in minutes. Fill in the details below and download a polished PDF — no account required.
Venue Details
Event Details
Line Items
Additional Details
| Description | Qty | Price | Total |
|---|---|---|---|
| Room rental fee | 1 | $500 | $500 |
| Food & beverage minimum | 1 | $2,500 | $2,500 |
| AV setup | 1 | $250 | $250 |
| Description | Qty | Price | Total |
|---|---|---|---|
| Room rental fee | 1 | $500 | $500 |
| Food & beverage minimum | 1 | $2,500 | $2,500 |
| AV setup | 1 | $250 | $250 |
Tired of building proposals manually?
Reunion auto-generates proposals from event inquiries, lets clients e-sign and pay deposits online, and tracks everything in one dashboard. No more copy-pasting Word docs.
How to Write a Private Event Proposal That Closes
A strong private event proposal does three things: it shows the client you understood their event, it gives them a clear price with no surprises, and it makes it easy to say yes. Most venues lose bookings not because their pricing is wrong but because their proposal arrives too late, looks unprofessional, or leaves the client with unanswered questions.
Respond within 24 hours
The single biggest factor in closing private events is response time. When someone inquires about hosting an event at your restaurant or venue, they are likely reaching out to two or three other places at the same time. The first venue to send a clear, detailed proposal wins the booking more often than not. If you are sending proposals three or four days after an inquiry, you are handing revenue to your competitors.
Include everything in one document
Your proposal should cover the event date and times, the space being reserved, guest count, food and beverage details or minimums, any room rental or setup fees, tax and service charges, the total cost, and the deposit amount with payment terms. When a client has to email back asking for clarification on pricing, that is friction that kills conversions.
Make it easy to sign and pay
The best proposals include a way for the client to approve and put down a deposit without printing, scanning, or mailing anything. Digital signatures and online payment links reduce the time between “looks great” and a signed contract from days to minutes.
What to include in a private event proposal
At a minimum, your proposal should include: venue name and contact information, the client's name and event details (date, time, guest count, event type), the specific room or space being reserved, a line-item breakdown of all charges including food and beverage minimums and room fees, tax and service charge percentages, the total cost, deposit amount and payment schedule, cancellation policy, and any special notes or menu selections. The free builder above covers all of these fields.