event proposal request Form

Please allow 24-48 hours to hear back. You will recieve confirmation from your manager and the marketing team if you event proposal is approved or denied. please reach out to marketing@clutchsolutions.com for urgent requests.

2024 Event Planning Proposals and Requests

Complete this form to provide an overview of the event you wish you put together.

Name

First Last

Date

MM slash DD slash YYYY

Is this a Client Appreciation Event or a New Business Event?

Please explain whether you will be aiming to invite existing customers (client appreciation) or is this an event you will be targeting new customers (new business event). If both, please explain.

Provide a detailed description of the goals and objectives of the event. What are you hoping to achieve from this event?

Provide a brief overview of the event you wish to have. Include the mission statement or vision statement for the event.

Do you plan on utilizing MDF/Sponsors to cover the costs of the event? If you wish to plan this as Clutch-only with no partners or partner MDF involved, please state Clutch only and WHY:

List and justify the partners you want to sponsor this event.

You MUST identify the strategic partners you think will align with the customers you are planning to invite/segment.

Who is the target audience for this event and the ideal attendees? How will you attract this target audience and generate leads/attendees?

Examples: Active Clients and Prospects from Commercial Companies within a specific area, C Suite Executives from Commercial Companies within a specific area, IT Directors/Managers from Commercial Companies within a specific area, and/or Procurement & Project Managers from Commercial Companies within a specific area.

Event Details:

Title

Date

Time

Venue

Attendee Details

Total Attendee Count

# of Customers

# of Sponsors

What do you anticipate will be the overall cost of the event?

What do you anticipate will be the ROI from this event for Clutch?

Internal Stakeholders | Who will be involved in the event from Clutch?

Any executives? Partnerships/marketing department?

External Stakeholders | Who will be involved in the event outside of Clutch?

Prospective partners, vendors, sponsors, speakers?

Provide an outline of the desired agenda:

Provide a schedule for the event, whether it’s one day or multiple days in duration. There will likely be speakers, panel discussions, networking parties, presentations etc. Provide a general hourly breakdown of the event from start to finish.

Describe the venue and logistics for the event:

What is the layout for the event: Conference room with booths or tables? Theater setup with chairs facing a screen for presentations? What is being provided for vendors (if applicable) Restrictions or limits set by the venue for hosting events? Transportation & Parking Options: Are there any important details for parking or transportation? Shuttle services, public transportation, parking garages, taxis provided etc.

Budget Breakdown | Will your event include the following?

Event Space Costs: Staff, Decor, Rentals

Prizes or Welcome Gift

Event Beverages (alcohol)

Event Beverages (no alcohol)

Breakfast, Lunch, or Dinner

Swag (Physical Marketing (Table Cloths, Banner, Etc))

Transportation/Accommodations/Flight/Hotel

What type of swag would you like ordered?

Which meal(s) do you want served at the event?

Describe the beverages you want served at the event ~ open bar?

What prizes/raffle items do you want for the event?

Do you want to work on getting a sponsor to provide a giveaway?

What are the anticipated event space costs?

If venue costs have not been determined, please state this.

Event and Marketing Needs:

Event Flyer PDF

Event Registration Page

Sponsorship Package

Email Marketing?

Social Media Marketing?

Provide a breakdown of the different sponsorship packages you would like?

Example: Bronze ($2,000), Silver ($3,000), Gold ($4,000)?

If you want email marketing, what are your expectations for execution?

Do you want your event posted on the Clutch Social Platforms?

Provide a summary and conclusion for your proposal:

Example: The proposed event delivers an enriching evening filled with activities that promote team building, innovative thinking, and excellent networking opportunities in the heart of Cincinnati. This blend of professional development and social engagement is sure to enhance employee satisfaction and productivity.

Has your manager approved your event proposal?

Yes

Who is your manager?

Jason Berek

James Veeneman

Mike Ballem

Other

Who is your manager?

Please choose your desired follow-up date to meet with our Marketing and Partnerships team to begin the planning process:

MM slash DD slash YYYY

Read over your proposal and confirm your submission.

I have read over my submission and confirm my proposal includes accurate information.

CAPTCHA

Upload a list of the customers you are aiming to invite and target at this event.

Max. file size: 50 MB.

This will be evaluated before your event is approved, so please ensure the event prospect list you are uploading has been either qualified or thought over.