Event proposal software

Event proposal software helps event sales teams create, send and close proposals. The category covers venues, conferences, sponsorship, catering, event production and wider event services, including entertainment, experiential and adjacent businesses.

Traditionally that ended up in a static format that struggled to reflect the quality of the events being sold.

Qwilr is built for the way event teams sell today, giving buyers an experience worthy of the event they are buying into.

Reusable templates for every event type, a single branded page that carries the proposal, the client agreement and payment collection in one place, and engagement tracking on every open.

A complete event proposal carries the event scope and key dates, the package or service breakdown, inclusions and exclusions, pricing and payment terms, the client agreement, and a clear next step for the buyer. Payment terms vary by event type, whether that's a deposit upfront, installments or pro rata billing, and should be clearly laid out before the client signs.

The detail varies by event type. Venue proposals add media and floor plans. Sponsorship proposals add audience data and tier comparisons. Conference proposals add programme and speaker information alongside venue and catering detail.

The format that holds all of this best is a single branded proposal page. Event work is visual and detailed, and the proposal should reflect that.

Yes. Instead of attaching a static PDF, your team sends a live branded Qwilr page that carries the proposal, the pricing, the terms, the client agreement and the deposit collection in one place.

The client opens the page on any device, your team sees the engagement on every open, and the proposal stays current right through to the signed agreement and the paid deposit.

Yes. Qwilr has reusable templates for venue hire, sponsorship, conferences, catering, event production and event services proposals. Each template carries your brand kit, the client agreement block and the deposit collection block by default, so the team builds the structure once and tailors it for each client and each brief.

For a head start, Qwilr's in-house design team can convert existing proposals from a PDF, a Word doc or a Slides deck into branded Qwilr templates for you.

Yes. The client agreement lives inside the same branded page as the proposal. The client reviews the package, reaches the terms, and signs the agreement in one continuous flow, without being sent to a separate signing tool.

The signed agreement is captured in the same place as the proposal it was sent with, which means you can get paid the moment your buyer says yes.

Deposit collection runs inside the signed proposal page. The client pays the deposit at the moment they sign the client agreement, in the same branded link, and your team sets the amount and the schedule on a per-template basis. The same link can collect a final balance later, on a schedule your team defines for each event type.

Any scope changes between the deposit and the final balance are handled with a re-signed addendum and a follow-on payment in the same page, which keeps the deal in one source of truth rather than spread across files or separate payment tools.

Every Qwilr proposal link records when it was opened, how long the client spent on each section, and which parts they returned to.

Your team gets a notification on the first open, plus section-level engagement signals to bring into the follow-up call.

The tracking runs automatically on every link, with no extra setup per proposal.

Yes. Qwilr offers native CRM integrations with HubSpot, Salesforce, Pipedrive and Zoho on the Business plan and above.

Every plan includes open API access if your team needs to build a custom connection. Deals can trigger the right template, signed agreements push back to the CRM, and field mapping can be configured to match the way your team works.

The Qwilr team can walk through current integration behaviour during your demo.

Event planners, event agencies, in-house event teams and venue groups all use Qwilr. The Business plan suits in-house teams running a defined sales workflow with a CRM in place.

Enterprise plans suit event agencies managing multiple client teams, venue groups running several properties, and conference programmes with more than one sales lead. The proposal page, the client agreement flow and the deposit collection are the same in either setup.

For event teams handling client agreements and deposits, Qwilr pages are served over HTTPS, with role-based permissions and a time-stamped audit trail on every signed event agreement.

Deposit and balance payments are handled by Stripe, not stored by Qwilr. Enterprise plans include single sign-on (SSO) for larger event teams, agencies and venue groups.