Quick answer
An event brief is a one-page summary you send to an event company before they quote. It should cover the goal, date, city, guest numbers, event type, venue, must-haves, decision-makers and deadline. A clear brief gets you faster, more accurate proposals and makes it easy to compare companies side by side. Copy the template below and fill it in.
Event brief template (copy and fill in)
| Field | What to write |
| 1. Company and contact | Company name, your name, role, phone or WhatsApp, email |
| 2. Event type | Conference, product launch, gala dinner, awards, exhibition stand, activation, celebration |
| 3. Goal | One sentence: what must this event achieve? |
| 4. Date and timing | Preferred date or month, start and finish time, set-up days if known |
| 5. City and venue | City, venue if booked, or the type of venue you want |
| 6. Guests | Expected numbers, who they are, VIPs, languages |
| 7. Programme | Speeches, panels, awards, reveal, entertainment, dinner |
| 8. Must-haves | Stage, screens, branding, catering style, hosts, photography |
| 9. Budget range | A range if you have one, so the proposal fits |
| 10. Decision process | Who approves, how many companies you are asking, decision date |
| 11. Proposal deadline | When you need proposals back |
Your brief is ready? Send it to us
Paste your answers into WhatsApp or the form on any service page. Our Dubai or Riyadh team replies within 24 hours.
How to fill in each part
- Goal first: “launch our new product to 300 dealers” is far more useful than “a nice event”. Every other choice follows the goal.
- Give a date range if you are unsure: in the UAE and Saudi Arabia, good venues fill early in the cooler months, so a range helps the company check availability.
- Be clear about guests: numbers, VIPs and languages decide the venue size, seating, hosts and whether you need Arabic and English.
- List must-haves, not every detail: the company will suggest the rest in the proposal.
- Share a budget range if you can: it is not a commitment. It helps the company propose what fits instead of guessing.
- Say how you will decide: who approves and by when keeps proposals focused and on time.
What a good proposal should send back
- A short concept that answers your goal
- Venue options or a plan for your booked venue
- An itemised breakdown, so you can see what each part includes
- A timeline from approval to event day
- Who your point of contact will be
- Any approvals or permits the event may need
If you are comparing several companies, our guides on choosing an event company in Saudi Arabia and choosing an event company in the UAE list the checks to make.
Common brief mistakes
- No goal: proposals come back generic and hard to compare.
- Different briefs to different companies: send the same brief to everyone so you compare like for like.
- Too little time: a few days is rarely enough for a considered proposal on a large event.
- Hidden decision-makers: if a senior manager joins late, plans often change.
Frequently asked questions
What is an event brief?
A short document that tells an event company what you need: the goal, date, city, guests, event type and must-haves, so they can send an accurate proposal.
How long should an event brief be?
One page is usually enough. The template above covers what most event companies need to start.
Do I need a venue before sending a brief?
No. Tell the company the city, guest numbers and the type of venue you want, and they can suggest options.
Should I include a budget?
A range helps. It lets the company shape the proposal around what is realistic for you, rather than guessing.
How fast does Eventia reply to a brief?
Our team replies within 24 hours and sends an itemised proposal after reviewing your brief.
Planning an event in the UAE or Saudi Arabia?
Send your brief to our Dubai or Riyadh team for ideas and an itemised proposal.
Related Eventia services: event management in Dubai · event management in Riyadh · event consultancy in Saudi Arabia · international event management