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Conference Proposal Template: A Comprehensive Guide + Free Template Download + How to Write it

Conference proposal template: a guide to crafting a winning proposal.

As someone who has attended and organized numerous conferences, I can attest to the importance of a well-crafted proposal. A conference proposal is a document that outlines the details of a proposed presentation or workshop for a conference. It is a crucial tool for convincing conference organizers that your presentation will provide value to their event.

What sets a conference proposal template apart from a standard proposal is its specific focus on presenting an idea or topic to a conference audience. The template provides a structured format that ensures all necessary details are included, such as the title of the presentation, a brief overview, learning objectives , and a detailed outline of the content. A well-organized and thorough proposal can greatly increase the chances of being selected to present at a conference. In this article, we will explore the key components of a conference proposal template and provide tips for creating a compelling proposal that stands out to conference organizers.

Conference Proposal Template

• Example: “Enhancing Student Engagement through Interactive Learning Techniques”

The title should be clear and concise, indicating the focus and purpose of your presentation. It should grab the attention of the audience and give them a clear idea of what to expect.

My advice on the title: Make sure your title is specific and reflective of the content you will be presenting. Avoid using vague or generic titles that could be applied to any presentation.

• Example: “This presentation will explore the use of interactive learning techniques to increase student engagement and participation in the classroom. We will discuss various strategies and tools that have been successful in promoting active learning and fostering a collaborative learning environment.”

The abstract should provide a brief summary of the key points and objectives of your presentation. It should give the audience a clear understanding of what to expect and why your topic is important.

My advice on the abstract: Be sure to include the main goals of your presentation and the key takeaways for the audience. Keep it concise and focused on the most important aspects of your proposal.

Objectives:

• To introduce different interactive learning techniques that can be implemented in various educational settings.
• To explore the impact of interactive learning on student engagement, participation, and knowledge retention.
• To provide practical examples and case studies of successful implementation of interactive learning techniques.

The objectives should clearly outline the specific goals and outcomes of your presentation. This will help the audience understand what they will gain from attending your session.

My advice on objectives: Be specific and realistic about what you hope to achieve with your presentation. Tailor your objectives to the needs and interests of your target audience .

Methodology:

• Literature review of studies on interactive learning techniques.
• Surveys or interviews with students and educators on their experiences with interactive learning.
• Case studies of successful implementation of interactive learning in different educational settings.

The methodology should explain how you gathered and analyzed your data, and how you will present your findings. It should demonstrate the rigor and credibility of your research.

My advice on methodology: Be transparent about your research methods and provide evidence to support your findings. This will help build credibility and trust with your audience.

Conclusion:

• Example: “By using interactive learning techniques, educators can create a more engaging and collaborative learning environment that can lead to improved student outcomes. It is important for educators to continuously adapt and innovate their teaching methods to meet the diverse needs of their students.”

The conclusion should summarize the key findings and insights from your presentation. It should also provide recommendations for next steps or further research in the field.

My advice on the conclusion: Use this section to reinforce the significance of your topic and leave the audience with a clear understanding of its relevance and implications. Offer practical advice for educators or researchers interested in implementing your findings.

Download free Conference Proposal Template in Word DocX, Powerpoint PPTX, and PDF. We included Conference Proposal Template examples as well.

Download Free Conference Proposal Template PDF and Examples Download Free Conference Proposal Template Word Document

Download Free Conference Proposal Template Powerpoint

1. Can I use this template for any type of conference proposal? Yes, this template is designed to be flexible and can be used for a variety of conference proposal types, including academic, professional, and industry conferences.

2. Is this template suitable for both in-person and virtual conference proposals? Yes, the template can be adapted for both in-person and virtual conference proposals. You may need to make some modifications to address specific considerations for virtual conferences.

3. How should I structure the content in the proposal? The template provides a clear structure for the proposal, including sections for the title, abstract, objectives, methodology, audience engagement , and expected outcomes . It is recommended to follow this structure for a well-organized proposal.

4. Are there any specific formatting guidelines to follow for the proposal? The template is designed to be easily customizable, so you can adjust the formatting to fit your needs. However, it is important to ensure that the proposal is clear, professional, and easy to read.

5. Can I include images or graphics in the proposal? Yes, you may include images or graphics in the proposal to enhance the visual appeal and provide additional context. Just make sure that they are relevant and do not detract from the overall content.

6. How long should the proposal be? The length of the proposal will depend on the specific requirements of the conference organizers. However, the template provides a good starting point and can be tailored to meet any length requirements.

7. Is there a specific audience for this template? This template is suitable for anyone interested in submitting a conference proposal, including researchers, professionals, educators, and industry experts. It can be adapted to fit the needs of various disciplines and fields.

8. Can I use this template for multiple conference proposals? Yes, you can use this template for multiple conference proposals, making adjustments as necessary to tailor the content to each specific conference’s requirements.

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Top 10 Conference Event Proposal Sample PowerPoint Presentation Templates in 2024

Introducing our Conference Event Proposal Sample PowerPoint presentation, designed to streamline the process of planning and pitching your next big event. This fully editable and customizable template provides a professional framework that allows you to effectively communicate your vision, objectives, and logistics to stakeholders, sponsors, or team members. With a clean and modern design, our presentation not only enhances your ideas visually but also ensures clarity and engagement.Use cases for this Conference Event Proposal Sample are vast. Whether you're organizing a corporate conference, a symposium, or a networking event, this template serves as a versatile tool to outline key elements such as the agenda, target audience, venue options, budget estimates, and marketing strategies. It is ideal for event planners seeking to impress clients, organizations looking to secure funding, or teams aiming to align on event details. Additionally, the customizable nature of the slides allows you to tailor content to fit the specific needs and branding of your event, ensuring a unique and impactful proposal. Elevate your event planning process and make a lasting impression with our Conference Event Proposal Sample PowerPoint presentation.

Conference Event Venue Proposal Contract One Pager Sample Example Document

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Conference Event Venue Proposal Location One Pager Sample Example Document

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Conference Event Venue Proposal Puzzle One Pager Sample Example Document

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Conference Event Venue Proposal Roadmap One Pager Sample Example Document

This is a One Pager designed in Powerpoint titled Conference Event Venue Proposal Roadmap One Pager Sample Example Document It is crafted using high quality visuals that can be readjusted in PowerPoint and Google Slides. This template comes in an editable format and is available in A4 size format for immediate download.

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Conference Event Venue Proposal Timeline One Pager Sample Example Document

This is a One Pager designed in Powerpoint titled Conference Event Venue Proposal Timeline One Pager Sample Example Document It is crafted using high quality visuals that can be readjusted in PowerPoint and Google Slides. This template comes in an editable format and is available in A4 size format for immediate download.

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Icons Slide For Conference Event Venue Proposal One Pager Sample Example Document

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Conference Event Venue Proposal Importance Notes One Pager Sample Example Document

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Conference Event Venue Proposal About Us One Pager Sample Example Document

This is a One Pager titled Conference Event Venue Proposal About Us One Pager Sample Example Document featuring A4 size content and graphics. It is designed in PowerPoint by an expert and is 100 percent editable. You can also access it with Google Slides.

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Conference Event Venue Proposal Contact Us One Pager Sample Example Document

This is a One Pager designed in Powerpoint titled Conference Event Venue Proposal Contact Us One Pager Sample Example Document It is crafted using high quality visuals that can be readjusted in PowerPoint and Google Slides. This template comes in an editable format and is available in A4 size format for immediate download.

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Conference Event Venue Proposal Our Mission One Pager Sample Example Document

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Conference Proposal Templates That Seal the Deal

Grab a conference proposal sample for cost-effective engaging content. Impress readers with interactive conference proposal design beyond PPT, PDF, or Word .

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What makes Storydoc better than PowerPoint or PDF?

With your same-old PowerPoint conference proposal design, you’ll never stand out, let alone engage. Decision-makers and investors have seen beautiful conference proposal PPTs and PDFs a thousand times before. Though pretty, they’re still static, dull, and hard to understand.

What is the goal of a conference proposal template?

The goal of a conference sponsorship proposal is to outline the benefits and opportunities a sponsor would gain by supporting the event, such as brand exposure, networking possibilities, and direct access to a targeted audience, thereby encouraging them to invest in the conference.

What makes a good conference proposal design?

• Clarity and simplicity: Use clear, simple language and visuals that convey your message without overwhelming the reader.
• Consistency: Maintain consistent use of fonts, colors, and styles to create a professional look.
• Interactivity: Incorporate elements that engage the audience, such as clickable links or embedded videos.
• Storytelling: Design your proposal to tell a story, guiding the reader through your research or project in a logical and engaging manner.
• Visual appeal: Use high-quality images, charts, and graphs to support your points and make the proposal more visually appealing.
• Accessibility: Ensure your design is accessible to all potential readers, including those with disabilities.

Why use a Storydoc template instead of paying a design agency?

• Stroydocs are 2x more engaging than a typical agency-made conference proposal template
• Our templates cost a fraction of the price you pay an agency.
• With Storydoc you can produce content about 5x faster than using the legacy design approach.

What should a conference proposal template include?

• Title slide: Clearly state the title of your presentation and your name.
• Objective: Outline the main goal or objective of your presentation.
• Background: Provide a brief background or context for your topic.
• Methodology: Describe the methods or approach you used in your research or project.
• Results: Highlight key findings or outcomes.
• Conclusion: Summarize the main points and implications of your work.
• Future work: Mention any potential future research or next steps.
• References: List any references or sources cited in your proposal.
• Contact information: Include your contact details for follow-up questions.

What are the main types of conference proposals?

• Research presentations: Share original research findings.
• Workshops: Offer hands-on training or interactive sessions.
• Panel discussions: Facilitate discussions among experts on a specific topic.
• Poster presentations: Present research or projects on a poster for a more informal interaction.

Create your best proposal to date.

Stop losing opportunities to ineffective PDFs and PowerPoints. Your modern effective proposal is one click away!

From Submission to Applause: Conference Proposals That Get Accepted

Elizabeth Wilcox, Sr. Consultant for Advising and Abigail Garcia, Associate Director, Academics, Pre-College Trio Programs

Great (and successful) conference proposals take both time and effort. The following seven step process is designed to help you knock it out of the park on a first try. Conferences are learning platforms as well as opportunities for collaboration and networking. You are likely to learn as much as you teach if you approach the proposal process with thought and care.

Step 1: What’s trending?

Conferences are wonderful places to access new ideas, scholarship, and research. As you begin to think about presenting at a conference, start by getting a sense of what’s trending regionally and nationally. You can do this by picking up a journal or other professional publication, looking at a recent conference program, or talking with others who have published or presented recently. While you want to contribute to what’s trending you also want to offer a fresh perspective and insights. Try to add to, not simply duplicate what has been presented in the past. Some topics are very well worn (advisor burnout, for example). Be sure you are picking a “fresh” but relevant topic and are adding something special and unique to the conversation. This will help your proposal stand out. What are others finding interesting, useful and currently relevant? What ideas, research or major thinkers do you see as being particularly important to advising or student affairs currently?

Step 2: Previous Presentations?

It can be very helpful to view previous conference proposals, abstracts, learning activities and visual presentations. Start by simply attending a regional conference and closely observe how good presentations are constructed (paying special attention to what feels especially interesting and creative). If you are brave enough, ask others if they would be willing to share their proposals with you.

Step 3: Conference Theme – Related Topics?

Conferences are often organized by theme. Keep your eye on recent conference themes regionally and nationally. This will help you begin to attach your work to the national “big picture”.

Step 4: Subject Matter Expertise?

We all have special knowledge, abilities and talents as well as unique professional skills. Where do you have subject matter expertise (through education or experience)? If you are a young professional, could you co-present with someone more advanced than you? Part of the excitement of a conference is the ability to connect with others who have similar interests and expertise in a related area. You might start by aligning your subject matter expertise with established interest groups. Your proposal readers (and your audience) will want to know how you are uniquely qualified to speak on the subject you are discussing. Use the proposal process to help define your special perspectives and insights.

Step 5: Best Format?

Most conferences offer a wide variety of presentation formats. Pre-conference workshops (longer sessions designed around problem-based and interactive learning that result in actionable takeaways), poster sessions (opportunities for brief conversation based discussion of projects and programs (with visual aids) that can be introduced quickly and informally), individual sessions (usually about an hour in length with a single or team of presenters - though more than three presenters gets tricky), and group, panel or roundtable discussions (these are facilitated discussions around core ideas, not necessarily formal "presentations"). If you have never presented before, consider joining forces with someone who has, or start with a poster session to get your feet wet. If you are a great facilitator but not a confident presenter, consider putting a panel discussion together. Each of these formats are wonderful opportunities to learn and connect with others and each is more or less demanding depending on your experience and comfort level.

Step 6: Outcomes?

One of the most critical components of putting your proposal together is determining what you want your audience to gain from your presentation (in terms of what they will “do”, “know” or “value”). Be as specific as you can about what you want your presentation to “produce” and how you will go about making this happen (review our learning-centered competencies statement to connect these outcomes with advising core competencies). Conference participants want knowledge and skills they can take back to their home campuses and apply immediately. Again, be specific about what you want participants to gain and design your learning activities to produce these results. Teaching a new method? Give your participants a chance to practice it during the session itself. Talking about a new program you developed? Be sure to identify the components of the program that can be transferred to other institutions.

Step 7: Proposal Outline?

Now that you have a good sense of what’s trending, have aligned your interests with a conference theme and interest groups, and determined where you have valuable subject matter expertise - you will be ready to select a topic and develop a proposal outline. Your session format and desired outcomes will help you begin to organize your thoughts and design your session.

Hint: You should be thinking year-round about what’s trending, how it impacts your work, and how you might add to related research, scholarship and practice. Also, note proposal submission opening and closing dates on your calendar for future conferences as far into the future as possible. Give yourself adequate time to develop a proposal so that you are not rushed at the last minute.

Proposal Development: Essential Components

The Title – Accurately descriptive, an invitation to participate.

Great conference presentations often have great titles. Your session title is your way of making an immediate connection with conference participants. You want your title to accurately describe your session and capture the attention of the reader – it should excite your reader and make them want to attend your session.

Here are a few examples of great titles:

All I Really Need to Know About Advising Theory I Learned from Star Wars (Ryan Scheckel, Texas Tech University)

Pants on Fire: How to Advise Students Who Lie to Themselves and Others (Katie McFadden, Brandis University)

50 Shades of Grey: Ethics in Advising (Corrie Fox and Karen Case, Indiana University, Purdue Unviersity)

The Proposal Abstract (130 words) – Will appear in the conference program

The abstract is a short description of your workshop content and format. It will appear in the conference program and will help draw participants to your session. It should accurately and succinctly describe your session. If you are not sure how to begin,

(1)    start with a problem statement,

(2)    if applicable, mention and incorporate foundational literature and research that addresses the problem,

(3)    identify learning activities and manner of audience involvement (i.e., reflective questions, demonstration, open-discussion, case study, role-play, etc.),

(4)    describe the relevant competencies or skills that will be developed, and

(5)    conclude with how the session content is transferrable (to other institutions or advising settings).

The Proposal (longer) – Reviewed by the selection committee but not publicly available.

The proposal is a longer description of your session and is used by the selection committee (but will not be available to session participants). It should include,

(1)    detailed references to source material (including foundational research and scholarship). It should define terms and describe the relevance to applicable student populations.

(2)    It should provide an overview of content (including relevance and contribution to the field),

(3)    describe your session structure, format and learning activities

(4)    as well as your detailed desired learning outcomes (tying these to activities).

Hint: Audiences like good content and opportunities for “active learning”. Be sure you incorporate opportunities for participant reflection, interaction, and discussion. Want to learn more? Check out this wonderful book on experiential workshop design…. Workshops: Designing and Facilitating Experiential Learning

Selection Criteria

In general, clarity, relevance, timeliness, creativity and the applicability of material to a wide variety of advising settings is needed to make a successful proposal. It is also increasingly important that your material is research and evidence based . Proposals based on successful cross unit collaboration (academic advising + career center + pre-health advising) or cross institution collaboration (UC, CSU and CC efforts) are also very strong. Test check your proposal to make sure it addresses all of these points.

Acceptance or Rejection?

If your proposal is not accepted - try, try again. Many of us (including both authors of this article) have had proposals rejected. See (at the sidebar) additional resources that might help you develop a stronger proposal. Please spend some with the "Improve This Proposal" handout. Following a rewrite, this proposal was accepted on a second try.

Avoiding Plagiarism – Note relevant citation format – APA, MLA... and use the following website for guidance on properly citing references Purdue Online Writing Lab  (When you present your slides and handouts must also be properly cited).

Keep in mind that your successful conference proposal and the presentation that results are also opportunities for eventual publication. You will not only be advancing your career through this endeavor you may also be contributing to important scholarship and research.

Recommended citation for this article

Wilcox, E., & Garcia, A. (2017, March 16).  From Submission to Applause: Conference Proposals That Get Accepted. Advising Matters, University of California, Berkeley retrieved from advisingmatters.berkeley.edu

Seven Steps to Identifying a Conference Proposal Topic

A Successful Conference Abstract Dissected

Improve this proposal, professional development planning.

9 Free Conference Planning Templates for Your Next Big Event

By Joe Weller | August 14, 2023

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It’s a substantial commitment to plan a conference — and plan it well. Planning a big event with proposals to approve, speakers to schedule, and advertising materials to create and promote can feel overwhelming. By utilizing our library of conference planning templates, event organizers can prepare for a conference of any size without letting important details slip through the cracks.

In this guide, you will find various conference planning templates — from proposals to evaluations — along with tips on how to use conference planning templates, the benefits of using them, and what to include in them.

1. Conference Proposal Template

Download Conference Proposal Template Microsoft Word | Google Docs | Adobe PDF

Speakers, vendors, suppliers, and organizational partners matter at a conference. Members of a brand’s target audience may agree to attend upcoming conferences or participate in conference activities if brands they are interested in or associated with decide to partner with the conference’s organization. This conference proposal template helps organizers analyze and choose the best organizational partners for their conference’s goals and target audience.

• Use: This template is best for client and speaker proposals.
• Benefits: This template allows potential clients and speakers to propose their services or partnership to an organization holding a conference.
• Key Elements: This template includes space to outline services, performance expectations, pricing and payment terms, estimated fees, event information, and work scoping.

2. Conference Budget Template

Download Conference Budget Template Microsoft Excel | Google Sheets | Adobe PDF

While planning the budget for a conference, there are plenty of moving parts to account for, including venue, entertainment, and marketing costs. A conference budget template can help coordinators track conference costs, budget for expected and unexpected expenses, and account for conference budgeting restrictions.

• Use: This template is best for calculating projected and actual conference subtotals.
• Benefits: This template provides users with categorized sections for calculating individual item subtotals and overall conference budgets.
• Key Elements: This template includes sections for projected subtotals and actual subtotals for each item across various categories.

3. Conference Agenda Template

Download Conference Agenda Template Microsoft Word | Google Docs | Smartsheet

Organizers can use conference agenda templates to keep track of potential conference facilitators and attendees, schedule presentations, and provide attendees, presenters, and other conferencegoers with detailed presentation descriptions. This template can also help organizers estimate presentation times and session durations.

• Use: This template is best for scheduling conference presentations and calculating their duration.
• Benefits: This template allows coordinators and creators to schedule agenda items and describe their contents, presenters, and possible attendees.
• Key Elements: This template includes spaces for a conference’s call-in number, call-in code, and web link, as well as the attendees requested, conference schedule, description of the agenda items, and the event’s presenter, start time, and duration.

4. Conference Call Agenda Template

Download Conference Call Agenda Template Microsoft Word | Google Docs | Adobe PDF

Whether on video or by phone, a conference call agenda template can help coordinators plan schedules and deliver agenda item descriptions to attendees before a conference starts. This clear agenda can help keep conference calls on schedule and provide attendees with additional information.

• Use: This template is best for scheduling conference call agendas.
• Benefits: This template allows conference call coordinators to schedule agenda items, create item descriptions, and account for attendees.
• Key Elements: This template includes space for the meeting title, subject, facilitator, attendees, description of agenda items, presenters, and event duration.

5. Conference Planning Checklist

Download Conference Planning Checklist Microsoft Word | Google Docs | Adobe PDF

It’s no secret that people love checking items off a list — with this conference planning checklist, you can organize and complete essential conference planning tasks. This template can help you visualize your progress while planning a conference and help organizers understand what needs to happen 3 to 24 months before it begins.

• Use: This template is best for all stages of conference planning.
• Benefits: This template provides users with a checklist of items to consider when planning any type of conference.
• Key Elements: This template includes planning sections for every stage of the conference, from  24 months pre-event to immediately post-event, with each stage including a separate checklist of items.

6. Conference Planning Worksheet

Download Conference Planning Worksheet Template Microsoft Excel | Google Sheets | Smartsheet

A conference planning worksheet can help organizers estimate projected expenses, complete conference purchases, and track pending items needed for a conference. This template also allows users to organize conference items by category, gauge the amount allocated and spent per item, and provide the difference between a projected and actual conference subtotal.

• Use: This template is best for tracking the purchases — both pending and completed — of all your must-have items. 
• Benefits: This template provides a variety of conference item categories for tracking your expenses and having your conference needs in one place.
• Key Elements: This template includes sections for venue, decor, food and beverage, event programming, entertainment, travel, guest services, registration, communication, public relations, marketing, social media, advertising, sponsors, logistics, and other items.

7. Conference Workflow Template

Download Conference Workflow Template Microsoft Word | Google Docs | Adobe PDF

Conferences that frequently launch marketing campaigns have a variety of digital assets that need to be created pre- and post-event. These assets — blog posts, social media campaigns, email campaigns, press releases, and more — must be assigned and executed by specific dates. Conference workflow templates help conference owners organize these projects and approve their completion.

• Use: This template is best for conferences with a marketing campaign.
• Benefits: This template allows conference organizers to create workflows covering a project’s pre- and post-event items.
• Key Elements: This template includes sections for different categories and tasks related to the campaign, along with each one’s respective manager, deadline, and approval status.

8. Conference Sign-in Sheet Template

Download Conference Sign-in Sheet Template Microsoft Word | Google Docs | Adobe PDF

Not all conferences require attendees to check in, but a conference sign-in sheet template can be a helpful tool for organizers hoping to track conference attendance. Organizers can use this template for conferences of all sizes to list observations or write comments during a conference’s duration.

• Use: This template is best for conferences where tracking attendance is necessary.
• Benefits: This template is a streamlined organizational sign-in sheet for conferences of all sizes.
• Key Elements: This template includes sections for conference information, including its organizers, location, and attendee names and their signatures.

9. Conference Evaluation Form

Download Conference Evaluation Form Microsoft Word | Google Docs | Adobe PDF

When a conference is complete, there’s no time to sit back and relax. Instead, conference organizers should send follow-up communication to suppliers, vendors, and speakers and post-conference evaluations to attendees. This conference evaluation form can help organizations discover strengths and weaknesses in their events and help organizers get a jump start for new conference preparations.

• Use: This template is best for post-conference evaluations.
• Benefits: This template allows conference organizers to collect post-conference data about attendants’ experiences and recommendations.
• Key Elements: This template includes post-conference survey questions covering attendant demographics and backgrounds.

What to Include In a Conference Planning Template

What you should include in a conference planning template depends on which template you choose to use, if you plan an in-person or virtual conference , and what your conference needs to succeed.

It’s best to include some general information in all conference planning templates:

• Conference Description: Include a conference description on each planning template to ensure each document gets completed according to its specific event.
• Conference Goals: A conference’s goals are the core of the event. Outlining these goals can consistently keep all investors aware of their expectations and collaborate on goal-specific ideas.
• Budget: You must account for many conference expenses — big and small — during every stage of the conference planning process.

How To Use a Conference Planning Template

Like any good template, a conference planning template is a great place to start when diving into the planning process for a big event . To best utilize any type of conference planning template, you should also use a project management system to organize your planning documents.

Share your conference planning templates with others involved, including marketers, advertisers, content creators, web developers, sales managers, and more. Conference planning should be a collaborative process, so keeping templates updated and shared across teams is the best way to use them.

Additionally, you should use conference planning templates along with other process templates. Organizers can use our library of conference templates in tandem to create a structured, organized planning process from start to finish — no matter the size or theme of a conference.

Benefits of Using Conference Planning Templates

During the pre-planning, duration, and post-planning stages of an event, conference planning templates can produce many valuable benefits:

• Conference planning can occur virtually and asynchronously.
• Updates are easy and quick to share across teams.
• All data, including attendants, vendors, suppliers, and speakers, are accounted for and tracked in a central location. 
• Calculate budgets before purchasing begins.
• Organizers and staff are assigned expectations in advance of due dates.
• Streamline timelines and task assignments.
• Checklists allow organizers to visualize the planning progress.
• Automatic status updates are available, and plans are shareable across wider teams.
• During a conference, tasks can be managed, assigned, and finished.

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Conference Proposal Template

Our Conference Proposal Template is designed to secure speaking roles and impress event organizers. It showcases the benefits of your participation, such as engaging presentations, insightful discussions, and networking opportunities, ensuring your position as a key speaker and promoting your professional growth.

About this template

Secure speaking engagements and impress event organizers with our dynamic Conference Proposal Template. Designed for clarity and impact, this template enables your team to highlight your expertise, innovative ideas, and the unique value you bring to any conference.

Demonstrate the benefits of your conference participation, including engaging presentations, insightful discussions, and valuable networking opportunities, ultimately securing your place as a key speaker and driving your professional growth.

What's included?

• Introduction
• Vision and goals
• Planning and strategy
• Marketing and outreach
• Investment and pricing models
• Success stories
• Implementation timeline
• Get started

What is a Conference Proposal Template?

A Conference Proposal Template is a pre-formatted document that helps you outline your conference's objectives, key speakers, and agenda. It's a crucial tool for pitching your conference idea to potential sponsors, attendees, and stakeholders.

The art of communication is the language of leadership. James Humes

When should you use a Conference Proposal Template?

You should use a Conference Proposal Template when you are planning a conference and need to present your plan in a professional and organized manner. It's especially useful when you're seeking sponsorship or approval from stakeholders.

Benefits of using Qwilr's Conference Proposal Template

Using Qwilr's Conference Proposal Template offers numerous benefits that streamline the proposal process and enhance your chances of securing conference engagements:

Professional Presentation : The template is designed to create visually appealing and professional proposals, ensuring your pitch stands out to potential clients or event organizers.

Interactive Content : Qwilr's templates support interactive elements such as videos, images, and links, allowing you to present your ideas dynamically and engagingly.

Time Efficiency : The template saves time with pre-built sections and customizable content, enabling you to quickly create and send proposals without starting from scratch.

Real-time Analytics : Qwilr provides insights into how recipients interact with your proposal, including views, time spent on each section, and more, helping you follow up effectively.

Mobile-Friendly : Proposals created with Qwilr are responsive and look great on any device, ensuring your content is accessible and impressive whether viewed on a computer, tablet, or smartphone.

Brand Consistency : Easily incorporate your branding elements, such as logos, colors, and fonts, to maintain a consistent and professional look across all your proposals.

Collaboration and Feedback : The platform supports comments and collaboration, allowing team members and clients to provide feedback directly within the proposal, streamlining communication and revisions.

Seamless Integration : Qwilr integrates with various tools like CRM systems, payment gateways, and e-signature platforms, making the entire proposal process from creation to approval seamless and efficient.

How do you use Qwilr's Conference Proposal Template?

To use Qwilr's Conference Proposal Template, simply fill in the pre-formatted sections with your conference details. This includes the conference title, objectives, key speakers, agenda, and any other relevant information. Once completed, you can share the proposal with your intended audience.

A tool packed with features

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Establish your brand settings once and automatically apply to every piece of collateral.

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Get deals signed on the spot with built-in e-signing ability.

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Create a library of reusable content for sales reps.

ROI calculator

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Empower buyers with interactive pricing plans and quotes.

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Frequently asked questions

What is a conference proposal template.

A conference proposal template is a preformatted document that helps you organize and present your ideas for a conference presentation. It typically includes sections for the presentation title, abstract, detailed description, and presenter information.

Why is a conference proposal template important?

A conference proposal template is important because it provides a structured format for presenting your ideas, ensuring that you include all necessary information. It also helps reviewers understand your proposal and evaluate it against others.

How can I make my conference proposal stand out?

To make your conference proposal stand out, ensure that your idea is unique and well-researched. Use clear, concise language and follow the guidelines provided by the conference. Including relevant data and visuals can also make your proposal more engaging.

Dave Cheney

The acme of foolishness, how to write a successful conference proposal, why public speaking is good for your career, presentations and proposals are different things.

Your talk and the proposal to give that talk are different because they target different audiences. The former is what you are going to present on stage, the latter is a pitch to the reviewers to let you give that presentation.

Writing a good conference proposal is a different skill than writing the presentation itself . This article is aimed at writing a good proposal with a focus on the reviewer of your proposal as the audience.

Focus on the audience

Speaking of audiences, good public speakers start planning a presentation by identifying the audience they want to address. Presenting at a conference is like teaching a class, you have to present the material at the level of the people in the room.

It’s not just a question of beginner, advanced, or expert, you also have to consider the kinds of people at the conference. If it’s a vendor conference, there are probably going to be lots of managers, (pre) sales people, and business decision makers in the audience. While they might also be competent engineers, they’re at that conference wearing their business leader hat. They want to hear a different story; reliability, ease of maintenance, or evidence of widespread adoption, than an audience of software engineers who are more likely interested in things such as performance, orthogonality, and extensiblity.

Who are the reviewers?

Who are the reviewers and what do they want.

For smaller conferences it’ll be the organiser, or organisers, of the conference you’re applying too. For larger conferences it will likely be a group of reviewers who the organisers have invited to review proposals, this is the model that GopherCon follows. For really large conferences, such as OSCON, they will have a group of reviewers per track who funnel their recommendations up to a programme chair or set of program coordinators.

Regardless of their size, conference reviewers are charged with recommending to the organisers a set of talks they think are interesting and appropriate for the audience of the conference.

Most review panels are confidential, so you shouldn’t know anything about the individual reviewers, although you can probably guess that they will be experienced in the subject of your conference.

Most proposal are reviewed anonymously, at least in the initial rounds. This means the reviewers must judge your proposal, and your ability to present it, using only the fields provided on the submission form.

it’s important to remember that at least in part, all conferences are commercial enterprises. Venue owners have bills to pay just like the rest of us, and at a minimum speakers need to be compensated for their travel and lodging, otherwise the programme will be filled with people who are paid by their employer to speak.

To put it bluntly, reviewers are looking for talks that people will pay to see. This might sound capitalistic, but it turns out that this is what the audience want as well. At GopherCon we cover the travel and accommodation expenses of all our speakers. We think this is important because we want to hear what the speaker thinks, not their marketing department.

All of these are factors that reviewers will be considering when reading your proposal.

What to put in a proposal

Almost every conference call for proposals will ask for the following; title, abstract, and description. They may ask for other things like a biography, questions about AV requirements for your talk, and so on, but with respect to successful acceptance, these three items are key.

A title is mandatory on almost every talk submission system I’ve seen. It’s your one line elevator pitch to entice the audience to come to your talk.

Keeping the title a little vague, or quixotic is popular, but I tend to stay away from 11 things that will make your proposal sound like a buzzfeed article. I’m not saying never do that, but if you do, you’d better pack a heck of a proposal behind your braggadocios

Conference organisers usually ask you to provide a talk abstract as they often don’t feel it is appropriate to summarise your proposal for you. This abstract will be printed in the program or placed on the website so potential visitors to the event know what they’ll be seeing.

There are usually restrictions on the size of the abstract. One sentence that describes the topic that you’ll be talking about, and one sentence that describes what the audience will take away from listening to your talk or participating in your workshop, is all you need.

Together with the title, these are the two pieces of information the eventual conference audience will use to decide if they want to come to your session or not.

Talk description

This is where you sell your talk idea, and the place, as a reviewer, I have seen so many good proposals with interesting ideas fail to make the cut because they simply didn’t include enough detail .

This is where my advice differs from other’s you’ll read on the web. Many pieces of advice encourage you to write less in your description, sometimes out of recognition that the organisers are busy and you don’t wish to burden them. I wanted to take some time to explain why I push every speaker to write more detail.

You are looking to do three things when writing a description of your talk:

• Make it clear to the reviewers that you know what you are talking about.
• That you have a plan to communicate what you know to the audience and you’ve thought about how to do this within the time limit of the speaking slot.
• Answer all the selection criteria for the conference.

The first point is self explanatory, but you still need to make sure that you communicate this clearly to your reviewers. For example, if you’re talking about how to manage a large open source project, then make sure you mention that in the proposal, “as the maintainer of a large open source project”. If you plan to talk about a subject in the third person, then you should cite your sources, “for my PhD thesis I studied the day to day interactions of the top 10 projects on GitHub”. You don’t have to be an expert, but if your goal is to communicate something new to the audience, you should demonstrate that you know more about the topic than they do.

The second point relates to how likely you are to effectively communicate your ideas. The reviewers want to feel comfortable that you have a plan. It is all too common to see a proposal for an hour long session with only a sentence or two for the description. The less you write in a conference proposal, the more the reviewers are left to take it on faith that you’ll do a good job.

The opposite is also true. Occasionally I see a proposal for a talk that includes every possible aspect of a subject. Reviewers are generally wary that the speaker cannot cover all their material in the time available–few conferences can afford C++Con’s multi-part multi-hour format. A presenter that doesn’t manage their time, rambles without conclusion, or covers a lot of material in common knowledge is going to waste the audience’s time. That’s not just unfair to the audience, but unfair on the speakers that follow who must deal with a disgruntled audience.

One thing that I recommend to anyone considering submitting a proposal is to include an outline of your talk in the proposal. This can be literally the headings of your slides, or your ideas in bullet points. As a reviewer this makes it crystal clear that you’ve not only thought about your idea, but how to present it.

The last point, address all the selection criteria, I cannot emphasise enough. Review committees strive to be fair and often rate all proposal by a common standard. It crucial to address the selection criteria clearly as these are the ground rules by which every proposal are judged.

This point is probably the trickiest as not all conferences publish their selection criteria. Sometimes conferences ask for talks along a particular theme and these can be substituted for criteria in a pinch. If there are no criteria available–don’t guess, ask the organisers. If they don’t have any to share, which can happen with smaller conferences, then think about the audience and the wider ecosystem of the conference’s focus and ask yourself “if I were thinking about coming to this conference, what would I like to hear about?”

If you take away one thing from this section it is this– proposals with less detail loose out to proposals that provide more –as they do not provide the reviewer with sufficient evidence to be confident in their recommendations.

Don’t sell snow to Eskimos

Before closing I want to highlight a very common mistake I see in both conference proposals, and conference presentations, which is a speaker selling their audience on a thing the audience already likes.

To give an example, you wouldn’t go to the JVM Language Summit and give a presentation about how great the JVM is and they should use it. Instead, you’d go to the JVM language summit and show  the audience the JVM is great by telling them about your project which was only possible because you chose to base it on the JVM.

Don’t take my word for it

Finally, if you’ve read this far, I encourage you to read what others have written on the topic, especially where their advice differs.

Karolina Szczur recently wrote a great article on writing conference proposals and includes many references to similar articles for further reading.

Reviewers are looking to put together the best conference they can. They want to see your talk on stage, but you have to give them the evidence they need to feel confident in recommending you. Show the reviewers you’ve thought about the audience, and you’ll make their decision a lot simpler.

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Conference Proposal Template

Share your corporate event ideas with relevant stakeholders using this proposal template..

Aiming to organize a business conference? Make sure you get people excited for your upcoming events with the help of this terrifically-designed proposal template. It comes with a cool design layout featuring stunning photos, fonts and data widgets. 

The template comes pre-designed with pages dedicated to the company mission, client testimonials, event details and more.

• Change colors, fonts and more to fit your branding
• Access free, built-in design assets or upload your own
• Visualize data with customizable charts and widgets
• Add animation, interactivity, audio, video and links
• Download in PDF, JPG, PNG and HTML5 format
• Create page-turners with Visme’s flipbook effect
• Share online with a link or embed it on your website

Get started customizing this template's design by downloading it today, or keep searching for design ideas by checking out the other beautiful templates we offer at Visme.

Edit this template with our  proposal maker !

Template Specifications

6 Pages, 8.5” X 11” (US Letter) – Can also be customized to any desired dimension.

Customizable

This template can be fully customized. You can edit content, change image(s), apply custom colors, input your own fonts and logo, and more.

Download as a PDF to share with your recipient or generate a shareable link for online sharing.

Compatibility

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With these proposal templates, you’ll make that easier than ever. Each template is colorful, visually attractive and easy to use right from your web browser. Designed with clean and stylish layouts so you can focus on adding the content, not organizing it.

Choose the best template that fits your needs, add your content, personalize the design and Voila, you're done. Your audience won't be able to look away. Get started with our proposal creator today!

Create Your Proposal Now

All Formats

Proposal Templates

12+ conference proposal templates – pdf | google docs | ms word | pages.

A conference is a gathering that allows different entities that would like to discuss a particular issue or subject to meet in a single location so they can easily share their ideas in the discussion. There are different kinds of conference proposal samples which varies depending on the kind of conference planned and the entity preparing the conference proposal.

Proposal Template Bundle

• Google Docs

Conference Proposal

Free Conference Proposal Template

• Apple Pages

Free Sample Conference Proposal Template

Conference Presentation Proposal Template

Free Conference Session Proposal Template

Free Conference Sponsorship Proposal

Free Attendance Conference Proposal Template

Free Request for Conference Proposal Template

Kinds of Conference Proposals

• A conference sponsorship proposal is created to provide an idea for businesses and other entities on how they can be of help to the implementation of a conference. Since this document is a proposal, it should also include the items on how the business or entity can benefit from being one of the sponsors of the event.
• A conference attendance proposal is used by an event organized to assure that all the people who will be present at the conference will be able to identify the things that they will execute and the processes on how the call-to- action plan can be implemented.
• A conference proposal can also be an event proposal as it provides all the details that should be presented on the date of the conference. A conference event proposal is very helpful in ensuring that the conference program will be smoothly executed.
• Some proposal templates in PDF that can showcase the plans for a conference can also follow a funding proposal template format. A conference needs to be well-funded so that the necessary materials and/or equipment will be on hand come to the conference date.

Free Conference Bid Proposal Template

Free Conference Budget Proposal Template

Free Funding Conference Proposal Template

Free Conference Presentation Proposal Template

Free Conference Management Proposal Template

Three Tips in Writing an Efficient Conference Proposal

• Use a simple proposal template that matches the type of conference that you are planning to hold. A conference for a youth group, for example, may need to take into consideration the consent of parents for the underage participants.
• Be specific with the kind of conference proposal layout that you want to create. As mentioned in the discussion above, there are different kinds of conference proposals.
• Make sure that your conference proposal is well-curated and comprehensive for it to be highly-usable. You need to make sure that just like a grant proposal , your conference proposal should have all the details presented accurately.

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Conference Proposal

Proposal maker.

We all want to turn our big idea into a proposal example and submit it to a conference, right? It is the first step in making your idea to happen in reality. But, it is not that easy and simple. Especially when you are required to write a conference proposal for your idea.

Conference Proposal Example

• Google Docs

Size: A4, US

Conference Proposal Template

Writing a conference proposal is like writing a research proposal it’s very daunting but you will find it very important and essential when you are eager enough to make your idea to happen. Luckily, this article provides you guidelines, steps, and tips for writing a conference proposal to get you started.

Request for Proposal for Professional Conference

Size: 795 KB

Conference Paper

Size: 15 KB

Sample Academic Proposal

Size: 205 KB

Conference Sponsorship Proposal Format

Size: 363 KB

Conference Attendance Sample

Size: 308 KB

How to Write a More Effective Conference Proposal

Writing a conference proposal or even a request for proposal is not an easy task, especially when you are new to it. You may describe writing a proposal to be daunting and overwheliming. That’s actually true, however, there are steps in writing a more effective conference proposal so that you would crash out that unwanted feeling.

• Review your proposal and check for errors and typos.
• Write less jargon, those terminologies that only you can understand.
• Master the details and give the audience a good feel when you talk.
• Deliver yourself clearly.
• Lastly, submit your proposal ahead of time.

But if you don’t really feel to write this proposal, we got free proposals here available for download.

How to Write a Proposal for a Conference Presentation

For writing a proposal for a conference presentation, here is what you can do:

• Just like a project proposal , start from the introduction, followed by the main body, and then the conclusion.
• Get the attention of the audience with a compelling intro or from a question, quotation, or anecdote
• Tell the audience what your presentation is all about. The main discussion and the main ideas and points to cover.
• Arrange the topics in chronological order.
• Use transition statement.
• Support your main ideas.
• Summarize all your presentation.
• Finish it with a strong ending and don’t introduce new ideas.

Format for International Conference

Quality Education Conference

Size: 309 KB

Format for Leadership

Guidelines for Writing a Conference Proposal

No matter what proposal it is, it really needs guidelines and tips so that you can write a more effective proposal.

• The very first thing you need to do is to explain why your proposal is important . This is to know what could be and how would it contribute the organization or institution.
• Have a clear point and articulate it precisely . The smart goal of your proposal is to be understood by the reader.
• Proofread your proposal . This is to prevent from typos, grammatical errors, and unnecessary jargon.
• Get opinions from editors and/or critics . You need a second opinion from them to improve the idea of your proposal and the clarity of expression.
• Never cite information in your proposal from unreliable sources. So you would not talk about wrong information.
• Lastly, take these guidelines very seriously . It may not be similar to a business proposal , it should still look professional

Text prompt

• Instructive
• Professional

Generate a proposal for a new school recycling program

Compose a proposal for a school field trip to a science museum.

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Project Proposal Presentation templates

Download and customize these free and easy-to-edit templates for google slides and powerpoint to present your new project proposal. your partners will appreciate the nice slide designs and appealing backgrounds..

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Engineering project proposal.

What is the best way to build your own successful future? Giving a presentation made thanks to our new free business template! Your audience will appreciate your engineering project proposal, paving the way for new deals and investments.

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Higher Learning 2025

Hlc annual conference, april 5–8, 2025, chicago, about the conference.

The HLC Annual Conference, now branded Higher Learning, brings the higher ed community together in Chicago to share ideas and insights on the latest in the field.

Learn from HLC staff and leading thinkers, researchers and advocates during this multi-day event to inspire your work on campus. Network with attendees from institutions of every classification and size from across the country.

The 2025 HLC Annual Conference will explore the ways colleges and universities use higher learning to meet the needs of their students and society. Whether through imparting the skills and knowledge needed for today’s workforce, fueling innovation, or exploring solutions to our most pressing problems, higher learning is the force that propels us all.

Call for Proposals

Have a presentation idea that can offer new insights and foster engaging, open discussions? HLC is now accepting presentation proposals for Higher Learning 2025 . Before you apply:

• Read the proposal submission guide for important information and tips on creating your proposal.
• See the rubric for proposal review.
• View sample submissions from previous proposals.

Submit a Proposal

Proposal submissions are due September 13, 2024.

Program and Fees

Pre-conference programs, saturday, april 5, 2025.

• Early Bird Rate
• Standard Rate
• On-Site Rate

Seeking Accreditation Workshop

Peer Review Updates and Training Current peer reviewers only

Centering Learning Workshop limit 100

Strategies for Experienced ALOs Workshop limit 150

Conversations with Presidents and Trustees

limit 300, price includes discounted General Program registration*

General Program

Saturday, april 5 – tuesday, april 8, 2025.

Higher Learning 2025 General Program

Registration for the conference General Program includes access to keynote and featured presentations, HLC and institutional presentations, the expo hall, complimentary breakfast, the welcome reception and more. 

Sunday Lunch

Due to the limited selection of nearby open restaurants on Sunday, HLC offers an on-site lunch option for attendees. In 2025, we’re offering multiple new luncheon opportunities that will allow attendees to connect and share promising practices over a specific higher ed topic related to their work. These plated lunches will be at the Radisson Blu Aqua Chicago, which is connected to the Hyatt Regency conference hotel. Space will be limited.

Alternatively, attendees can pre-purchase a boxed lunch for Sunday, served without programming.

These options are only for Sunday. Attendees are encouraged to visit the many nearby restaurants for lunch on Monday and Tuesday.  

Special Topic Luncheon 1 (Topic TBA)

Special Topic Luncheon 2 (Topic TBA)

Boxed Lunch

Hotel and Travel

Higher Learning 2025 will take place at the Hyatt Regency, Swissôtel and Radisson Blu Aqua Hotel Chicago. We offer discounted room blocks at the conference hotels and at multiple hotels nearby:

• Hyatt Regency Chicago
• Swissôtel Chicago
• Radisson Blu Aqua Hotel Chicago
• Fairmont Chicago 
• Renaissance Chicago Downtown

Hotel booking information will be available in October 2024.

Attendees flying in to Chicago should plan to arrive at O’Hare International Airport or Midway Airport. O’Hare is 17 miles northwest and Midway is 10 miles southwest of downtown. Multiple transportation options, including rapid transit trains, are available from both airports to the conference hotels.

Sponsorship Opportunities

The conference brings representatives from institutions of every classification and size from across the country to Chicago to gather information and learn promising practices. In the expo hall, attendees connect with sponsors to learn about products and services that can provide solutions and opportunities to innovate their work.

Sponsoring Higher Learning 2025 also comes with several options to share your brand with attendees, including recognition on conference materials, showcase sessions, and more.

The 2025 Sponsor Prospectus will be available in September 2024.

Save the Date

2025 Conference: April 5-8, 2025

2026 Conference: March 21-24, 2026

Proposal Submission Guide

Proposal Submission Rubric

Proposal Samples

[email protected]