Proposal Letter for Hosting an Event


Sample of format of proposal letter to aware your school head, dean, principal about what kind of event you want to organize, and what will be its layout. Most importantly convincing them that this an educational, and much needed activity for the students.

Event Proposal Letter

Respected Principal,

I along with some of my classmates want to host an event in Beacon House School System, JT Campus. After many successful events past years arranged by our seniors, and their seniors every year, we would like to continue this tradition of hosting one of the best events of BSS JT. Just like last year the event would include sports department (outdoor, and indoor games both), board games, and computer games. However, this year we would like to do something different, and innovative, and add Singing Competition too as you know that our Campus has one of the best musical instruments, and music department.

Furthermore, the names of past events were Wasal (Date), Wasal (Date), and so on, this year we would also like to change the name to “JT Explica” to make it more interesting. I, and my batch fellows who are interested in the management of the event have decided to host this event somewhere in January. As all of us will be done with our mid exams so the event would act as a refreshing agent from the tough studies of A-level. Besides, the weather in January will also attract more participants, and make is easier for us to arrange refreshments, and make the whole environment comfortable. In addition to this, we will have sufficient time to form an official management team, and make the rest arrangements.  We are also planning to arrange a concert, and bonfire as part of the event to make is seem more lively. If the concert wouldn’t be possible then we have thought of DJ Night as an alternative.

Our whole batch is hard working, and united so all of us will work together as a team to make this event successful, and memorable. In addition to this, some of us already have talked to sponsors for the expenses of event, and they are ready to give us a handsome amount of money if this proposal gets approved.  I am looking forward to a positive response. If you have any queries, or confusions regarding any detail you can contact me anytime.

Fatima Amir

Head Girl A-level

18th September (Date)

Appreciation Letter for Hosting an Event


Thanks for arranging the event. Thank you for hosting a party. Appreciation letter for event management. Thank you for making the event a success.

Thank You for Making the Event a Success

Dear Mr. Leo Osborne,

I am writing to you because I would like to thank you for hosing last week’s event at your home. The event was a complete success. Lots of people turned up, and had much fun. I hope that the cleanup crew did their job properly. Anyway I wanted to tell you how much I am appreciate all the work that you did for us. Bundles of thanks, and if you ever need anything give me a call. Or if you would rather just come by my home I’m always here.

Kind regards,

Mr. Richard King

Appreciation Letter for Hosting an Event

Dear Sir,

Hope you are doing well. It is stated that I’m very much thankful to you that you agreed on hosting the event at very last moment when the host of my event refused to come. You have seriously saved my job at that day as I’m the organizer of the event my head will definitely fire me if you didn’t agree on last moment. Once again thanks a lot my friend, you hosted the event very well.


Michael Alan

Welcome Speech for Guests in an Event


Welcome speech for guests, and participants in an event, seminar, or workshop etc. Introductory speech for an event. Welcome speech for conference. Welcome speech for school, college, or any other kind of function.

Welcome Speech for an Event of Carnival

Dear everyone,

I would like to formally welcome you all to my one, and only carnival, held every year but always in a different town so I would like to thank everyone that has come every year. For those of you who that apply you already know why I am holding this festival.

However for those who are new, and haven’t been before this event is to raise money for my home town that was plagued with a terrible sickness brought by a tsunami, and not just my home it’s all villages around. The money raised in the next few days will go towards rebuilding, and the aftercare of all the people who are sick.

Every year is for a different reason, and this year just so happens to go deep in our hearts as I’m sure everyone has someone to help. So again welcome, and have fun at the festival there are plenty of prizes to win, and plenty to enjoy.

Welcome Speech for Friends, and Family get Together

Welcome ladies, and gentlemen, to my wonderful home away from home by the beach. I am most happy, and pleased you could all make it tonight to enjoy each other company. So please everyone if you could do one thing for me. Eat drink dance, and talk the night away enjoy this party.

Welcome my dearest friends, and family. This is a special occasion as my amazing son is finally getting married, and to a wonderful fantastic woman. They have had a hard time but hopefully their future is brighter as husband, and wife.

Sample Invitation Letter for Event Participation


Formal invitation letter for meeting in event. Sample business event invitation letter. How to write an invitation letter for a party. Invitation letter for event participation. Sample invitation letter for social event. Sample invitation letter for school event. Invitation letter for event launch.

Invitation Letter for Event Participation

To all students,

I am writing to you because I would like to formally invite you to come, and participate in a sports day. The school has organized a whole day where every student in the school will have the day out of lessons, and to participate in any type of sports that they want. The school will have a list of sport that is available, and the students sign their full name under it.

They will be competing for the first second third, and fourth prizes. This is done to cool off after all the hard work that you have been doing after exams. So have fun, and enjoy.

Kind regards,

Mr. Mark Mooney

Invitation Letter for Participation to School

With reference to the upcoming International Day of Persons with Disabilities (IDPD), AH Founcation is celebrating this event in collaboration with higher army command officials to promote awareness for critical issues related to the inclusion of persons with disabilities in society.

In this great event our school wants to present idea of inclusive education (where normal, and special students are studying in same classes, and working together).

Through this letter we are inviting your school to participate with at least 6 students in the great event to support the cause of special students.

Event will held in our DHA campus on 6th December (Date) around 10AM.

Looking for your participation

Warm Regards,

Muhammad Hamza

Invitation Letter for First Anniversary of an Association

Dear all guests,

I am writing to you all because I would like to invite you all to our first anniversary of the association starting. The association has been on a wild journey with plenty of ups, and downs. But only together could we have got to where we are today. So with this in mind I would like to thank you all for being there, and for making this much easier to control, and handle.

We have been very successful in the last few months. So to celebrate this special occasion the accusation has arranged for all the members to go out for dinner at any restaurant of your choosing, and for a movie after, or first depending on what you would want. Come into the office at five in the afternoon, and we will discuss what you want to do for the night.

I hope that you have fun, and enjoy yourselves. I look forward to seeing you when you are back at work.

Yours sincerely,

Mrs. Flower Rose

Sample Request Letter for Permission to Use a Venue


Sample letter for permission to request for using of venue of other company, department, play ground for match, for examinations, academy, part time business office, part time institute, academy, or school etc.

Request Letter for Permission to Use a Venue

The Landlord,

Dear Mr.XYZ

I am writing this letter to request you for the use of your farmhouse on the Saturday of the next week. It is stated that plan on hosting a DJ Night at your farmhouse. We are a group of three that go by the name of (3:00Am Productions).

What we actually do is that we organize parties, swimming sessions, and much more for our clients. This time our client is going to be an international pop sensation (Dj. Edward Maya). Mr. Maya will be flying to the country next week, and shall be staying here for one month. NOC for holding this event has been signed by the local government officials, and I am attaching a copy of the NOC along with this letter.

Moreover, I assure you as the head of my production team that no vulgarity, misuse of the venue, or any other thing will happen that shall prove harmful to you. If anything unfortunate tends to happen I am ready to pay the fine.

I hope that you will permit us to use your venue for the day, and happily participate in the event as this event is not just for us, it’s for the music industry of our country.

Thanking you, and best regards,

Proposal Letter for School Events And Activities


Sample proposal letter for school activity. Example of proposal letter for event. School activity proposal sample. Sample proposal letter for school field trip.

We provided many proposal letters multiple events. If you need a new one please let us know in the comments section.

Proposal Letter for School Event

The Principal,
XYZ School.

Sir we hope that we find you in the best of your health. We are a group of entrepreneurs that decided to dedicate their lives just to see smiles on the innocent faces you call students sitting in your classrooms right now. To do what I just mentioned my team, and I visited your school today, noticed how stressed children are, and decided to do something better for them. Something that makes them smile, and laugh, and lose all of their academic stress, and be children for a day.

Sir we have come up with an event that not only aids the students but the teachers as well. I’ll tell you how we aim to do that. We have decided to host a “Play Place” event at your school where children shall be introduced to various games, and activities. Where there’ll be a Play Land for students, a place where they can just jump, and enjoy. Moreover we are hosting various games, and activities for the teachers as well so that they can take some out of their hectic routines as well.

We propose this event in collaboration with your school where the school will invest nothing; all we need are smiles on the student’s faces.

Approved proposal shall be highly appreciated.
Thanking you,
XYZ Group of Entrepreneurs

Proposal Letter for School Activity


The principal, American grammar School

Respected sir,

With all my due respect, I am writing this letter to inform you that the English club has decided to conduct a lifetime learning English course for this year’s summer camp. I will be a great initiative towards the learning of English language which will help students to get their English language test clear, and they can even easily apply for foreign universities.  This camp will not be limited to students but their siblings as well so in that way we can gather good amount of pupil. There are 5 teachers in the department who will be teaching this course. We have also made the lesson planner which you can find in the attached file. I shall be really thankful to you if you take interest in this project, and allow us to conduct this course. I shall be looking forward to your response.

Yours sincerely,

Sara Khan

How to Write a Proposal Letter for a School Club


The principal, Learning academy

Respected sir,

With due respect, I am writing this letter to ask for your permission to launch a new student club in our school. We have suggested the name “fun with science club” for this new club idea. As we know that every school is now following the modern curriculum, and according to that they are teaching practical work to the students from early age. It will also engage the interest of students as well as parents. In this club we will teach students day to day science learning, and experiments.  This club will be held once a week. Teachers from science department are already excited for this club. We shall be really thankful to you if you support our decision as it is in the favor for the development of the school.

Yours sincerely,

Mr. Sara Alex

Head of science department

Proposal Letter for School Event

To: Principal Ralph
Danbury Public School, Oklahoma, United States

I am writing to request that the school host an event. The occasion of Diwali is coming up, which is known as the “Festival of Lights”.  Indians around the world will be celebrating this occasion.

I ask that the school hold a henna booth, and a Diwali information booth to educate students about Diwali, and to have some fun with henna designs.

Please get back to me, and let me know of any suggestions,

Gerald Adams
Danbury Public School, Oklahoma, United States

Application to arrange summer camp for class 4

Respected Principal,

With due respect, I sent this application to request you for the permission to arrange summer camp for Class 4. As you know that along with education, and academics, extracurricular, and recreational activities are also very necessary for the children mental, and physical growth.

It also makes them more confident, and gives them a chance to socialize with their peers in a different way. They get more comfortable with the activities, and challenges outside of classroom. For this purpose, I was thinking to arrange a summer camp for them in the coming vacations which will include range of activities which will focus on their skills.  I also talked to a few parents regarding this in the last parent teacher meeting to see if they were willing to allow their children to participate in it, and the response was quite positive.

I request you to consider my proposal, and you may contact me in case of any queries. Thank you.

Best Regards,

Fatima Tariq

Class Teacher of Class 4

Application to arrange summer camp for class 4

Respected Principal,

With all due respect I am writing this letter with a sincere request to please arrange a summer camp for the class 4 students. It is important that we introduce new, and creative ways to keep students engaged with academics, and also allow them to explore, and find their own creativity. With boring everyday routines, and rigorous study schedules children tend to get exhausted, and as teachers it is our duty to give their energy a boost. This summer camp will help students engage with other students, participate in fun activities, and learn something new every day. You do not need to worry about the activities since the teachers have planned them already.

I hope you will consider my suggestion, and have a summer camp arranged for the students of class 4.

Best Regards,

Bilal Ali

Sample Invitation for School Event


Want to write an invitation letter to schools for participation in the school event organized by the students, and school management? This invitation letter from the school to other schools, partner schools, competitive schools for competitions, presentations, and games, etc.

Sample Invitation for Event in School

Dear Sir,

We proudly present our annual play for the year (year) going to be held on (date). We humbly welcome you as our guest in this wonderful event. We believe that your presence will inspire our students to work hard. Timings are from (mention the time here). The venue for the event is (mention the venue here). Your presence would be appreciable.

Sincerely Yours,

Your Name

Invitation Letter for School Exhibition

Dear Sir/Madam,

ISC Lahore is holding a Pakistani, and Turkish Universities Mini Expo on the school premises. We would like to invite you to participate in this event on the afternoon of Thursday, March 15, (Date).  To this effect, kindly find attached an invitation which gives details of the mini expo.

Please do let me know if you have any questions.

Thanks and  Best Regards,


Sample Invitation for Chief Guest in School Event

Dear Mr. Shahzad Ishaq,

Our school has arranged a function of annual prize distribution. And we are considering you as a chief guest in our school. We are warmly inviting you as a chief guest of our school’s function of annual prize distribution. Your presence will make us enthusiastic, and joyful.

Give us the chance to serve you as a chief guest, and make us thankful to you for your kind favor.

Thanks, and regards,

The Pakistan National School

Invitation Letter for School Event

This document consists of 2 pages in total including the cover and includes an introduction to the event, contact details, and a registration form.

Introduction to the Event

LGS along with the O Levels Social Work Club cordially invites you to LGS Serving the Community on (Mention the date and venue). There are 5 Different events in LGS including Special Children Olympics, Presentations Sessions, Cabinet Commission Crisis, Poster Making Competition, and Documentary Sessions. LGS cordially invites you to be a part of Presentation Sessions (mention the time and event date).

LGS would appreciate it if you can join us in this event to spread awareness, and encourage youth empowerment throughout Lahore.

You are requested to bring about 50 to 60 students from your institution. We promise you our best security and friendly management. You are also requested to bring one or two sports coaches/teachers to the event.

Media coverage will also be given to the event. The students between 6 years to 15 years are only allowed to participate. We can discuss this matter too if your institution has a problem with this age group.

Students are allowed to wear anything they want. We just want them to be fully comfortable throughout the event. All the money collected during the event will go to any charitable institution as a gift/charity after the event.

LGS looks forward to your cooperation.

For more details:

Like our Facebook Page, and Event Page

You can email us any time at

Do watch our snapshot story on both days of the event. Snapshot ID will be shared on the Facebook Page later.

You may contact me at

Event Head                      Event Co-Head


Principal LGS

Letter to Your Friend Inviting Him to College Cultural Event

Dear Sir,

Hope you are doing well.

I’m writing this to invite you to a very useful, and entertaining program designed to exhibit various cultural activities. This is going to be a full-day program where some international guests are also likely to join to witness this fantastic event.

The venue is still to be decided by the College management which is likely to be our main branch located near Abu Dhabi Mall. However, I will confirm this in the coming week.

The day is going to be (mention the day and date here).

Please do come with your family as this is a wonderful opportunity for us all to enhance our knowledge about our rich culture.

Thanking in anticipation.


Your Name

Invitation Letter for Internship Fair

Dear Sir / Madam,

We would like to invite you to the Internship Fair at LACS School System, on (Date) from (time). It would be an opportunity for our students to become familiar with your institute. We at LACS School System lay great stress upon the involvement of our students in internships during summer break in the areas where they realize their social responsibility.

We would really appreciate your presence at the Fair.

Looking forward

Your Name

Invitation Letter to Parents for School Function


Sample invitation letter to students parents to invite them to school functions like annual function, awards function, or any other event in the school, and college.

Your School is Organizing Its Annual Sports Day. Draft an Invitation to be Sent to the Parents

Dear Parents,

We are holding an annual sports program in our school. In which we are inviting parents of the students as honorable guests. Your participation will double the encouragement of students and will be a source of honor for the students.

The program schedule is attached, and please assure your participation. We will be waiting for your arrival.

Sincerely Yours,

Your Name

Invitation Letter to Parents for School Annual Function

The Montessori School,

Invitation Letter


Dear Parents,

This is to invite you to the Annual Children Mela at The Montessori School on Friday, 7th August, (Date) at 10:00 am to 1:00 pm. We’ll have many fund-raising activities. Puppet show, magic-show, food stalls, theatrical performances, solving-the-puzzle, and other outdoor games. We’ll also have amazing rides along with singing competitions, and a musical show. There will be surprises for all.

You are highly encouraged to attend this event with your kids. The funds collected from all the above activities will go to a charitable organization for special children who deserve monetary care. This event will be highly beneficial in strengthening the parent-child relationship.

The invitation card enclosed with this letter bears all the necessary information. Please do bring your CNIC along with this card for security reasons.

Let’s celebrate the joys of life together. Hoping to see you soon!


Your Name

Invitation Letter to Parents for School Function

Dear Parents

We invite you to our school function in which your child is studying. The event would take place in the school premises on the 10th of this month. Timings are from 10 am to 3 pm.  Your presence would encourage your child who is participating in the event.


Your Name

Invitation Letter to Parents for School Function

Respected Parents,

This letter is to inform you that the school has arranged a function for the children, and their respective families. You are invited to the function along with your child. The function will occur next week. We hope to see you at the function.


Your Name

Invitation Letter to Parents for School Function by Son/Daughter or Student

Dearest Parents,

I hope you are feeling well; I have been doing very well at my school over here. There was an announcement in school today regarding our Annual Prize Distribution, and everyone’s parents are coming to see their kids getting awards, I want you, and papa to come as well to this function, it would be very fun to have both of you around me that day to make me feel confident.

The function is going to be held on 1st Of April, from 4 pm to 9 pm.
I will be waiting for you, much love to everyone at home.

With love,
Your Name

Fundraising Event Invitation Letter Sample


Sample invitation letter to invite guests, and donors in a fundraising event for welfare society, welfare organization, school, dispensary, and hospital etc etc.

Invitation Letter for Fundraising Event Sample

Mrs. Memoona Malik,

Managing Director,

The Fashion Company,

Model Town,

Subject:  Invitation for a fundraising event at Polo ground
Dear Ma’am,

The Cancer Memorial Hospital is one of the pioneer hospitals of Lahore successfully treating more than 500 patients every month. We have been providing the best treatment facilities to our clients in minimal cost. To cover our expenses, and keep giving our finest to the community, we have organized a fundraising polo event at Lahore Polo Club on Sunday, 8th August, (Date) at 11:00 am-2:00 pm.
This event will raise awareness about cancer, and will include fun activities like wall climbing, car racing, food stalls, kite flying, and a polo match. We have a special corner for kids where they’ll be monitored, and looked after by our team of young, enthusiastic, and very responsible volunteers who’ll accompany the kids throughout the magic show, puppet show, and other handicraft activities. Face painting, and coloring books will also be available.

We invite you, and your family to our fundraising event, and hope that you’ll celebrate this Sunday with us, spreading smiles.

Enclosed with this letter is the invitation card, please bring it along with you. It has the address, and all other details mentioned over it.

Looking forward to your graceful presence.


Maria Fawad

Fundraising Event Invitation Letter Sample

Fundraising Event Invitation Letter

Company name
Event venue:

Greetings everyone!

I hope you all find this letter in good health. On 23 May (Date) Monday we are arranging a fundraising event for clean food, and water for poor children of Africa. We all have been blessed greatly by the Almighty, and its time we spread this light to those who are less fortunate than us. We live a life everyday that is just so simple comparing to them we always wait for the unveiling of newest gadgets whereas they are desperate to fulfill their basic needs. I hope you all will join us with every ounce of compassion you have for the humanity, and together we will be able to make a difference in someone’s life.



Letter of Invitation for Sports Event Template


Want to write an invitation letter? Sample letter of invitation for sports day in school, college, university, or company to guests, teachers, students, representatives, teams, etc. You can change the letters as per your needs, and if you need a new one, just let us know in the comments.

Sample Invitation Letter for Sports Event in School

Dear Sir/Madam,

We are holding a sports program in our school. In which we would like to invite you as a guest. And we want you to make your school team part of our ODI program. Of course, this program will make the relationship between our students and schools very pleasant. So we are looking forward to your participation. The program schedule is attached, and please confirm your availability.

I am waiting for your positive response.

Sincerely Yours,

Your Name

Invitation Letter to Chief Guest for School Sports Day

Dear Sir,

We would like to invite you to be the chief guest at our school’s annual sports program. This program is held every year and is a great opportunity for our students to learn as well as show off their essence. So the students perform very well which is also very enjoyable for the viewers. At the end of the day, receiving an award from a respected person like you at the awards ceremony will double the happiness of the students. Your participation will be a great motivation and encouragement for the students. We hope you will spare time for participation and share the happy moments. We are looking forward to your positive response.

Sincerely Yours,

Your Name

Invitation Letter for Sports Day in School, College, or University

Dear Ms. Beenish,

Our school is organizing Annual Sports Day in winter vocations this year. This event will involve almost all the students according to their interests. The event will include 20 different games, a Bake sale, Music Competition, and much more for entertainment.

I would like to invite you to this tremendous Annual Sports Day event and request you to please charm the event with your presence. I will be thankful to you.


Your Name
Manager Sports

Invitation Letter for Annual Sports Event in School

Dear Nick,

This letter is to invite you to our annual sports event. Our yearly sports event had been scheduled for the 11th of the next month. It would be an honor for our institute to have such a great personality like you as our guest for this event. It would also increase the motivation of the students. This event would be held within the institute premises from 11 am to 5 pm. So please give us a chance to thank you for your presence at this event.

Best Wishes,


Sample Invitation Letter for Sports Event

Dear Madam,

We, “a group of volunteers,” are organizing a sports event to raise funds for flood affectees in Pakistan. The sad news is that a minimum of five million people was seriously affected, and the poor lost almost everything. Now even they don’t have any support from the local and national governments at all.

We “Group of Volunteers” planned to visit the affected area personally and help the needy. However, rather than go with our small contribution, we decided to invite generous people to participate in this cause and planned a fundraising sports event. The event will take place a John Stadium in London, and the expected donor participants are more than thirty thousand. The would include Cricket, Football, Basketball, Tennis, and Badminton in between sports clubs across the UK.

It will be an honor for us and the flood affectees if you grace the event with your presence as a guest. All the details of the event and speakers are attached. Our team will not only raise funds but keep auditing its spendings, and a final report of relief work will be sent to all the guests and participants.

Looking for your response



London College of Business Administration

Letter of Invitation to Guest in Sports Day

Invitation letter for football competition( Invitation to Other School for Sports)

The Principal, National grammar school, NY

Dear Sir,

We would like to invite you to the annual football competition being held at our school to participate in it. We believe that your school football team is very good at the game, and it would be our pleasure if your team come, and had a match with our school team. Such activities are important as they build a healthy relationship between the institutes. We will be looking forward to your arrival. Please find attached the document having a date, time, and venue. Thanks


Principal, Lawrence College