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SayPro Sponsor Onboarding and Communication:Onboard new sponsors by providing them with necessary information about event timelines, expectations, and responsibilities.
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Email: info@saypro.online Call/WhatsApp: Use Chat Button 👇
🧭 SayPro Sponsor Onboarding & Communication Strategy
Welcoming Sponsors | Building Clarity | Setting the Stage for Success
🔹 1. Objective
To create a seamless and professional onboarding experience for new sponsors that:
- Clearly communicates expectations, timelines, and deliverables
- Establishes mutual understanding of goals and responsibilities
- Equips sponsors with all necessary resources to activate effectively
- Builds confidence in SayPro’s ability to manage partnerships professionally
🔹 2. Sponsor Onboarding Timeline
| Timeframe | Activity |
|---|---|
| Immediately after agreement signing | Welcome email + Sponsor Onboarding Pack |
| Within 3 days | Intro call or onboarding meeting |
| Within 1 week | Access to activation tools, shared folder, key deadlines |
| Ongoing | Regular email updates, check-ins, and deliverable tracking |
🔹 3. Sponsor Onboarding Package (Digital Welcome Kit)
This package should be tailored to the sponsor’s tier and event type and sent within 24–48 hours of agreement signing.
Contents:
| Section | Description |
|---|---|
| 📩 Welcome Letter | Personalized message from SayPro’s Partnerships Manager or Executive Director |
| 📅 Event Calendar | List of key event dates and timelines relevant to the sponsor |
| 📌 Sponsorship Summary | A recap of sponsor tier, entitlements, and deliverables |
| 📂 Shared Folder Access | Google Drive/Dropbox link for collaborative documents |
| 📃 Brand Guidelines | SayPro logo usage rules and co-branding instructions |
| 📣 Communication Channels | Points of contact, Slack/email groups, support tickets |
| 🗓️ Activation Timeline | Deadlines for content submissions, approvals, booth setup, etc. |
| 🎨 Social Media Toolkit (Optional) | Branded templates and hashtag guide to promote their sponsorship |
🔹 4. Initial Onboarding Call / Meeting
Schedule a virtual or in-person 30-minute onboarding session to walk through expectations, answer questions, and set the tone for collaboration.
Agenda:
- Introductions & Welcome
- Overview of the Event
- Sponsorship Tier Benefits Recap
- Key Dates and Deliverables
- Sponsor Responsibilities (e.g., booth setup, speaker slot, content)
- Brand Visibility Opportunities
- Questions and Feedback
- Next Steps
➡️ Pro Tip: Share a collaborative activation checklist during the call.
🔹 5. Sponsor Communication Channels
Effective, transparent communication is key. Here’s how SayPro can stay connected with sponsors:
| Channel | Purpose |
|---|---|
| Email (Primary) | Formal updates, deliverable reminders, document sharing |
| WhatsApp / Slack Group (Optional) | Real-time updates, quick coordination |
| Zoom / Teams | Onboarding, check-ins, and final reviews |
| Shared Google Folder | Logos, timelines, contracts, activation tools |
| Sponsor CRM (e.g., Airtable) | Central dashboard to track tasks, feedback, approvals |
🔹 6. Sponsor Responsibilities Checklist
A clear list of what the sponsor is expected to do before and during the event:
| Task | Deadline | Format |
|---|---|---|
| Submit high-resolution logo | [Date] | .PNG, .AI |
| Provide company description | [Date] | Max 100 words |
| Share speaker bio and session title | [Date] | Word doc |
| Approve booth layout | [Date] | PDF or online form |
| Share pre-event social posts | [Date] | Using SayPro toolkit |
| Confirm on-site attendance or materials | [Date] | Yes/No form |
🔹 7. Sponsor Activation Timeline Example
| Week | Activity |
|---|---|
| Week 1 | Onboarding kit sent & meeting scheduled |
| Week 2 | Logo + content collection begins |
| Week 3 | Social media co-promotion starts |
| Week 4 | Booth setup and AV details confirmed |
| Week 5 | Final content approvals |
| Event Week | Activation execution + real-time updates |
| Post-Event | Feedback survey + impact report |
🔹 8. Ongoing Communication & Support
SayPro should maintain consistent communication throughout the pre-event period and the event itself.
A. Regular Updates
- Weekly updates with reminders and news
- “Here’s What’s Coming This Week” emails
B. Dedicated Liaison
- Assign each sponsor a SayPro contact to ensure personalized attention
C. Troubleshooting Support
- Quick-response system for solving issues (e.g., signage errors, setup delays)
🔹 9. Final Confirmation Pack (1 Week Before Event)
| Contents | Purpose |
|---|---|
| Summary of all deliverables completed | Final check |
| Onsite or virtual logistics guide | Day-of planning |
| Speaking session schedule | Final timeslot and AV needs |
| Staff contact sheet | Who to reach for support |
| Visual mockups of sponsor visibility | Branding confirmation |
🔹 10. Outcome: Why This Matters
A structured and professional onboarding process:
✅ Sets the tone for a successful collaboration
✅ Prevents delays, miscommunications, and unmet expectations
✅ Empowers sponsors to promote their involvement confidently
✅ Helps SayPro deliver high-impact partnerships that lead to renewals
🔹 11. Tools & Platforms to Support Onboarding
| Tool | Use |
|---|---|
| Google Drive / Dropbox | Shared sponsor folders |
| Airtable / Trello / Monday.com | Sponsor deliverables tracker |
| Calendly / Google Calendar | Schedule onboarding calls |
| Mailchimp / Brevo | Email updates |
| Slack / WhatsApp | Real-time communication |
| Canva / Adobe Express | Custom graphics and branding assets |
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