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SayPro A checklist to ensure that all sponsor benefits are properly activated and fulfilled, from digital media to on-site engagement.
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.
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Certainly! Here’s a detailed write-up on SayPro’s Sponsorship Benefits Activation Checklist—a tool used to ensure that all sponsor benefits are implemented effectively across digital and on-site channels.
SayPro: Sponsorship Benefits Activation Checklist
Objective:
To ensure all promised sponsorship deliverables—both digital and on-site—are properly executed, documented, and delivered in a timely manner. This checklist acts as a centralized quality control tool used by SayPro’s sponsorship and event management teams to track progress, ensure accountability, and enhance sponsor satisfaction.
1. Purpose of the Checklist
- To track the execution of sponsor entitlements according to signed agreements.
- To prevent errors, omissions, or delays in benefit delivery.
- To ensure consistent, high-quality sponsor engagement across all platforms.
- To create a record for post-event reporting and contract compliance.
2. When the Checklist is Used
- During the planning phase to map deliverables for each sponsor.
- In the pre-event phase to confirm completion of digital and branding tasks.
- On event day to monitor activations, signage, and VIP experiences.
- Post-event to ensure follow-up acknowledgements and reporting.
3. Sponsorship Benefits Activation Checklist Template
Below is a detailed sample checklist used by SayPro:
✅ Sponsor Details
- Sponsor Name: _______________________
- Sponsorship Tier: ______________________
- Package Type (Custom/Standard): __________
- Contract Signed Date: ___________________
📌 A. DIGITAL MEDIA DELIVERABLES
| Task | Completed? | Deadline | Notes |
|---|---|---|---|
| Sponsor logo uploaded to website (correct placement and format) | ☐ | [Date] | Check resolution and placement |
| Sponsor mentioned in press release(s) | ☐ | [Date] | Confirm media partner distribution |
| Social media announcement post published | ☐ | [Date] | Include sponsor tag and hashtag |
| Scheduled sponsored content (posts, stories, videos) | ☐ | [Dates] | Include analytics tracking |
| Sponsor logo in e-newsletters | ☐ | [Date] | Check alignment with branding |
| Sponsor link added to SayPro partner directory | ☐ | [Date] | Track referral traffic |
🎯 B. BRANDING & COLLATERAL
| Task | Completed? | Deadline | Notes |
|---|---|---|---|
| Sponsor logo on event banners/signage | ☐ | [Date] | Print and site installation confirmed |
| Logo placement in event program/brochure | ☐ | [Date] | Verify formatting |
| Co-branded merchandise prepared (if applicable) | ☐ | [Date] | T-shirt, lanyards, bags, etc. |
| Sponsor ad or message included in print material | ☐ | [Date] | Confirm sponsor approval |
| Sponsor video/logo in opening/closing presentations | ☐ | [Date] | Test playback compatibility |
🎪 C. ON-SITE ACTIVATION & EXPERIENCE
| Task | Completed? | Deadline | Notes |
|---|---|---|---|
| Booth or activation space confirmed and assigned | ☐ | [Date] | Share floor plan with sponsor |
| Setup support and materials checklist shared | ☐ | [Date] | Power, Wi-Fi, tables, signage, etc. |
| VIP passes/tickets delivered | ☐ | [Date] | Include personalized welcome letter |
| Sponsor speaking slot scheduled and confirmed | ☐ | [Date] | Send session format and tech setup |
| On-site branding installed (stage, signage, entry points) | ☐ | [Date] | Take photos for proof |
| Sponsor reps briefed by SayPro team on event day | ☐ | [Date] | Contact person assigned |
📝 D. POST-EVENT DELIVERABLES
| Task | Completed? | Deadline | Notes |
|---|---|---|---|
| Sponsor thank-you email sent | ☐ | [Date] | Include event photos and highlight stats |
| Post-event social media shoutout | ☐ | [Date] | Tag sponsor and include media assets |
| Mention in post-event newsletter or recap blog | ☐ | [Date] | Share audience engagement metrics |
| Final sponsorship impact report delivered | ☐ | [Date] | Include KPIs, visuals, and feedback |
| Request sponsor feedback via survey or call | ☐ | [Date] | Document results and suggestions |
🧾 E. INTERNAL DOCUMENTATION CHECK
| Task | Completed? | Deadline | Notes |
|---|---|---|---|
| Contract saved and backed up | ☐ | [Date] | Stored in secure folder |
| Deliverables status logged in CRM or project tracker | ☐ | [Date] | Updated in real time |
| Activation photos/videos filed for reporting | ☐ | [Date] | Sorted by sponsor name |
| Noted renewal discussion opportunity | ☐ | [Date] | Add to follow-up calendar |
4. Roles and Responsibilities
- Sponsorship Coordinator: Manages and updates the checklist.
- Marketing Team: Executes digital deliverables and ensures correct branding.
- Event Operations Team: Handles on-site execution and sponsor experience.
- Legal & Finance Teams: Ensure compliance and track payment/contractual terms.
5. Benefits of Using This Checklist
- Guarantees 100% delivery of all sponsor entitlements.
- Prevents reputational damage due to missed obligations.
- Enhances sponsor trust and satisfaction.
- Simplifies post-event reporting and ROI measurement.
- Builds internal accountability across departments.
6. Key Success Indicators
- All boxes checked before, during, and after event
- Zero reported deliverable failures or sponsor complaints
- Timely delivery of final reports and follow-ups
- Sponsors indicate high satisfaction and interest in renewal
Conclusion:
SayPro’s Sponsorship Benefits Activation Checklist is a critical project management and quality assurance tool. It ensures that every promised value—whether a digital shoutout or a prime event activation—is delivered precisely, professionally, and punctually. This systematic approach reinforces SayPro’s commitment to excellence and positions it as a reliable partner in the eyes of sponsors.
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