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SayPro Generate an event performance tracking template to measure the effectiveness of sponsorship activities during a festival.
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Here’s a comprehensive Event Performance Tracking Template tailored to measure the effectiveness of sponsorship activities during a festival. It includes key performance indicators (KPIs), data sources, and space for qualitative and quantitative evaluation.
📊 SayPro Festival Sponsorship Performance Tracking Template
You can copy this into Excel, Google Sheets, or a performance dashboard tool like Airtable or Monday.com for real-time tracking.
🗂️ 1. Sponsor Overview
| Sponsor Name | Sponsorship Tier | Activation Type (Digital/On-site/Both) | Booth #/Location | Contact Person | Email/Phone |
|---|---|---|---|---|---|
| [e.g., BrandX] | Gold | Both | Booth 14, Main Zone | Jane Smith | jane@brandx.com |
📈 2. KPI Tracking Table
| Metric | Description | Target | Actual | Variance | Source of Data | Notes |
|---|---|---|---|---|---|---|
| Booth Foot Traffic | Total number of attendees who visited the sponsor’s booth | 500 | 620 | +120 | RFID Scanners / Staff Logs | High engagement with free product sampling |
| Social Media Mentions | # of mentions using sponsor hashtags | 1,000 | 850 | -150 | Social Listening Tools | Below target; consider influencer push |
| Email CTR | Click-through rate on sponsored email campaigns | 5% | 7.2% | +2.2% | Email Marketing Platform | Strong interest in exclusive offer |
| Product Samples Distributed | Quantity of items given out | 2,000 | 2,500 | +500 | On-Site Staff Reports | Ran out of inventory early on Day 2 |
| Live Stream Views | Views on sponsor-led livestreams | 5,000 | 6,400 | +1,400 | Streaming Analytics | Most watched segment: behind-the-scenes |
| Lead Captures | Emails or contacts collected | 300 | 275 | -25 | QR Code / Signup Form | Slightly below target; kiosk placement may need review |
| VIP Lounge Engagement | VIP guests interacting with sponsor | 100 | 140 | +40 | Guest List Sign-In | Good visibility through branded cocktails |
| Branding Visibility | Sponsor name/logo exposure across channels | High | Medium | N/A | Observational/Surveys | Improve logo placement on signage next year |
🗣️ 3. Sponsor Feedback Summary
| Question | Response (Score 1–5 or Comment) |
|---|---|
| Were you satisfied with your booth location? | 4 – Good foot traffic, some shade issues |
| Was your brand properly represented across festival assets? | 5 – Excellent consistency |
| Did you feel your objectives were met? | 3 – Wanted more direct engagement opportunities |
| Suggestions for improvement? | More signage directing people to our booth |
| Will you sponsor again next year? | Yes (Tentative) |
📑 4. Internal Team Observations
| Category | Observations |
|---|---|
| Setup & Logistics | Booth setup was smooth; minor delay in banner delivery |
| On-Site Engagement | Sponsor reps were proactive and engaging |
| Digital Support | Posts went live as scheduled; one story had broken link |
| Branding & Creative | Strong visual alignment with SayPro Festival theme |
📊 5. Overall ROI Scorecard (Optional)
| Sponsor | Investment ($) | Estimated Value Return ($) | ROI % | Performance Rating (Low/Med/High) |
|---|---|---|---|---|
| BrandX | $15,000 | $24,000 | 160% | High |
🧰 Tools Recommended for Tracking
- QR Codes for booth engagement
- Google Analytics for link clicks & traffic
- Social media analytics (Meta, TikTok, X, etc.)
- Event management platforms with real-time RFID scanning
- Surveys (Typeform, SurveyMonkey) for sponsor/attendee feedback
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