SayPro Oversee the activation of sponsorship agreements, ensuring that all deliverables (e.g., logo placement, event branding, and digital promotion) are met in full.

---

SayPro: Oversee the Activation of Sponsorship Agreements

Objective:
To successfully manage and implement all aspects of sponsorship agreements, ensuring that every deliverable—such as logo placement, event branding, speaking slots, and digital promotion—is executed accurately, on time, and to a high standard. The goal is to honor contractual obligations, exceed sponsor expectations, and build long-term relationships.

---

1. Review and Understand Sponsorship Agreements

Centralize All Contracts and Agreements

• Store all signed contracts in a shared, secure folder or CRM.
• Label clearly by sponsor name, sponsorship tier, and agreement date.

Extract Deliverables Into an Action Plan

• Create a sponsorship activation matrix with key information:
  • Sponsor name
  • Deliverables (from contract)
  • Activation deadlines
  • Responsible SayPro team member
  • Status (Not Started / In Progress / Complete)

Categorize Deliverables

Typical deliverables may include:

• Branding & Visibility
  • Logo on website, banners, stage backdrop, lanyards, digital screens
• Digital Marketing
  • Social media posts, email mentions, newsletters, blogs
• On-site/Virtual Presence
  • Booth setup, speaking slots, product demos, branded materials
• Print/Collateral
  • Inclusion in programs, flyers, signage, brochures
• Content Integration
  • Sponsored posts, interviews, video mentions

---

2. Assign Roles and Responsibilities

Designate a Sponsorship Activation Manager

• Acts as the primary point of contact for sponsors.
• Coordinates internally to ensure all deliverables are fulfilled.

Create a Cross-Functional Activation Team

• Include members from:
  • Marketing (digital promotion, logo placements)
  • Events (on-site branding, signage)
  • Design (visual assets)
  • Partnerships/Outreach (relationship management)
  • Finance (tracking in-kind value or paid benefits)

---

3. Create a Sponsorship Activation Timeline

Develop a Calendar of Deliverables

• Map each deliverable against the festival timeline.
• Include due dates for:
  • Receiving sponsor assets (logos, ads, bios)
  • Design and placement
  • Posting and promotion dates
  • On-site execution (e.g., banner installation)

Communicate Deadlines to Sponsors

• Send a “Sponsorship Activation Checklist” and onboarding email that includes:
  • Deadlines for submitting materials
  • Format and resolution requirements (logos, videos, ads)
  • Contact persons for questions or content approval

---

4. Coordinate Implementation of Deliverables

Website & Digital Integration

• Add logos to the sponsor section of the website with links.
• Schedule and post dedicated sponsor highlight content on social media.
• Insert sponsor mentions in newsletters and email campaigns.

Design & Print Materials

• Collaborate with graphic designers to include sponsor logos and ads in:
  • Event programs
  • Flyers and posters
  • On-site signage and backdrops
• Send proof copies to sponsors if required.

On-Site/Event Presence

• Ensure banners, booths, branded items, and speaking opportunities are:
  • Placed or assigned according to tier
  • Delivered and installed on time
  • Visibly displayed and acknowledged during the event

Digital Event or Virtual Exposure

• Upload sponsor ads or logos into virtual platforms.
• Ensure sponsor booths or microsites are interactive and staffed.
• Include sponsor visibility in live streams and recordings.

---

5. Track Progress and Quality Assurance

Monitor Activation in Real Time

• Use a shared task management tool (e.g., Trello, Asana, Monday.com) to track deliverables.
• Include task status, due dates, owners, and notes.

Conduct Internal Reviews

• Perform pre-event checks:
  • Website test for logo functionality
  • Banner proofing and signage quality
  • Social media content accuracy

Address Issues Promptly

• Flag and fix any missed or incorrectly executed items before the event.
• Maintain open communication with sponsors about delays or adjustments.

---

6. Maintain Ongoing Sponsor Communication

Provide Status Updates

• Send weekly or bi-weekly updates on what has been completed and what’s upcoming.
• Reconfirm speaking times, exhibit locations, or promotional posting dates.

Offer Previews

• Share mock-ups of digital or printed placements.
• Invite sponsors to preview stage signage or booth setup.

---

7. Document and Report Post-Event

Collect Evidence of Deliverables

• Take photos and screenshots of:
  • Banners, digital displays, programs
  • Social media posts and website placements
• Archive everything in a sponsor report folder.

Create a Sponsor Fulfillment Report

• Include:
  • Overview of deliverables completed
  • Visual evidence (photos, screenshots)
  • Audience engagement metrics (likes, views, reach)
  • Any notable outcomes (e.g., attendee feedback)

Send Thank-You and Survey

• Thank each sponsor for their partnership.
• Include a brief survey to gather feedback on their experience and satisfaction with the activation process.

---

Tools & Resources

Tool/Platform	Use Case
Trello/Asana/Monday	Task tracking and timeline management
Google Drive	Shared document and contract storage
Canva/Adobe	Design of banners, digital assets
Mailchimp/HubSpot	Email campaigns and sponsor updates
Buffer/Hootsuite	Scheduling sponsor-related social media posts

---

Outcome:

By closely managing and overseeing the activation of sponsorship agreements, SayPro ensures full compliance with all deliverables, enhances sponsor satisfaction, and strengthens the potential for future renewals or higher-tier sponsorships. A well-executed activation builds trust, shows professionalism, and reflects the high standard of SayPro’s brand.

---