SayPro Tasks to be Completed for the Period Partnership Securing Sign agreements with at least 3 sponsors to support the event financially

Task 1: Identify Potential Sponsors

• Description: Research and compile a list of potential sponsors who align with the event’s mission, values, and target audience. This could include companies, organizations, or individuals who might benefit from the exposure or partnership.
• Actions:
  1. Research local businesses, national corporations, or industry-related companies that would find value in sponsoring the event.
  2. Check historical sponsorship records of similar events to see which companies have sponsored similar initiatives.
  3. Identify brands that align with the event’s theme, audience demographics, or industry focus.
  4. Segment potential sponsors by tier (e.g., Platinum, Gold, Silver, Bronze) based on their budget capacity and desired impact.

Task 2: Create Sponsorship Packages

• Description: Develop detailed sponsorship packages tailored to different sponsor tiers, offering varied benefits such as branding, advertising opportunities, VIP access, etc.
• Actions:
  1. Design a clear and compelling proposal for each sponsor tier, specifying the cost, benefits, and visibility each sponsor would receive.
  2. Include options for brand placement, stage or event visibility, product giveaways, social media promotion, and tickets for employees.
  3. Tailor packages to suit both large corporations (with high budgets) and smaller businesses (with limited budgets).
  4. Highlight any potential media or PR opportunities that sponsors could leverage.

Task 3: Outreach and Initial Contact with Sponsors

• Description: Reach out to potential sponsors with a personalized pitch introducing the event and the benefits of sponsoring.
• Actions:
  1. Create a list of priority contacts from the identified potential sponsors.
  2. Draft a personalized email or letter to each sponsor introducing the event, explaining its goals, and sharing the sponsorship opportunities.
  3. Schedule meetings or phone calls with interested sponsors to discuss packages and answer any questions.
  4. Attend industry events or networking opportunities to meet potential sponsors in person, if possible.

Task 4: Present Sponsorship Proposals

• Description: Present the sponsorship packages to potential sponsors in a professional and engaging manner, either through meetings, calls, or presentations.
• Actions:
  1. Customize the pitch to reflect the sponsor’s business goals and how the event aligns with their marketing strategies.
  2. Provide detailed visuals and data on the event, including audience demographics, expected attendance, and social media reach.
  3. Address any questions, concerns, or requests for modification to the sponsorship packages.
  4. Offer options for exclusive or premium sponsorship opportunities for larger brands.

Task 5: Negotiation of Terms

• Description: Finalize the terms and conditions of the sponsorship agreement, ensuring mutual benefit for both the event organizers and the sponsors.
• Actions:
  1. Negotiate pricing, deliverables, and other key aspects of the sponsorship package.
  2. Clarify the sponsor’s expectations for visibility, promotion, and any on-site presence (e.g., booths, signage).
  3. Work with legal teams to ensure the contract is in line with both the event’s and the sponsor’s interests.
  4. Discuss payment terms, deadlines, and the method of sponsorship funds transfer.

Task 6: Prepare and Sign Sponsorship Agreements

• Description: Draft formal sponsorship agreements and get them signed by both parties.
• Actions:
  1. Create an official sponsorship agreement document, including all negotiated terms, responsibilities, and benefits.
  2. Send agreements to sponsors for review and ensure that all details are clearly understood.
  3. Once all parties are satisfied with the terms, finalize the agreement and have both parties sign it.
  4. Send a confirmation and acknowledgment email after the agreement is signed, outlining the next steps for coordination.

Task 7: Confirm Payment and Logistics

• Description: Ensure that sponsors fulfill their financial obligations and begin preparation for their involvement in the event.
• Actions:
  1. Confirm receipt of sponsorship funds, and ensure they are appropriately allocated for event planning.
  2. Coordinate with sponsors to collect necessary materials or branding assets (e.g., logos, promotional materials) for the event.
  3. Organize logistics for sponsor presence at the event (e.g., booth setups, banners, merchandise displays).
  4. Provide sponsors with regular updates and event details as the date approaches.

Task 8: Ensure Sponsor Recognition During the Event

• Description: Ensure that sponsors are appropriately recognized during the event, as agreed upon in the sponsorship agreement.
• Actions:
  1. Display sponsor logos on event materials (e.g., programs, signage, and website).
  2. Announce sponsor names during the event (e.g., during opening remarks, sessions, or panels).
  3. Ensure sponsors are given their designated space at the event (e.g., booths, branded areas).
  4. Provide a post-event report with media coverage and event results, including how sponsor visibility was maximized.

Task 9: Follow-up and Relationship Building

• Description: Maintain strong relationships with sponsors post-event for future collaborations and feedback.
• Actions:
  1. Send a thank-you note or email to all sponsors for their support, highlighting the success of the event.
  2. Share event outcomes and provide them with relevant post-event media, such as photos, videos, or media coverage.
  3. Schedule a follow-up meeting or call to gather feedback and explore opportunities for future events.
  4. Stay in touch regularly through newsletters or updates about upcoming events and initiatives.