Tag: 08-10-2025

SayPro Closing Sponsorship Deals

Task Overview:

Task: Finalize all ongoing sponsorship negotiations and close deals with at least 5–10 new sponsors.
Deadline: 08 October 2025
Expected Outcome: Secure a minimum of 5 new sponsors with fully signed sponsorship contracts, aligned with SayPro’s visibility and revenue goals for upcoming programs or events (e.g., SayPro Festival, Learning Initiatives, etc.).

---

Objective:

To efficiently wrap up all active sponsorship negotiations, ensuring timely decision-making, agreement finalization, and contract signing. This task supports SayPro’s goal of expanding its partnership base, meeting revenue targets, and ensuring that all sponsor-related commitments are finalized in time for activation and implementation.

---

Key Goals:

1. Close sponsorship deals with a minimum of 5 confirmed sponsors by the deadline.
2. Ensure each sponsor signs a formal agreement, with clear terms and deliverables.
3. Finalize financial commitments or in-kind arrangements for activation planning.
4. Provide each confirmed sponsor with an onboarding timeline.

---

Detailed Activities and Steps:

---

1. Review and Prioritize Open Negotiations

• Identify all sponsors currently at negotiation or proposal stage.
• Prioritize those with the highest likelihood of closing.
• Prepare a Sponsor Status Matrix listing:
  • Sponsor name
  • Contact person
  • Package discussed
  • Deal value
  • Status (Negotiation, Pending Contract, Verbal Commitment)
  • Obstacles (budget approval, deliverables clarification, etc.)

---

2. Schedule and Conduct Final Discussions

• Reach out to sponsors individually and schedule closing calls or meetings.
• Prepare a Final Sponsorship Brief that includes:
  • Package summary
  • Final pricing (with any agreed modifications)
  • Updated benefit list and fulfillment timeline
  • Draft agreement for review

Tip: Use persuasive and personalized communication, emphasizing urgency due to limited time and space availability.

---

3. Resolve Any Outstanding Issues

• Answer questions about deliverables, value proposition, logistics, and branding.
• Offer slight flexibility if necessary (e.g., custom benefit substitution) without compromising key sponsorship structures.
• Clearly communicate deadlines and next steps for finalization.

---

4. Finalize and Send Contracts

• Use SayPro’s Sponsorship Agreement Template.
• Include:
  • Sponsorship tier and fee
  • Payment terms and deadlines
  • Branding/visibility rights and obligations
  • Event activation timeline
  • Termination and refund clauses
• Send for signature via e-signature platform (e.g., DocuSign, Adobe Sign) or email for printing.

---

5. Confirm and Collect Signatures

• Follow up within 48 hours of sending contracts.
• Provide assistance with internal processing if needed (e.g., sponsor legal/finance team).
• Once signed, acknowledge the agreement with a formal welcome email and invoice if applicable.

---

6. Update Sponsor Tracker

• Record the closed deal in the SayPro Sponsorship Acquisition Tracker.
• Mark the status as “Closed – Signed”.
• Note payment due dates, sponsor point of contact, and fulfillment responsibilities.

---

7. Initiate Onboarding for Closed Sponsors

• Share sponsor onboarding materials, including:
  • Event schedule and branding deadlines
  • Logistics brief (for activations, booths, digital promo)
  • Contact information for relevant SayPro teams (e.g., marketing, finance)
• Begin preparation for sponsor benefit implementation (logo collection, social media features, etc.)

---

Deliverables:

• At least 5 fully signed sponsorship agreements.
• Sponsorship value summaries (monetary and in-kind).
• Updated sponsor fulfillment schedules.
• Invoices and/or proof of payment initiation (where applicable).
• Sponsor onboarding confirmation emails.

---

Tools & Templates to Use:

Tool/Template	Purpose
Sponsor Status Matrix	Prioritize and track negotiations
Sponsorship Agreement Template	Standardized legal contract
Final Sponsorship Brief Template	Summarized proposal with benefits
Sponsor Tracker (Excel/CRM)	Live deal status updates
Sponsor Onboarding Kit	Materials to guide sponsors post-signing
Closing Email Scripts	Professional messaging for follow-up and closure

---

Roles & Responsibilities:

Role	Responsibility
Sponsorship Manager	Lead negotiation and deal finalization
Legal Advisor	Review and approve final agreements
Finance Officer	Issue invoices and monitor payments
Marketing/Branding Team	Prepare assets for sponsor benefit delivery
Admin Support	Track signatures, upload documents, coordinate communications

---

Timeline:

Date	Activity
01–03 Oct 2025	Final calls and brief delivery
04–05 Oct 2025	Send and follow up on contracts
06–07 Oct 2025	Confirm signatures, finalize payments
08 Oct 2025	Report submission: All deals closed and onboarded

---

Monitoring & KPIs:

Indicator	Target
Number of new sponsors signed	≥ 5
Total sponsorship value secured	As per event target
% of contracts signed before deadline	100% by 08 Oct 2025
Onboarding completion rate	100% of new sponsors

---

Expected Outcome:

• A minimum of 5 new sponsorship deals fully closed and signed.
• Complete documentation and onboarding of all new sponsors.
• Financial and branding preparation aligned for upcoming events.
• Strengthened partner base and relationship-building foundation for SayPro.