Template to Track Sponsor Benefit Fulfillment: Take Two

Many professionals in the tradeshow, event planning or fundraising industries deal with essentially some of the same basic frustrations with our day-to-day responsibilities.

One of the more important tasks that I deal with on a regular basis and falls  under this category is tracking sponsor benefits to ensure that they are fulfilled exactly as laid out in the contract and at the appropriate time. Seems easy enough, right?

Throw in multiple tiers of support, add sponsor benefits differing in subtle or major ways, add several sponsors to some levels, exclusive sponsor to the top tier and multiple sponsors on the same level and this task quickly becomes overwhelming.

Oh, don’t forget to add print deadlines, desperate calls to the printer to make a last-minute change and having to work with multiple contacts within your organization for each sponsorship package.

oof.

These frustrations demonstrate a need for a document where you can keep all of the information straight and up-to-date for each sponsorship ,and ensure that sponsors are recognized appropriately. Hence, this post from about a week ago and this template.

I asked readers to provide feedback and suggestions and Rebecca Brandt came through with some very helpful insight and suggestions.

Rebecca liked the document for its simplicity and that it is easy to read. She expressed concern there may not be enough room to keep important notes which could potentially lead to needing to create a second document and defeating the purpose. She also wanted to be sure that the document would allow you to track multiple sponsors on the same tier. Most importantly, she wanted to track payment history on the same document too. All are important and helpful observations, especially the last one.

As I was implementing Rebecca’s suggestions, I also decided to add a date/time stamp to clearly show when the document was last revised.

Without further ado, I give you the newly revised and improved Sponsor Benefit Tracking Template!

Note: This event, companies, tiers and entire sponsorship package are fictional. Everything on the document is fictional and provided simply as an example.

If you have further suggestions or feedback, let me know in the comments! I hope this template is helpful for those of you that work with sponsor/sponsorships.

And thank you to Rebecca for her thoughtful insight, I greatly appreciate it!