Sponsors are one of the key players when organizing an event. They contribute not only to the event's profitability but also to its content and overall appeal. However, managing sponsors is anything but simple. It is very often the case that you do not know who is coming from the sponsor's side until almost the event date. There are always some changes happening, and many sponsors are behind schedule with their tasks.
Furthermore, if you organize an event year after year or multiple events per year, you will likely have a number of recurring sponsors across different events and years. Also, you will often be dealing with the same people on the sponsors’ side.
It all starts with your CRM, where you will store basic information about your sponsors. You will want to create one or more sponsor ticket types for your event. You will also need a service catalogue, which lists all the services that you are offering to potential sponsors, such as booths, advertisements, speaking sessions, etc. We call these “sponsorship items,” and they can be grouped into “sponsorship packages”.
When sponsors decide to participate in your event, your deal with them is called a “sponsorship.” A sponsorship can contain one or more sponsorship contracts, and each contract can contain one or more sponsorship items or sponsorship packages.
Based on the sponsorship items and sponsorship packages contained in their sponsorship contracts, sponsors receive sponsor tickets for your event, which they then assign to their sponsor staff. Sponsor staff are all the people on the sponsor’s side with whom you will be dealing before, during, and after the event. Sponsor staff can have the following event roles: Lead Managers, which will enable them to acquire leads at your event and analyse them, and Task Managers, which will enable them to view and manage tasks that you assign to them.
All clear? Good. Let’s now delve into each of these things!
To create sponsor ticket types, start by opening your event and creating the various sponsorship ticket types you want to offer. You don't need to assign these tickets yet, but it's important to create them. You may choose to have only one ticket type for sponsors, or you may create multiple types for different levels of access. For example, you can create a ticket type for expo floor access only, a ticket type that includes access to both the expo floor and sessions/panels, and a ticket type that enables access to the VIP dinner. The types of tickets you offer depend on the nature of your event.
Next, what you need to do is to define all the services that you will be selling to your sponsors. In run.events, we call those services “sponsorship items”. Then you can group those items into “sponsorship packages”.
The idea is actually simple: sponsorship items are individual points such as “3m x 2m sponsorship booth”, “Sponsorship session”, “Advert in the event brochure”, “Branding of the event swag”, and a sponsorship package can contain some or all of those items. For example, a “Gold sponsorship” can consist of that 3m x 2m booth and an advert in the event magazine.
Once you have defined your sponsorship items and packages, it's time to start dealing with sponsors. Our goal at run.events is to enable you to navigate sponsorships year after year, event after event. Many of these sponsors will be your regular customers, and you will often be dealing with the same people for many years.
The expected result of negotiations with the sponsor about their sponsorship is a sponsorship contract, and we at run.events want to congratulate you every time you click on the “Add new contract” button within the sponsorship screen.
As you have seen previously, run.events has built-in quite a few capabilities for storing data about sponsorships and sponsorship contracts. However, we know that each event is specific and different, so we have built a feature where you can add your own fields to sponsorships and sponsorship contracts.
Sponsor staff is one of the most important elements in managing sponsorships for your event: they are the people with whom you will be dealing prior to the event, during the event, and after the event. They will be the people who will be scanning and analysing leads, and, last but not least, they are the people whom you will ask to sponsor your next event. As we see, managing sponsor staff is one of the key features in managing sponsorships, and alas, the whole event.
As we saw earlier, organizers can define sponsor ticket types and set how many tickets of each type a sponsor will receive based on their contract. However, this doesn’t automatically generate actual tickets with ticket numbers and owners. To create those tickets, you will usually wait until the sponsorship contracts are finalized and an Event Sponsor Representative has been added to the sponsorship.
Frequently, you will need to assign tasks and deadlines to, such as deadlines for submission of materials or session abstracts. With run.events, you can create these tasks quickly and easily. You can define the task properties such as task name, description, start and end date, priority, and progress and completion status.
Lead retrieval is the essential process that enables sponsors to achieve their main goal at an event: lead generation. With lead scanning capabilities built into run.events mobile app, sponsors do not need to rely on any third-party software or badge scanner to scan leads and analyse data.
All that we have been discussing so far is managing sponsors from your perspective – as an event organizer. But what do sponsors see? When sponsors log in to run.events with their valid sponsorship ticket, they will be presented with a sponsor dashboard. What they see there will depend on their sponsorship roles.
Which sponsors are displayed in the mobile app and on the event depends on their sponsorship package - you can set those properties when you are creating sponsorship packages.