How to Write a Winning Event Sponsorship Letter in 7 Steps

Sponsorship letters are one of the best ways to start a conversation between your nonprofit and a potential sponsor about forming a mutually beneficial partnership. Securing sponsorships with for-profit partners is one of the most important steps you can take on your path to reaching your fundraising goals. Besides the direct aid provided by the sponsor, if you tap into a sponsor’s audience of potential givers, you’re even more likely to find fundraising success.

Is your nonprofit ready to secure a sponsor for your next campaign? Check out these sponsorship request letter samples to get inspired!

Seeking sponsorships is essential for making events a reality. A well-crafted sponsorship letter can go a long way in securing the funding you need to host a successful event. This comprehensive guide will teach you how to write an effective event sponsorship letter that gets results.

What is an Event Sponsorship Letter?

A sponsorship letter is a formal request sent to potential sponsors asking them to support an event through financial donations or in-kind contributions. It provides details on the event, expected outcomes, sponsorship benefits, and ways to get involved.

The goal is to persuade sponsors that supporting your event aligns with their interests and will provide value in return A compelling letter is crucial for generating event sponsorship

7 Steps to Writing a Sponsorship Letter

Follow these seven tips to create a polished and persuasive sponsorship letter:

1. Understand the Event’s Needs

First determine the type and level of sponsorship required to cover your event costs. Outline specific sponsorship opportunities and the benefits you can offer. This clarity will strengthen your letter.

2. Research Potential Sponsors

Identify companies or people who may gain value from sponsoring your event. Consider their target consumers, brand values, and past sponsorships Focus on sponsors likely to align with your event’s audience and purpose.

Open your letter by briefly introducing yourself or your organization and the upcoming event. Share your enthusiasm and demonstrate you understand the prospect’s brand by referring to their products, services, or values.

4. Explain Why You Are Seeking Sponsorship

Next, explain the situation prompting your sponsorship request. Provide background on the event and why you need support to successfully host it. Share key details like the date, location, and organizers.

5. Describe the Audience and Expected Attendance

Paint a picture of who will attend the event and projected audience size. Use demographics like age, gender, location, interests, and consumer habits. Sponsors want to know their brand will be exposed to their target market.

6. Explain the Purpose and Program Details

Summarize the event agenda, theme, and main highlights. Convey the purpose and objectives – is it to raise awareness, fundraise, educate, or entertain? Highlight elements that align with the sponsor’s brand image and goals.

7. List Sponsorship Opportunities and Benefits

Outline specific sponsorship levels and the promotional benefits offered. This may include brand exposure on posters, banners, websites, or giveaway items. Detail how you will recognize sponsors throughout the event and share their brand with attendees.

End by requesting a meeting to discuss further. Include contact information and follow up within a week.

Tips for Writing a Persuasive Sponsorship Letter

Keep these tips in mind to boost your chances of gaining event sponsorships:

  • Research sponsors thoroughly to appeal to their specific interests. Generic letters are less effective.

  • Focus on how sponsorship will increase their brand awareness and reach new consumers.

  • If the event aligns with their corporate social responsibility agenda, emphasize that angle.

  • Highlight opportunities for sponsors to directly engage with attendees through booths, giveaways, surveys, etc.

  • Quantify the value of promotional benefits as much as possible based on projected attendance and brand visibility.

  • Establish deadlines for sponsorship commitments to create urgency.

  • Keep the letter concise, personalized, and focused on their brand values.

  • Proofread carefully and follow up to confirm receipt.

Event Sponsorship Letter Template

Use this sample sponsorship letter as a guide:

Dear [Contact Name],

My name is [Your Name] and I am the event coordinator for [Organization], a non-profit dedicated to [cause]. We are reaching out to request sponsorship for our upcoming [Event Name] on [Date] at [Location].

This annual event draws over [number] participants and provides an opportunity to raise awareness and funds for [cause]. However, we rely on the generosity of sponsors to cover costs so we can host this impactful event.

[Event Name] attracts a diverse demographic of [describe key audience traits and demographics]. Based on your brand’s values and focus on [target consumer], our audience offers great exposure for [Company Name]. As a sponsor, you’ll gain brand visibility through promotion across our website, email newsletter, social media, event banners, and day-of activities.

The event will feature inspirational speakers, entertainment, refreshments, contests, and family-friendly activities centered around [central theme]. Sponsors at the Diamond level will have the opportunity to engage directly with attendees through branded giveaways and displays in our Sponsor Zone.

We would love to discuss tailoring a sponsorship package to strategically fit [Company Name]’s budget and goals. Please review the attached opportunities and we will follow up shortly to answer any questions.

We sincerely appreciate your consideration. This community event would not be possible without the support of partners like you.

[Your name and signature]
[Contact Information]

Sample Sponsorship Opportunities

When listing sponsorship levels, include promotional benefits at increasing levels. For example:

Gold Sponsor ($5,000)

  • Large logo on event banner
  • Full page ad in program
  • Promoted social media posts (x4)
  • Vendor space at event
  • Logo on t-shirts

Silver Sponsor ($2,500)

  • Medium logo on banner
  • Half page ad in program
  • Promoted social media posts (x2)
  • Logo on t-shirts

Bronze Sponsor ($1,000)

  • Small logo on banner
  • Quarter page ad in program
  • Promoted social media post (x1)
  • Name listed on t-shirts

Providing this tiered structure helps secure sponsorships at any budget.

Follow Up to Confirm Receipt

Don’t forget to follow up after sending the letter to ensure it didn’t get overlooked. A quick email or call to confirm they received the information gives you a chance to address any questions and start a conversation. Ongoing nurturing of the relationship is key.

With a well-crafted sponsorship letter and active follow up, you can gain the financial support your event needs. Use these tips to create an engaging letter that persuades sponsors to get involved.

how to write sponsorship letter for event

10 nonprofit sponsorship letter templates

Here are ten sponsorship letter templates you can customize to fit your mission!

Food donation request letter

Whether your nonprofit is a family shelter, a faith-based charity, or even a school, sometimes you need to raise donations for specific goods instead of raising money. A common example of this is accepting food donations.

Many nonprofit organizations call on their supporters to provide donations of shelf-stable food like soup, cereal, peanut butter, and more. This food might be added to your nonprofit’s community pantry or be donated to another organization that has a pressing need for these staples.

However, your nonprofit doesn’t need to only rely on typical donors to provide these much-needed food supplies: you can also reach out to a sponsor to make an in-kind donation of food items.

Check out this sponsorship letter template that asks for a food donation:

Reach out to local businesses like supermarkets and restaurants to provide a sponsored gift of food to your nonprofit.

Alternatively, you might send your letter to a company outside of the food service industry. They might purchase foodstuffs for your cause, or they can hold a food donation drive at their headquarters to gather supplies.

Offering an invitation for a food sponsorship can be a great way to garner support from a sponsor who isn’t ready to make a large monetary contribution. Not every business has a budget for philanthropy, but food donations can be a great way to show support without breaking the bank.

How to Write A Sponsorship Letter Step by Step | Writing Practices

What is a sponsorship letter for an event?

A sponsorship letter for an event is a document that a nonprofit writes and sends to a potential sponsor. These letters request sponsorship either from an individual or a corporation for a specific event, initiative or for long-term support of the nonprofit.

How do you write a sponsorship letter?

As you begin writing letters, it’s best to start with an introduction. In this section, you might explain who you are, what your organization does and some details about the upcoming event. Consider personalizing this introduction for each letter to ensure that sponsors feel that you’re speaking directly to them.

What is a good sponsorship request letter template?

The great thing about a solid sponsorship request letter template is that it will work for any sponsorship letter: a corporate sponsorship letter, nonprofit sponsorship letter, business sponsorship letter — you name it. Subject: Opportunity for Partnership: Sponsorship for [Event Name] Dear [Recipient’s Name],

What is a sponsorship letter & why is it important?

This letter goes straight to the point and lets your sponsors know that your event was a success! This is extremely important as it lets them know that their donations made a significant difference in how the event turned out.

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