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EventsAir lets you manage all aspects of sponsorship including creating sponsorship packages and tracking the sales cycle, setting up and monitoring payment schedules, and offering extra items your sponsors can purchase. Read more about Sponsorship Management.
When you create sponsorship packages, you can add inclusions such as:
Logo placement
Promotional opportunities
Meal sponsorships
Premium booths and booth placement
Complimentary registrations & tickets to functions
You can also easily collect documents from your sponsors, including logos, branding details, program descriptions, and more.
Your sponsors can use the dedicated Sponsorship Portal to buy packages and upload their documents. Read more about the Sponsorship Portal.
Sponsorship - Preferences (Details tab)
When setting up the Sponsorships module, you can specify what your target revenue for sponsorship is, to help you with budgeting.
Next, choose if the Logo field will appear on sites/portals, and which options will appear in this module setup. What you select will depend on what you want to offer your sponsors:
Optional Fields
Company Logo Field - if selected, sponsors can upload their logo (and you can specify dimensions for this).
Optional Tabs
Company Profile - will open a field for a sponsor's company profile.
Brochures - lets sponsors submit a brochure in different formats.
Additional Charges - lets you define extra add-on items that sponsors can purchase.
Checklist - This is your INTERNAL custom checklist that will appear in the contact record, in the Sponsors module, where you can mark off items as needed. The list on the portal itself does include a default 'checklist' but it's not based on what you add here. It includes company profile, logo, brochures and additional items (charges). You can add others by creating Sponsorship custom fields.
Documents - lets you create fields so you or your sponsor can upload other documents in a variety of formats.
Payment Schedule - this is where you can define your sponsor payment schedule, which will include:
Percentage
Invoice date for each payment term.
Terms - number of days to pay.
Due dates - calculated automatically from the Invoice Date, and Term.
Example:
You can define that "a 10% deposit will be invoiced on March 1st, the next 50% on June 1st, and the remaining 40% on September 1st".
Read more about Payment Schedules here.
Sponsorship Inclusion "Packages"
Sponsorship Inclusion Packages entice prospective sponsors to purchase. Each Sponsorship Inclusion Package is a sponsorship 'tier' (Gold Package, Platinum Package, etc.), based on what inclusions each tier will contain, such as:
Banners
Booths
Signage
Social media
Logo placement
When setting up a Sponsorship Inclusion Package, you add "Inclusions" [you need to define these first - see information below] which cost a nominal amount (since the Inclusion means the cost is already included in the overall package).
Sponsorship Inclusion Packages are different from the Packages found in Advanced Setup. Sponsorship Inclusion Packages are made up of whatever items you've created under "Inclusions" that will be listed for prospective sponsorship purchasers. However, you can add module items (registration, functions, accommodation etc.) in the back end of EventsAir via a normal "package" (the kind you set up under Packages in your event Setup Panel). Each Sponsorship tier ('Sponsorship package') can have a module package added to it.
Sponsorship Package - Details tab
Name - the Sponsorship package name.
Amount - the cost of the Sponsorship package.
Inventory - indicate whether there are an unlimited number of Sponsorship packages available, or specify the quantity that can be sold.
Optional Alert - you can create an alert based on remaining inventory and define the alert level.
Include [module] Package - assign a Registration Package (or similar) to include with this level of Sponsorship.
Sponsorship Package - Inclusions tab
After you've created a list of possible Inclusions (see details below), you select which inclusions are part of this Sponsorship inclusion package. You can define the quantity of each item, and its retail value (which is just for giving information to the sponsors; payments are based on the actual total package price).
Sponsorship Package - Advanced tab
Unique Code
Valid Payment Status - the default payment statuses are Purchase, Inclusive, Complimentary, and Canceled. You can also enable additional payment statuses, such as:
No Charge
Own Expense
Invited
Not Attending
Not Required
Deposit
Charge to Another Contact
Split Charge
Waitlist Purchase
Waitlist No Payment Required
Invoice Group - if you've defined this in Financial Settings, you can select it here.
Credit Hours/Points - if you've defined continuing education credits for this exhibition, you can assign points or hours here.
Income Account - you can point sponsorship packages to a specific Income Account code here.
Tax - if you're charging tax, you can define the tax type and rate here (you need to have created this separately in the Financial module).
Cancellation Fee and Tax - if you are setting a default cancellation fee (with applicable tax) you can define that fee here.
Inclusions
This is where you define your inclusions, by giving each included item a name and a value. In the Sponsorship Packages setup, above, you can add multiple inclusions to create a Sponsorship Inclusion Package.
Additional Charges
This section appears in the module setup if you enabled it in Preferences.
Alongside Sponsorship Packages, you can also create extra items to sell to sponsors. These would usually offer extra promotional opportunities, such as sponsoring a golf tournament, luncheon or mobile app. You can define how these will appear to potential sponsors by adding:
Name
Amount - cost of the item.
Type of Selection - indicate purchase using either a checkbox or a quantity.
If you want to add other information or items, you can create Custom Fields in the Sponsorship module, and add them to your Sponsorship Portal.
Checklist (for Sponsorship module in contact record)
This section appears in the module setup if you enabled it in Preferences.
You can create a list of items/tasks that will appear in the Sponsorship Module in the Sponsor's contact record. You can manually check off items as they're done. This is your internal use checklist. To set up a checklist item, enter the name of the item, whether it's required by default, and the default due date for delivery.
This is different to the 'checklist' that appears on the Sponsorship portal, which is just a list of items that are normally required of sponsors, such as logos and brochures.