An event sponsorship is usually most common in fundraising efforts for nonprofit organizations but any ordinary event can enjoy the benefits of having a sponsor. To successfully secure a potential sponsor, event organizers must learn the art of writing effective event sponsorship letters.

Before we dive in on how you can write a sponsorship letter, it is important to understand the purpose and definition of event sponsorship.

What is an Event Sponsorship?

An event sponsorship is a strategic partnership between an event organizer or event host and a sponsor or benefactor. The sponsor provides financial support, in-kind contributions, or other resources in exchange for various promotional benefits and exposure associated with the event. Sponsors can also just have a mutual ambition to support the mission of the event and no other financial incentive (e.g. non-profit missions, and purposes, etc.).

The process to search for an event sponsorship begins with identifying the right sponsors that fit your event goals. With the goals in place, event organizers can now create event sponsorship packages to give sponsors an option that best suits them. 

These goals and sponsorship packages will be enumerated in an event sponsorship letter which will be sent out to potential sponsors.

How to Write an Event Sponsorship Letter

To get you started quickly, we listed down the elements that should be included in a general sponsorship letter. You can use this as a guide as you craft your letter. 

• Introduction and Greeting – Start your letter with a polite and personalized greeting. Explain briefly who you are and what your organization stands for. You can add a brief description in this section on why you are requesting sponsorship from them. 
• Description of the event  – Give a brief description of your event and why it is important. Include important details like date, time, venue, and your target audience. Try to get their interest in your event by adding emotions. 
• Sponsorship Opportunities – This is the section where you enumerate the different event sponsorship packages you have. The most common way that this is being presented is a clear table with a breakdown of the benefits and corresponding costs. 
• Benefits for Sponsors – Explain the value of participating in the event and the value they will get from it. Is it access to the hundred people of your community? Extra exposure to your social media channels? Or is it a booth space where they can promote their products and services?
• Audience Reach and Demographics – Inform them about your audience and their demographics. Your prospective sponsors deeply care about the potential audience reach of their participation and their demographics. 
• Testimonials or Past Success – Remove hesitations and doubts that your potential sponsors may be feeling at this point by sharing testimonials of your event’s past success. Provide documentation and data on attendance, conversion rates, and past sponsors for a boost in credibility.
• Call-to-Action – Clearly state what is expected of them once they’re interested to participate. Should they simply reply to the email? Will there be a link to a signup form? 

• Contact Information – Don’t forget to include the contact information on how you can be contacted. Include your social media channels, email addresses, website, and phone numbers.

• Gratitude and Closing – End your letter with a sentence or two of appreciation to show your sincerity. Ending with gratitude shows professionalism and can leave a positive impression on your reader. 

Types of Sponsorship Letters

Different events require different types of sponsorship letters. Tailoring your letters to your potential sponsor can help you leave a good impression and get their attention.

• Sponsorship Request Letter

A sponsorship request letter is the first type of letter laying out the specific requirements expected from the sponsor. The letter is addressed to prospective sponsors, typically businesses or corporations, and aims to convince them to sponsor the initiative. 

The request letter should contain what is being requested for the event, and an overview of the event. Research your potential sponsor’s background, interests, and previous sponsorships to tailor the letter accordingly. Keep the letter clear, concise, and focused on the value proposition for the prospective sponsor. 

• Event Sponsorship Proposal Letter 

A sponsorship proposal letter contains a more detailed version of the potential partnership. Sponsorship proposals usually list the different sponsorship levels or packages available with each level offering specific benefits and exposure. Create a compelling message by citing how their sponsorship can create a mutually beneficial partnership between the organization and the sponsor.

• In-Kind Sponsorship Request Letter

An In-kind sponsorship letter is a type of event sponsorship letter that asks for an in-kind type of sponsorship. In-kind donations can be in the form of a product, service, venue, technology, transportation, and catering. 

Depending on the event program, event organizers can message brands whose products or services they can benefit from.

• Media Sponsorship Request Letter

An event with media exposure widens reach and increases brand awareness. Media sponsorship is the formal letter written to media outlets, TV stations, newspapers, online publications, or any other media platforms to request their support and partnership for an event, project, or cause. 

A media sponsorship should enumerate the specific expectations from the outlet like the minutes of airtime, the type of content to be filmed, the number of social media posts, etc.

• VIP or Speaker Invitation Request Letter

If your event is in the form of a webinar or an educational event, you probably would need to write a Speaker Invitation Request Letter. 

A Speaker Invitation Letter informs the target speaker about the event theme and the topic they can talk about. Indicate the benefits of their participation such as exposure to the event’s target audience, networking opportunities, and potential media coverage.

Event Sponsorship Letter Templates

If you’re seeking sponsorship, this section would be useful for you. We created several event sponsorship templates that you can use as you plan for your next event.

• Corporate Events Sponsorship Letter Template

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing on behalf of [Your Organization], a leading [Industry/Niche] company committed to [briefly mention your organization’s mission or objectives]. We are excited to announce our upcoming corporate event, [Event Name], scheduled to take place on [Event Date] in [Event Location].

As we prepare for this remarkable occasion, we are seeking out corporate partners and sponsorships from esteemed organizations like [Company/Organization Name] to support our event and contribute to its success. We believe that our event aligns perfectly with your brand’s values and target audience, and we would be honored to have [Company/Organization Name] as a valued corporate sponsor here.

[Event Name] is expected to draw [expected number] of attendees, including [target audience description], making it an excellent platform for showcasing your brand to a diverse and engaged audience. By becoming a sponsor, your company will receive significant brand visibility and exposure before, during, and after the event.

Sponsorship Levels:

We have carefully crafted various sponsorship packages to suit your marketing goals and budget. Each sponsorship level offers a unique set of benefits, including but not limited to:

• Logo placement on event promotional materials, including posters, flyers, and banners
• Verbal recognition during opening and closing remarks
• Booth space for product/service display and engagement with attendees
• Inclusion of your company’s promotional materials in event gift bags
• Social media mentions and recognition on our event website

Please find detailed information about the sponsorship packages and their corresponding benefits in the attached sponsorship prospectus.

We truly value our sponsors’ contributions, and your partnership will play a pivotal role in making [Event Name] a memorable and impactful experience for all attendees. Your support will not only benefit your brand but will also enable us to achieve our event objectives and community outreach initiatives.

It is my pleasure to discuss the sponsorship opportunities further and answer any questions you may have. Please feel free to reach me via email at [Your Email Address] or by phone at [Your Phone Number].

Thank you for considering our sponsorship request. We are eager to collaborate with [Company/Organization Name] and look forward to the possibility of welcoming you as a valued official sponsor again for [Event Name].

Sincerely,

[Your Name]

[Your Title/Position]

[Your Organization]

• Nonprofit events/ Charity Sponsorship Letter

Dear [Recipient’s Name],

I hope this letter finds you in good health and high spirits. I am writing on behalf of [Your Nonprofit Organization], a dedicated nonprofit committed to [briefly mention your organization’s mission and impactful work].

As part of our ongoing efforts to serve our own community members and further our cause, we are excited to announce our upcoming non-profit event, [Event Name], which is scheduled to take place on [Event Date] at [Event Location]. [Event Name] aims to [briefly describe the event’s purpose and objectives, as well as the target audience].

To ensure the success of [Event Name] and its positive impact on our community, we are seeking generous corporate sponsorships from compassionate organizations like [Company/Organization Name]. We firmly believe that your commitment to social responsibility and community engagement aligns perfectly with the values we uphold.

Sponsorship Opportunities:

We have thoughtfully designed various corporate sponsorship and packages that provide your company with an excellent platform to showcase your brand’s dedication to social causes and community welfare. Our sponsorship packages include a range of benefits, such as:

• Prominent logo placement on event promotional materials, including posters, flyers, and banners
• Recognition in all event-related press releases and media coverage
• Verbal acknowledgment during the event’s opening and closing remarks
• Complimentary booth space for product/service display and interaction with attendees
• Inclusion of your company’s promotional materials in event gift bags
• Social media shout-outs and recognition on our event website and newsletter

Please find detailed information about the sponsorship packages and their corresponding benefits in the attached sponsorship prospectus.

Making a Difference Together:

At [Your Nonprofit Organization], we are passionate about creating positive change in the lives of those we serve. Your support as a sponsor for [Event Name] will not only amplify your brand and nonprofit name‘s visibility but also help us further our mission and expand the scope of our impact within the community.

We firmly believe that this partnership will be a win-win, as your philanthropic contributions will enable us to host a memorable event, while your brand’s association with our cause will resonate with socially-conscious consumers and foster a sense of community goodwill.

I would be delighted to discuss the sponsorship opportunities further and explore how we can tailor the benefits to meet your specific marketing goals. Please feel free to contact me via email at [Your Email Address] or by phone at [Your Phone Number].

On behalf of [Your Nonprofit Organization], I extend my deepest gratitude for considering our sponsorship request. We are hopeful and eager to welcome [Company/Organization Name] as an esteemed sponsor for [Event Name].

Together, we can create a lasting impact and make a difference in the lives of those we serve.

Sincerely,

[Your Name]

[Your Title/Position]

[Your Nonprofit Organization]

• Food and Beverage Sponsorship Request Letter

Dear [Name of Food and Beverage Company],

Subject: Request for Food and Beverage Sponsorship

I hope this letter finds you well. On behalf of [Your Organization/Event Name], I am writing to request your valuable support as a food and beverage sponsor for our upcoming event, [Event Name].

[Event Name] is a [describe the event – charity fundraiser, sports tournament, cultural festival, etc.] that is scheduled to take place on [Event Date] at [Event Venue] in [City, State]. Our event is expected to attract [number of attendees] attendees from various demographics, providing an excellent opportunity for your esteemed company to showcase your products and services to a diverse and engaged audience.

As we strive to make this event a memorable and enjoyable experience for all participants, the provision of high-quality food and beverage services is of utmost importance. By becoming a food and beverage sponsor, your company will gain significant exposure and brand visibility, not only during the event but also through our pre-event marketing campaigns and post-event communications.

In return for your sponsorship, we are pleased to offer the following benefits:

• Recognition as an official Food and Beverage Sponsor in all event-related promotional materials, including social media posts, press releases, and event signage.
• Logo placement on event posters, banners, and promotional materials.
• Mention in event announcements and acknowledgments during the event.
• Opportunity to set up a branded booth or station to showcase your products and interact with event attendees.
• Complimentary tickets to the event for your company representatives.
• Social media shout-outs and gratitude posts to express our appreciation for your support.

We understand the importance of building strong partnerships and ensuring that our sponsors receive the maximum return on their investment. Therefore, we are open to customizing the sponsorship package to align with your specific marketing objectives and preferences.

We believe that your brand’s association with our event will create a positive impact on both the attendees and the community, and we are excited about the prospect of working together to make this event a resounding success.

If you are interested in discussing this sponsorship opportunity further or require any additional information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Thank you for considering our request for food and beverage sponsorship. Your support and fundraising initiative will play a crucial role in the success of our event, and we look forward to the possibility of collaborating with your esteemed company.

Sincerely,

[Your Name]

[Your Title/Position]

[Your Organization/Event Name]

[Signature if sending a physical letter]

• Community Event Sponsorship Letter

Dear [Name of Potential Sponsor],

Subject: Request for Community Event Sponsorship – [Event Name]

I hope this letter finds you well. On behalf of [Your Organization/Event Name], I am writing to request your support as a valued sponsor for our upcoming [Event Name], a vibrant and engaging community festival that aims to celebrate our local culture and foster a sense of togetherness.

Event Details:

Date: [Event Date]

Time: [Event Time]

Location: [Event Venue]

Theme: [Event Theme]

[Event Name] has been a beloved tradition in our community for [number of years], and this year, we aim to make it even more memorable and impactful. The festival will feature a diverse range of family-friendly activities, live music performances, local artisans and vendors, and a variety of delicious food options. Our goal is to create an inclusive and enjoyable experience for all attendees, uniting neighbors and visitors alike in celebration of the unique spirit that defines our community.

We believe that your esteemed organization’s involvement as a sponsor would be an invaluable addition to our fundraising event. By supporting [Event Name], you have the opportunity to:

Gain Brand Visibility: Your logo and brand will be prominently displayed on event banners, signage, promotional materials, and our event website, providing extensive exposure throughout the festival.

Showcase Your Community Commitment: Aligning with our community-focused event will demonstrate your commitment to supporting local initiatives and fostering a thriving neighborhood.

Connect with a Targeted Audience: [Event Name] attracts a diverse audience of families, local businesses, residents, and visitors, allowing you to directly engage with potential customers within the community.

Strengthen Local Relationships: Participation in [Event Name] will offer opportunities for networking and relationship-building with other local businesses and community leaders.

Leave a Lasting Impact: Your sponsorship dollars will contribute directly to the success of the event and the positive experiences of all attendees, leaving a lasting impression on the community.

We have several sponsorship packages available, each offering varying levels of benefits and exposure. We are also open to customizing a package to align with your specific marketing objectives and preferences.

Your support would make a meaningful difference in the success of [Event Name], and we are excited about the possibility of collaborating with your esteemed organization.

We have enclosed a detailed sponsorship proposal and look forward to discussing the opportunities further. Please feel free to contact me at [Your Phone Number] or [Your Email Address] with any questions or to confirm your sponsorship.

Thank you for considering our donation request here. We sincerely hope to count [Company/Organization Name] among our esteemed sponsors for [Event Name].

Warm regards,

• Business Conference Sponsorship Letter

Dear [Name of Potential Sponsor],

Subject: Request for Business Conference Sponsorship – [Conference Name]

I hope this letter finds you well. On behalf of [Your Organization/Event Name], I am writing to seek your esteemed support as a sponsor for our upcoming [Conference Name], a premier business conference that is set to bring together industry leaders, experts, and professionals to explore the latest trends and innovations in [Industry/Field].

Conference Details:

Date: [Conference Dates]

Location: [Conference Venue]

Theme: [Conference Theme]

[Conference Name] is renowned for its thought-provoking sessions, networking opportunities, and access to cutting-edge insights from prominent speakers and experts. As we prepare for this year’s conference, we commit to ensuring that it surpasses all previous editions in terms of value and impact.

Your organization’s participation as a sponsor will not only elevate the success of [Conference Name] but also provide your brand with several exceptional benefits, including:

Extensive Brand Exposure: Your logo and brand will be prominently featured on conference materials, including marketing collaterals, event banners, website, and social media platforms, reaching a wide audience of industry professionals and potential customers.

Position as a Thought Leader: With the opportunity to present or participate in panel discussions, your organization can establish itself as a thought leader in [Industry/Field] and share valuable insights with a receptive audience.

Networking Opportunities: [Conference Name] attracts top industry players, key decision-makers, and potential partners. Your sponsorship will provide exclusive networking opportunities to connect with individuals who share similar interests and objectives.

Access to Targeted Audience: Your organization will have direct access to a targeted and engaged audience, enabling you to generate leads, build relationships, and showcase your products/services to potential clients.

Demonstration of Corporate Leadership: By supporting [Conference Name], you will be demonstrating your organization’s commitment to advancing [Industry/Field] and investing in professional development and knowledge sharing.

We have crafted a range of sponsorship packages, each designed to cater to specific marketing goals and budget considerations. Additionally, we are open to tailoring a sponsorship package that aligns perfectly with your organization’s objectives.

To explore the available sponsorship opportunities or discuss customization, please feel free to contact me at [Your Phone Number] or [Your Email Address]. I will be happy to provide you with a detailed sponsorship proposal and answer any questions you may have.

Thank you for considering our sponsorship request. We look forward to welcoming [Company/Organization Name] as a valued sponsor of [Conference Name], contributing to the success of this premier business event.

Sincerely,

[Your Name]

[Your Title/Position]

[Your Organization/Event Name]

Tips for Writing an Event Sponsorship Letter

• Show your sincere interest by personalizing the letter

Asking for sponsorship is a partnership between two parties. Get the potential sponsor’s interest and trust by showing your sincerity and goodwill. Appeal to their emotions by sharing personal anecdotes or behind-the-scenes stories of the journey of building your event.

Make a good impression by doing research on their company. In your letter information on why you chose to reach out to them. Draw a connection to both of your missions and goals. 

• Share about your community that would make sponsorship appealing

Potential sponsors care about the community involved in the event. Share about their demographics, interests, and intentions and how they can find the sponsor’s products and services appealing.

If your sponsor company is a food brand that targets young people, you can discuss how your community consists of active social media students who can share about the sponsor’s brand.

• Cite previous successful events

Build credibility by citing successful events you’ve hosted and previous sponsors you’ve worked with. Get the confidence of your sponsors by showing how your previous events delivered specific results for your previous sponsors. 

• Clearly lay down what your sponsors can expect in return

List down the specific positive impact they can get after participating in your event as a sponsor like hundreds of new leads for your community, networking opportunities, media exposure, and more. 

Impress your Event Sponsors with your Event Site

Impress your Event Sponsors with a reliable event ticketing system like Event Espresso or Event Smart. Event Espresso is a WordPress ticketing plugin while Event Smart is for creating event pages not under WordPress. 

The great thing about Event Espresso is that event organizers can maximize their event profit by enjoying $0 commission fees on an unlimited number of tickets sold. Event organizers have been trusting this easy-to-use platform complete with all the features they need. 

The different features include event registration forms, the ability to sell different ticket types, customization of event confirmation emails, collecting payments, and more. 

Start planning for your next event, now with Event Espresso or Event Smart!