Event Sponsorship Letter

can you help?Writing an Event Sponsorship Request

A corporate sponsor provides donated supplies, financial support and attention to events. Non-profits, schools and other groups can look for sponsorship from businesses of all sizes by writing a specific, clear and professional letter. This is a chance to build a long-lasting relationship that can reap some serious benefits. The following are some tips and example of how to write an effective sponsorship letter.

Understand Goals for Event Sponsorship Letter

Before a single sentence is written, it is important that the writer and group understands their goals. Understanding the amount of money, donated goods or type of support one hopes to gain from a letter is essential. This ensures that the right language is included. The more specific and focused a letter is, the more likely a business is to give its funds, goods or time.

Address the Sponsorship Letter to Someone Specific

It is important that this sponsorship is sent to someone with power of approval. Finding names, titles and contact information is easy thanks to the Internet. Finding the name of the owner of a small business or the director of a corporation or specific department goes a long way. Some companies have a specific department or person in charge of sponsorships. Finding this out beforehand ensures the letter is properly addressed.

Explain the Event and the Organization

People want to know what they are investing in. Thus, it is important that a non-profit, school or group is clear about its mission and why its events and services are important to individuals, families and to the community as a whole. The language used in this section should be sharp and engaging. Active verbs go a long way to keeping a reader’s interest.

Specific Corporate Sponsorship Request

A corporate sponsor wants to know what a group needs from them. This means providing the group with specific numbers and a clear outline of what goods or supplies are needed. A business wants to know how their contribution will help make the event a success. This section of the letter is incredibly important. Writers have to be realistic about what c corporate sponsor will and will not give. Being honest when requesting help is important, which means calculating the cost of an event, any fundraising efforts and the gap or needed support.

Short and Sweet Event Sponsorship Letters

A sponsorship should not be longer than a page. Most readers spend less than a minute with a letter before they mentally decide to approve or reject a sponsorship request. It is important to make a good first impression. Anything longer than a page seems unfocused.

Provide Options for the Corporation

Businesses like having options not only about what they can give but what they will receive in turn. It is important that a corporate sponsor receives special attention in newsletter and website materials as well as in annual reports, among other options. This should be clearly stated in the letter. For example, if a non-profit wants to thank their sponsors at the actual event, this should be made clear in the letter.

Example Sponsorship Letter (from a non-profit working with at-risk youth)

Letterhead of Organization (centered)

Date

Address

Dear Mr., Ms. or Mrs. _______.

On [date of fundraiser], _________ [name of organization] is throwing a community carnival in the _____ [neighborhood name] area. The event will include games, inspirational speakers talking about community violence prevention, raffles, food, and more. Though we have raised most of the funds for our event, we need support to pay for the necessary audio equipment.

Our organization’s mission is to _______. This is a chance to give back to the community and give at-risk youth life-changing opportunities. Events like our fundraiser raise funds for our teens to participate in field trips to college fairs, museums, and other enrichment opportunities. Supporting us helps us show our kids another way of life.

We would be grateful if you could support our community carnival. We anticipate over 300 people attending this event, and our teens are running much of the programming. If you support us, we will include you in all marketing materials, to our website and plan on recognizing your organization at our event.

The amount you give is completely up to you. Currently, we need to raise $750. The following are some options to consider when considering my sponsorship request:

$____ – Your name, description, and logo on all marketing materials, website, and recognition at our carnival

$____ – Your name and description on our marketing materials and website

$____ – Your name and logo on marketing materials

$____ – Your name on marketing materials

If you are interested in sponsoring me, please give us a call or email or simply mail your contribution to the address listed below. Feel free to contact us with any additional questions. Thank you for your time.

Best,

Signature

Typed Name
Title
Organization Name
Address
Email Address
Phone Number