How to Write An Event Sponsorship Letter (Sample Template)

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Getting sponsorship for an event can be daunting, but with the right letter and proposal you can raise some funds for your event. Writing an event sponsorship letter is one way of soliciting for funds from individuals and organizations.

When making a sponsorship request from an individual, corporation or a business, it is important to write a letter clearly asking for what your organization needs. In fact, potential sponsors see this medium as a preferred form of advertising where both parties can benefit.

When writing a letter for event sponsorship, you need to write it in such a way that your proposal don’t get turned down. So in this guide, We’ll be showing you how to write an event sponsorship letter that benefits you and the sponsor.

What is An Event Sponsorship Letter

An event sponsorship letter is a letter written to potential individuals or organization who might be interested in sponsoring an event. The letter must contain the details of the even to be organized and how it will prove to be beneficial for the sponsoring party.

Tips for Writing an Event Sponsorship Letter

1. Find Out Who to Contact

You need to make a list of potential sponsors and address to them specifically. So, before writing your letter of sponsorship, find out who exactly it is you need to reach out to and be sure to do some research on them and address the letter to them.

2. Know Your Audience

You need to get the right audience to get the right sponsor. You won’t find a fashion company sponsoring an athletic event. So, you need to have a clear definition of your audience. You also need to figure out the strength of your audience.

Naturally, sponsors love crowd, however, if you’re hosting for smaller crowds, make sure the sponsor knows that you’re seeking a very specific audience that is interested in their kind of market.

3. Set Diverse Sponsorship Program

You need to know that not all sponsors will be big and willing to dish out a huge amount of cash. Make a detailed program of how much you’re expecting from a sponsor, then tell them about what kind of publicity they will get for specific amounts of money.

How to Write An Event Sponsorship Letter

Know that this is a formal letter and must carry a formal tone and format. Your letter of sponsorship should contain the following elements.

  • Sender’s address: If you’re using a company’s letterhead, skip this step and move on to the next. If, on the other hand, it’s a personal letter, you should begin by typing your address at the top of the page.
  • Date: Add the date after a line space below your
  • Inside address: The recipient’s address should be listed below the date.
  • Salutation: As with any formal letter, the reader you should be addressed properly. Therefore, you should open your letter with something like ‘Dear Sir/Madam’.
  • Opening paragraph: This is where you will express interest in the reader’s sponsorship and try to market yourself. You will need to captivate the reader and encourage them to continue reading, and the best way to do this is by listing the benefits. For example, you could say that through this sponsorship, the company will receive exposure to a broader market, which will drive more business to their organisation.
  • Middle paragraph(s)Within the body of your letter, you should further explain the benefits and explain what else you can offer if they agree to sponsor you. For example, they will get their logo printed on your tickets, a stall set up at the entrance and a flyer placed in every goody bag. Here is where you should also provide a bit of background information, explaining why you need sponsorship and what you plan to gain out of it. It’s important to list reasons why you contacted them and not another company, and why you feel that the partnership would be ideal. You should list any final details about the event (if you haven’t done so already) and explain how you work with sponsors.
  • Final paragraph: Finish your letter by letting your prospect sponsor know how you are planning to follow For example, you could say that you plan on calling up within the week to hear their thoughts.
  • Closing: Finish off as you started with a professional ‘Kind regards’ or ‘Yours sincerely’.
  • Your name and signature: A letter isn’t complete without your name and signature. Keep it personal with a handwritten signature.

Sample Event Sponsorship Proposal Letter

To,

Mr. John Brown,
Managing director,
ABC Company,
67-L, Maryland, Park Avenue,
Accra, Ghana.

Date: 2nd May, 2020

Dear Sir,

Subject: Event Sponsorship Proposal Letter

I am writing this letter on behalf of XYZ Corporation to offer you the opportunity to sponsor our annual corporate award nights which is to be held on 15th August, 2020.

The annual corporate award night is a yearly event hosted by our company and we want you to become one of the sponsors this year. All the preparations have already been made by our company and the brochure is attached with the letter. Kindly go through it to get a detailed insight about the event.

You can sponsor our event by either partnering us or by opting one of our sponsorship plans. Gold, silver and platinum are the three sponsorship levels from which you can choose. To know about the various levels of these sponsorships, you can view the sponsorship detailed brochure enclosed with the letter.

We are encouraging more corporate organizations to sponsor our event and by becoming a platinum sponsor of our event, you will get the opportunity to cover the complete event. We are also looking forward to invite our sponsors as the chief guests of the event. So kindly consider our sponsorship proposal and feel free to contact us in case of any queries.

Yours sincerely,

Sarah Jane

XYZ Corporation

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