How to Craft Your Conference Sponsorship Packages in 2025

Imagine hosting a successful event that not only achieves its objectives, but also attracts the right sponsors, generating additional revenue and credibility.

The key lies in crafting creative and effective conference sponsorship packages tailored to your event and the sponsor's needs.

In this blog post, you'll learn all about event sponsorship packages, including:

• The importance of event sponsorship packages

• Various types of event sponsorship packages

• Customizing proposals

• Utilizing event technology

• Proving ROI to potential event sponsors

• Creative ideas for hybrid and virtual events

• Building long-term relationships with event sponsors

• Successful sponsorship package examples

Short Summary

• Event sponsorship packages are essential for providing additional funding, visibility, and promotional opportunities for an event.

• Two main types of event sponsorship packages include tiered and a la carte models with customizable benefits.

• Building long-term relationships with sponsors involves understanding your target audience, defining objectives, creating innovative packages & offering incentives to show value.

The Importance of Event Sponsorship Packages

Event sponsorship packages play a crucial role in bringing additional funding and visibility to your event, making it more attractive to attendees and stakeholders.

Event sponsorship agreements offer a sponsor prominent logo placement on event materials, opportunities to promote products or services, and recognition in marketing materials and media coverage of past sponsors, which appeals to a potential sponsorship deal.

To enhance the value of a event sponsor package, you can offer exclusive experiences to event attendees, assist with event costs, expand the event's reach, and ensure the event sponsor's logo is prominently displayed.

It's also essential to select event sponsors who share values with the event, as it provides immediate credibility to the event's purpose and creates a strong partnership.

Types of Conference Sponsorship Packages

When building sponsorship packages, there are two main types to consider: tiered sponsorship packages and a la carte sponsorship packages.

Tiered packages offer varying benefits and pricing, catering to different event sponsorship needs, while a la carte packages allow sponsors to contribute to specific event components.

These different sponsorship packages can be used together to create a rounded-out sponsorship program that can appeal to a wide range of sponsoring companies.

Let's dive deeper into each type of event sponsorship.

Tiered Sponsorship Packages

The tiered sponsorship model provides flexibility for sponsors by offering different price points and event sponsorship levels to suit their needs. A tiered model typically has multiple sponsorship tiers (typically 4-5) that include several different branding and sponsorship opportunities throughout the event.

High-value elements in sponsorship packages, such as speaking opportunities or one-on-one time with executives, can motivate exhibitors to purchase premium event sponsorship packages.

As you're developing a tiered package, you should include the sponsorship benefits, perks, and requirements for each tier. They should be distinctly different so sponsors can determine which is the best fit for their business.

Some areas to add to your tiered sponsorship deal that benefits corporate sponsors include:

• Logo placement on the event website or a designated event sponsorship page

• Social media shoutouts

• Handout promotional materials

• Booth space

• Speaking opportunities

• Branding throughout the event

• Access to attendee data

• Feature on the event registration page or other event marketing materials

When creating tiered sponsorship packages, present each tier of the package with clear benefits, perks, and requirements for each tier.

À La Carte Sponsorship Packages

The a la carte sponsorship model offers greater flexibility by allowing sponsors to contribute to specific event components and achieve particular objectives or results.

This type of package can be tailored to suit each sponsor's unique needs, making it an attractive option for those seeking a more customized approach.

During the event, a la carte sponsorship options may include engaging with attendees via a branded break-out room, swag bags, drinks, transportation, lanyards, evening events, mobile event apps, and more. For pre-event exposure, a la carte event sponsorship can incorporate sponsor logos into event promotion materials or other marketing activities.

As event planners, it's essential to consider various a la carte sponsorship options that cater to the specific goals and preferences of your sponsors. Give them the opportunity to find something within their budget that is still valuable.

And pro tip: most events offer both tiered and a la carte options to their event sponsor. You may want to ask for past event sponsorship examples to get a better idea.

Customizing Sponsorship Proposals

To create successful sponsorship proposals, you need to really understand the sponsors you're looking to recruit. What are their needs, goals, pain points? 

Once you determine these things, you can customize the package to entice them.

Start by brainstorming potential advantages for sponsors, considering the value you can offer, the company's anticipated return on investment from the event, and what makes your organization stand out.

Next, establish various tiers with commensurate benefits based on the level of investment. Consider what would be of most value to your potential conference sponsors and craft the offerings to fit them, not just to benefit your event. Then how can you craft enticing event partnerships? 

When reaching out to these companies to ask for sponsorship, we recommend crafting a personalized letter or email to appeal to them. Take into account different aspects of their company and try to tailor the message to your event sponsor.

Utilizing Event Technology for Your Sponsorships

Event technology can simplify the process of pitching event sponsors by finding, contacting, and monitoring an event sponsor.

Management software like Optimy and Proposify provides quick access to contacts, email management, and automated responses.

With these tools, you can streamline your sponsorship outreach efforts, making it easier to connect with the right sponsors for your event.

And don't forget about your event app. This is an excellent opportunity to connect your sponsors with event attendees, showcase their logos, increase brand awareness on social media, and (as a benefit to you) pay for your app.

Proving ROI to Sponsors

To convince sponsors to invest in your event, it's crucial to prove the return on investment they can expect. One effective way to demonstrate ROI is by showcasing successful past events and data through case studies.

Case studies can provide potential sponsors with insights into the benefits they can expect from partnering with your event. In addition to case studies, providing metrics such as attendance, engagement, and ROI from event data can also help demonstrate the value sponsors can expect.

Incorporate these insights into your corporate sponsorship packages to show potential sponsors how they can benefit from brand exposure at your event and how you'll help them achieve their sales or marketing goals.

Creative Sponsorship Ideas for Virtual and Hybrid Events

Virtual and hybrid events are still going strong, even as more companies move to an in-person model.

These virtual events are notoriously difficult to get sponsors for, especially with in-person events as an option again. So it's more important than ever to really show the value of virtual event sponsorships and get creative with the options you can offer on a virtual event platform.

Some innovative ideas include sponsored live streams, virtual reality activations, sponsored entertainment, sponsored merchandise, virtual event lunch sponsorship, virtual event breakout 'room' sponsorships, sponsored closed captioning or interpretation, short fitness and wellness sessions, and mailed giveaways. Make sure to explore how these can be integrated into your virtual event platform for a more engaging experience.

Building Long-Term Relationships with Sponsors

Building long-term relationships with sponsors can prove advantageous for companies seeking a reliable and consistent return on investment from event sponsorship. As an event planner, you want to make sure you can count on large sponsors to come back again and again.

Sometimes offering exclusive perks to your most valuable accounts can be an advantage. Make it unattractive to not sponsor your event.

Maybe it's offering exclusive access to your attendees at an evening event, or maybe it's giving them first dibs on the a la carte sponsor items. Whatever it is, make sure you understand what would be most attractive to your target audience and these event sponsors.

It may also be worth assigning a specific person to foster that relationship, as you would with an account manager and your clients. That way, your sponsor has someone specific they can reach out to with questions and also someone they feel connected to at your company. When the time comes around to ask for money, it's easier to sell sponsorship packages for events.

Successful Event Sponsorship Examples

Looking for some sample event sponsorship packages and examples?

Several successful event sponsorships serve as excellent examples of virtual and hybrid conventions. Two of our recent favorites are INBOUND 2022 and GitHub Universe.

GitHub Universe provides comprehensive demographic information for potential sponsors, including attendee job types, company types, and location details as event sponsorship examples. 

HubSpot's event sponsorship prospectus for INBOUND 2022 contains digital mockups demonstrating the physical and digital opportunities available to sponsors.

These event sponsorship examples showcase how providing detailed information and unique event sponsorship opportunities can attract the right event sponsors and contribute to the success of an event.

By studying these successful event sponsorship package examples, you can gain valuable insights into effective strategies for attracting and retaining sponsors, ultimately contributing to the success of your own events.

Sponsorship Package Template

Here's how to structure your event sponsorship package:

1. Cover page includes the event name, date, location, and an image of a past event or the location
2. Introductory page includes a letter from your company explaining the event and inticing your sponsors. This can include things like testimonials, a link to your event website, and an overview of why this event is so great for sponsors to attend.
3. Attendee overview page includes information on how many attendees you expect to have, their titles and companies, along with other demographics that might be important to your sponsors. It can also be helpful to list the types of sponsors you've had in the past (AKA their competitors)
4. Sponsorship package tiers should include each tier and what's included in it, plus the price of the package. Money talks, so make it super easy to find the price for each tier.
5. Tier comparison chart can help your sponsors compare each package and determine which is right for them.
6. A la carte sponsorships should be listed next, with a clear outline of what each is (with pictures, if possible) and the price for each.
7. Terms and conditions should outline how sponsors can sign up, how they pay, when items are due, and if they can combine different sponsorships.
8. Contact page should give them clear instructions on how to reach you for any questions

Summary

Event sponsorship packages play a pivotal role in the success of events, providing additional funding, visibility, and credibility.

Creating effective sponsorship packages involves understanding different types of packages, customizing proposals, utilizing event technology, proving ROI to potential sponsors, incorporating creative sponsorship ideas, building long-term relationships with sponsors, and learning from successful event sponsorship examples.

With the knowledge and strategies outlined in this blog post, you are now equipped to craft compelling sponsorship packages that will help attract potential event sponsors and ensure the success of your events.

Let's chat about strategies for your upcoming event and how GoGather can help you in securing event sponsors and crafting your perfect sponsorship package. Chat with us today.

Frequently Asked Questions

What should be included in a sponsorship package?

A sponsorship package should include an overview of the company or organization as well as the event, details on the available sponsorship levels and benefits, a timeline for fulfillment, and contact information for further inquiries.

To enhance the proposal, consider providing event sponsorship examples that highlight different sponsorship levels and the corresponding benefits.

Additionally, including testimonials or success stories from previous sponsors can be a powerful way to engage potential sponsors and demonstrate successful partnerships.

What is meant by sponsorship package?

A sponsorship package is a beneficial agreement that binds a brand to an activity, offering support and various services in exchange for recognition.

It's the go-to method for creating long-lasting relationships between sponsors and organizations that wish to gain mutual advantages.

How do you find companies that will sponsor you?

Finding companies to sponsor you is possible, but it can require significant effort from an event organizer. Start by researching potential sponsors and existing supporters, then reach out to established companies with incentives and a compelling story that is backed up with data.

Make sure to identify the right contact person to build a connection with and follow up with them. Working with an event organizer or event management company could help lighten the load.