Planning a successful event is no small task – especially when your team is already stretched thin. Limited budgets, growing expectations, and the pressure to deliver meaningful results can make it feel overwhelming.
In these situations, you may want to consider having sponsors to help defray the cost of the event while supporting your overall vision.
A well-chosen sponsor doesn’t just help with funding – they can transform your entire event.
Take Maya, for example. She’s the development manager for a regional nonprofit preparing for their annual fundraising gala. With a modest budget and a small staff, she knew they’d need outside support to create the kind of experience that would engage donors and attract new attendees. She reached out to a local tech firm that shared her organization’s mission. In return for brand visibility at the event and mentions in pre-event promotions, the company agreed to sponsor at a gold level.
The result? Their sponsorship covered 40% of event costs, boosted attendance through their own marketing efforts, and opened the door to future collaborations.
That’s the power of strategic sponsorship – and it all started with a clear, compelling sponsorship letter. A sponsor letter can be short or long, but it’s simply a way for you to reach out to a business or individual and ask for their support, whether in exchange for partnership or visibility.
And writing a strong event sponsorship letter can seriously pay off! The global events industry is booming – fueled in large part by increasing investments from corporate sponsors. Why? Brands are doubling down on live experiences for visibility, engagement, and connection. Now’s the time to tap into that momentum.
Understanding Your Event’s “Why”
Getting sponsors isn’t as simple as sending emails and waiting for replies. It takes strategy, relationship-building, and a message that resonates.
Get clear about your goals: Are you looking for event sponsorship, product donations, or ongoing support? Understanding your “why” helps you connect with like-minded sponsors. As you’ll see in the four sponsorship templates below, the key to writing persuasive letters involves connecting your mission to their values.
In this post, you’ll learn how to write a sponsorship letter that gets attention, including:
- How to ask for sponsorship for an event
- Ideas to personalize your templates
- How to thank your sponsors after your event
Now, let’s get started and turn new sponsorship opportunities into real support.
6 Proven Steps to Get Event Sponsorship
While it may be tempting to send a quick email to potential sponsors, a strategic approach is far more effective. With the right plan, you’ll boost your success rate and get the best return on your invested time and effort.
Follow these key steps to secure the best sponsorships for your event.
1. Identify your goals
Define the exact objectives and outcomes you want to achieve. Then put yourself in your possible sponsor’s shoes. Will they gain exposure? Brand visibility? Positive public image? Networking opportunities? Find the intersection between your goals and what they would gain in return.
2. Research potential sponsors
To identify the sponsors you want to approach as prospects, research companies and individuals who would be aligned with your target audience’s values and interests. Undertake thorough research, and look at businesses that have a history of sponsoring events to approach. If your event is local or regional, consider approaching local businesses that would have the most to gain from a sponsorship.
3. Set a timeline
You’ll need to receive funds on time to put them to use for your event, but you also need to consider business accounting cycles. Some companies will have to work you into their system, add an invoice, and then authorize the check at a specific time. Financial agreements may be involved as well. If it’s an international event, the process may take longer. Provide sufficient time to move the money for the event, and plan accordingly.
4. Craft your letter
Once you’ve targeted your prospective sponsors, find out who at that company handles those details. This allows you to personalize your letter. Explain why you are contacting their company, how the sponsorship aligns with their goals, the benefits they would receive from sponsorship, and similar details. Pro tip: Focus on their benefit to maximize your efforts.
5. Offer sponsorship packages
Because businesses are at different points in their financial cycles, they may be able to offer varying levels of sponsorship. For best results, offer some creativity and flexibility with a multi-level sponsorship package. Then, feature the benefits of each level on a special landing page on your event website. Pro tip: Consider adding video, sponsor testimonials, and similar promotional collateral to the sponsorship package page.
6. Always follow up
Track your efforts and follow up with prospects. Even the best sponsorship letters benefit from a gentle nudge a week or two later. Busy schedules may have caused your letter to be overlooked. Taking the time to create a polite, professional follow-up email shows your dedication to creating a successful sponsorship opportunity.
Pitch Perfect: Easy-to-Create Sponsor Letter Templates
Now you’re ready to write a great sponsorship letter. Choose one of our templates – whether you’re seeking support for a specific event, conference, or simply for the day-to-day needs of your organization. These templates are designed to help you attract the right sponsors by clearly communicating your organization’s value and the impact their support will have, whether it’s for ongoing operations, new initiatives, or essential resources.
Personalize each letter with your organization’s mission. Be sure to include your complete contact information (phone, email, website, etc.) to make it easy for potential sponsors to respond!
✅ Create a Tradeshow Sponsor Letter
Subject: Sponsorship Opportunity: Partner with Us for [Event Name]
Dear [Recipient’s Name],
I hope you’re doing well. I’m [Your Name] from [Your Company], and I’m reaching out to invite [Their Company Name] to sponsor our upcoming tradeshow, taking place on [Event Date] at [Event Venue].
At [Your Company], our mission is to [Brief Description of Mission]. This tradeshow is designed to [Event Purpose/Goal] – and we believe your organization is a perfect fit to partner with us. We share a commitment to [Mention Common Values], which makes this partnership a valuable opportunity for both of us.
Partnering with us offers you the chance to:
- Boost your brand visibility through logo placement on event signage, marketing materials, and the mobile app
- Gain media exposure in event press releases and media coverage
- Network with industry professionals and potential clients
- Distribute promotional materials to attendees
- Receive verbal recognition during our opening and closing ceremonies
Our attached sponsorship package outlines various levels and benefits to align with your goals and budget.
I’d love to connect and explore the best sponsorship option. Please reply to this email or contact me at [Your Phone Number] to set up a call.
Thank you for considering this opportunity. I look forward to working together to make [Event Name] a success.
Warm regards,
[Your Name + Contact Information]
✅ Create a Conference Sponsor Letter
Subject: Let’s Partner for [Event Name] – Sponsorship Opportunity
Dear [Recipient’s Name],
I’m [Your Name], reaching out on behalf of [Your Company] to share an exciting opportunity to sponsor our upcoming conference on [Event Date], held at [Event Venue].
Our mission is to [Company Mission]. This conference is built to [Describe Event Purpose], and we believe [Their Company Name] would be an excellent sponsor for this event. We share a commitment to [Mention Common Values or Goals], which makes this partnership a natural fit and a valuable opportunity for both of us.
As a sponsor, you’ll benefit from:
- Brand exposure on event signage, programs, and the official app
- Networking access to all attendees
- Public acknowledgment during opening and closing remarks
- Opportunity to distribute branded materials to participants
- Media coverage recognition in our press releases and announcements
Our sponsorship package (attached) includes tiered options tailored to various budgets.
Let’s discuss how we can work together. I’d be happy to answer any questions and explore a package that aligns with your goals.
Thank you for considering this partnership. Let’s make [Event Name] a meaningful and impactful experience.
Sincerely,
[Your Name + Contact Information]
✅ Create a Corporate Event Sponsor Letter
Subject: Sponsorship Opportunity for [Their Company Name] – Join Us for [Event Name]
Dear [Recipient’s Name],
Greetings from [Your Company]! I’m [Your Name], and I’m thrilled to offer your team an exciting opportunity to sponsor our upcoming corporate event, scheduled for [Event Date] at [Event Venue].
At [Name of Your Company], we’re dedicated to [Company Mission]. This event is a key initiative to [Event Purpose], and we believe [Their Company Name] would be a valuable partner in achieving that goal. We share a commitment to [Mention Common Values or Goals], which makes this partnership a natural fit and a valuable opportunity for both of us.
Why partner with us?
- Reach a targeted audience with marketing exposure across event materials and signage
- Showcase your support for the industry and community
- Connect directly with attendees and build lasting business relationships
- Gain recognition through media mentions and event promotions
- Distribute branded items to an engaged and relevant audience
Our sponsorship deck is attached with all the details.
I’d love to discuss how we can tailor a sponsorship package that meets your goals. Please reply to this email or call me at [Your Phone Number].
Thanks again – we’re excited to potentially work with you on this impactful event.
Warm regards,
[Your Name + Contact Information]
✅ Create a General Sponsor Letter
Subject: Let’s Partner! Sponsorship Opportunity with [Your Organization Name]
Dear [Recipient’s Name],
I’m [Your Name], and I’m reaching out to offer [Their Company Name] an exciting opportunity to support [Your Organization Name]. We’re dedicated to [Describe Your Mission], and we believe your company would be a perfect partner as we continue our important work.
We’re currently seeking sponsorship for [Add Your Specific Need, e.g., ongoing operations, new initiatives]. Please know that your generous support will directly help us [Describe Their Impact, e.g., expand programs, reach more people, provide essential services].
Why partner with us?
- Gain visibility through our marketing and promotional materials
- Showcase your commitment to [Insert Shared Values]
- Build connections with our community and key stakeholders
- Receive recognition across all relevant communications
Thanks for considering this partnership. We look forward to the opportunity to work together.
Warm regards,
[Your Name + Contact Information]
How to Write a Thank-You Letter for Sponsorship
Securing a sponsor is a big step – but showing appreciation is just as important. Writing a thank-you letter builds lasting relationships, reinforces your professionalism, and increases the likelihood of future support.
While it’s easy to move on after the contract is signed and payment is received, don’t skip this crucial step. A heartfelt thank-you shows your sponsor that their contribution truly made a difference.
What to Include in a Sponsorship Thank-You Letter:
- Personalized appreciation – Mention the sponsor by name and express sincere thanks for their specific contribution.
- Details about their impact – Highlight exactly what their sponsorship helped achieve. Was it used for scholarships, featured speakers, venue costs, or specific activities? Tell them.
- Results or outcomes – Share any meaningful outcomes, such as attendance numbers, testimonials, or success stories related to their sponsorship.
- Photos or visuals (if possible) – Include a photo of their branded signage or the activity they sponsored to create a visual connection to their impact.
- An invitation to continue the relationship – Let them know you’d love to work with them again and value their partnership.
✅ Create a Thank-You Letter
Subject: Thank You for Your Incredible Support, [Sponsor Name]!
Dear [Recipient’s Name],
On behalf of everyone at [Your Organization Name], I want to express our heartfelt thanks to you and the team at [Their Company Name] for your generous sponsorship of [Event/Program Name].
Your support allowed us to [e.g., expand our programs, complete a critical renovation, launch a new initiative]. Thanks to your sponsorship, we were able to [e.g., cover venue costs, bring in a featured speaker, provide scholarships for attendees].
The visibility your brand received [e.g., signage at the event or mentions in promotional material] was well received by our audience. I’ve attached a few photos to give you a visual snapshot of your impact.
We’re incredibly grateful for your partnership and would love to continue working together on future initiatives. Please don’t hesitate to reach out if you’d like to explore upcoming opportunities with us.
Warm regards,
[Your Name]
Conclusion: Build Trust and Grow Sponsor Relationships
Now that you know how to connect with the right sponsors, you’re ready to build long-term partnerships that extend far beyond a single event.
Sponsorship is more than just funding – it’s about shared goals, mutual value, and meaningful connection. At A2Z Events, we’re here to guide you through every step of the journey with clarity and confidence.
Whether you’re organizing your first event or optimizing your sponsorship strategy, you’re now equipped to boost your professional network and secure support for future events. If you’d like to explore creative and effective sponsorship ideas, check out our guide on event sponsorship.
