Running an event sponsorship enquiries process from website to signed contract
Sponsors decide on two questions: will the right people see us, and is this organiser easy to work with? The website answers the first and starts the second. A dependable event sponsorship enquiries process puts the audience and the packages on a public page, sends every enquiry into the tool your team tracks deals in, gets a prospectus out within a day, and only puts a logo up once the contract is signed.
What the sponsorship page says
- Who attends. Expected numbers, job roles or interests, where they come from. Use last year's figures if you have them, marked as such; for a first event, say it's a first event and give your basis for the estimate.
- Dates, venue and format, so a sponsor can check it fits their calendar.
- Packages by name and what each includes: logo placement, a stand, a talk slot, tickets, mentions in emails. Say "from" or "on request" for prices, and put full pricing in the prospectus.
- Past sponsors, with permission, and one sentence from a sponsor who'd recommend you if you have it in writing.
- One clear action: "Ask for the sponsorship prospectus".
Separate pages on an Anticode site come from a fixed set (Work, Shop, Services, About, Pricing, FAQ, Book, Contact), so put sponsorship in its own section, or on the Pricing page of an event site with several pages. If you want an address to send on its own, make it a small site of its own. Describe it to the builder in a sentence, then edit the copy so the audience facts are specific to your event.
Route enquiries into your deal tracker
The built-in contact form takes a name, email and message. Put a prompt above it asking for company, package of interest and budget range. Then connect the tool you'll work the deals from: HubSpot (it receives submissions that include an email address), Airtable, Notion, or Slack for a quick alert to the team. Connectors belong to the whole account, so if the same account runs your ticket page or other event sites, those enquiries arrive in the same place, tagged with the site's name. Filter on that, or send submissions through a webhook if you need different routing.
From enquiry to signed sponsor
- Within one working day, reply from your own email with the prospectus attached or linked. Anticode doesn't send it for you.
- Log the deal in HubSpot or Airtable with a stage: enquiry, prospectus sent, call booked, proposal, signed, lost.
- Book a short call to understand what the sponsor wants: leads, brand awareness, hiring, goodwill. Shape the package around it.
- Send a written proposal with the package, price and deadlines for artwork.
- Sign a contract that covers deliverables, payment terms and logo use. Invoice through your accounting tool.
- Collect the logo and link in the formats you need, with written permission to use them.
- Add the sponsor to the site (next section) and tell them it's live.
Logos go up after signature
Keep sponsors as a CMS collection with fields for name, tier, logo image, link and a short description. Add an entry only once the contract is signed; a logo shown during negotiation looks like a commitment the sponsor hasn't made. Group entries by tier on the page. If a sponsor pulls out, delete the entry and, if the page lists sponsors in a section, publish again. Write alt text for each logo with the sponsor's name.
What goes wrong
| Problem | Fix |
|---|---|
| Enquiries sit unanswered for a week | Turn on a Slack or email alert and name one person to reply |
| Audience numbers are vague | Use last year's attendance and say where it came from |
| Prices on the page undercut negotiation | Show packages, keep pricing in the prospectus |
| A logo goes up before signature | Only add collection entries once the contract is signed |
| Leads from the ticket page and sponsors mix | Filter by site name in the CRM, or route by webhook |
Limits
Anticode provides the page, the enquiry form, delivery into your tools, and a collection for sponsor logos. It doesn't send prospectuses, manage contracts, invoice sponsors or take sponsorship payments beyond the account's single payment link. There's no file upload on forms, so artwork comes by email. For the page format see sponsorship page; for the CRM, HubSpot.
Questions people ask
Should sponsorship prices be on the website?
Usually only as a starting point or "on request". Full pricing works better in a prospectus sent after the first enquiry.
Can sponsors upload their logo through the site?
No, forms don't take file uploads. Ask for artwork by email once the contract is signed.
Where do sponsorship enquiries go?
They're saved in the dashboard and can be copied to HubSpot, Airtable, Notion, Slack or a webhook.
How fast should I reply?
Within one working day. Sponsors often approach several events at once.