How to Track Sponsor Deliverables and Speaker Commitments

Selling a sponsorship package is only half the job. The other half - the part that determines whether sponsors renew next year - is fulfilling every promise you made. Logo on the website? Social media shoutout? Booth setup on time? The same goes for speakers: did they submit their slides, confirm their AV needs, and provide their bio for the program?

Ripluo's deliverables tracking feature gives you an auto-generated checklist for every sponsor and speaker so nothing slips through the cracks. This tutorial shows you how it works.

Step 1: Auto-Generated Sponsor Deliverables

When a sponsor selects a package - or when you assign one to them - Ripluo automatically generates a deliverables checklist based on the benefits included in that package. If the Gold tier includes logo on the website, two social media posts, a booth, and 10 VIP tickets, those become individual checklist items you can track.

Each deliverable shows:

• Item - What needs to be delivered (e.g., "Place logo on event website")
• Status - Pending or Completed
• Priority - Urgent, High, Medium, or Low
• Due Date - When it needs to be done
• Assigned To - Who on your team is responsible
• Notes - Any details or updates

The auto-generation saves you from manually creating the same checklist for every sponsor. You still have full control to add, remove, or modify items for any individual sponsor.

Step 2: Track Speaker Commitments

Speakers have their own set of obligations - submitting a bio, providing a headshot, delivering their presentation, confirming AV requirements, and showing up for a sound check. You can track these items on each speaker's record to ensure nothing is missed.

Common speaker commitment items to track include:

• Bio and headshot submitted
• Presentation slides delivered
• AV requirements confirmed
• Travel logistics finalized
• Sound check scheduled

Speaker commitment tracking is being expanded - dedicated templates and automated checklists will be available in upcoming updates. In the meantime, you can track these items manually on each speaker record.

Step 3: Track Fulfillment Progress

The deliverables overview gives you a bird's-eye view of fulfillment across all your sponsors and speakers. At a glance, you can see:

• How many deliverables are complete versus outstanding for each sponsor
• Which speakers have submitted all their materials and which have not
• Any overdue items that need immediate attention

This is the view you pull up in your weekly planning meeting or two weeks before the event to make sure everything is on track. Instead of checking individual records one by one, you get the full picture in one screen.

Step 4: Assign Deliverables to Your Team

For larger events, deliverable fulfillment is a team effort. You can assign individual deliverables to team members so responsibility is clear. Your marketing person handles the social media posts, your operations lead handles booth setup, and your content person handles the website updates.

Each team member can see their assigned deliverables, update statuses, and add notes - keeping the workload distributed without losing visibility at the top level.

Step 5: Use Fulfillment Reports for Renewals

After the event, your completed deliverables checklist becomes a useful tool for sponsor renewals. When a sponsor asks "What did we get for our investment?" you can pull up a detailed report showing every deliverable - completed, with dates and proof.

This transparency builds trust and makes the renewal conversation much easier. You are not scrambling to remember what you delivered; you have a clear record that speaks for itself.

Get Started for Free

Deliverables tracking is part of Ripluo's sponsor and speaker management tools. Create your free Ripluo account and start tracking every promise you make to sponsors and speakers. When you deliver on every commitment, sponsors come back year after year.

Frequently Asked Questions

Are deliverables generated automatically for every sponsor?

Yes. When a sponsor is assigned a package, Ripluo auto-generates a deliverables checklist based on the benefits in that package. You can modify the checklist for any individual sponsor if needed.

Can I track custom commitments for speakers?

Yes. You can add commitment items to each speaker's record to track their specific obligations. Dedicated speaker commitment templates are being developed and will be available in an upcoming update.

Can I export a fulfillment report?

Yes. You can export the deliverables overview as a report to share with sponsors, your client, or your team as a post-event summary.