How to Create Sponsorship Packages and Track Sponsors

Sponsorships can make or break an event's budget. But managing sponsors with spreadsheets and email threads means lost leads, forgotten deliverables, and money left on the table. Ripluo's sponsor management tool gives you a structured system for creating packages, tracking sponsor relationships, accepting applications, and fulfilling commitments - all tied directly to your event.

This tutorial covers the full sponsorship workflow from creating your first package to invoicing a confirmed sponsor.

Step 1: Create Sponsorship Tiers and Packages

From your event, click Sponsors in the left sidebar. The first thing to set up is your sponsorship structure - the tiers and packages that define what sponsors get at each investment level.

Click "Add Package" (or "Create First Package" if you have not added one yet) and define:

• Package Name - Gold, Silver, Bronze - or something more creative like Presenting, Champion, Community
• Summary - A short tagline or one-liner describing the package
• Description - A detailed description of what the package includes
• Price - The sponsorship investment amount
• Benefits - Logo placement, booth space, speaking slot, social media mentions, VIP tickets, etc.
• Maximum Quantity - How many sponsor slots are available at this tier (e.g., 1 Presenting sponsor, 5 Gold sponsors)

Build out your full sponsorship menu. Having clearly defined packages makes your pitch more professional and gives prospects concrete options to choose from instead of vague conversations about "what they might want."

Step 2: Track Sponsors Through the Pipeline

Just like your speaker pipeline, the sponsor pipeline gives you a visual board of where each sponsor relationship stands. Default stages include:

• Prospect - Companies you are researching or considering reaching out to
• Initial Contact - You have made the initial pitch
• Packet Sent - Sponsorship packet or proposal has been sent
• Negotiating - Discussing terms, package customization, or pricing
• Committed - They have agreed to sponsor
• Paid - Payment received, sponsor is fully confirmed
• Fulfilled - All sponsor deliverables have been completed

Drag sponsors between stages as relationships progress. The pipeline shows you at a glance how much sponsorship revenue is committed versus still in progress - critical information for your event budget.

Step 3: Build Sponsor Records

Each sponsor gets a detailed record with company information, contact details, the package they have selected, and a timeline of all interactions. You can add:

• Company details - Name, website, industry, size
• Contacts - Multiple contacts per sponsor (marketing director, events coordinator, accounts payable)
• Package selection - Which tier they are signing up for
• Custom benefits - Any special arrangements beyond the standard package
• Notes and activity - A running timeline of calls, emails, and decisions

Step 4: Assign Floor Plan Placement

For events with exhibition space, trade show booths, or sponsor display areas, you can assign sponsors to specific locations on your floor plan. This ensures high-tier sponsors get premium placement and every sponsor knows exactly where they will be.

Open a sponsor's record and assign their booth or display location. You can reference your floor plan layout and note their specific position, dimensions, and any setup requirements. This information lives alongside the rest of their sponsor record so it is never lost in a separate document.

Step 5: Create a Public Sponsorship Application Form

Want sponsors to come to you? Create a public sponsorship application form that showcases your packages and lets interested companies apply directly.

Click "Application Form" and customize:

• Which packages are visible on the form
• What information you want applicants to provide (company name, contact, why they want to sponsor, etc.)
• Branding - logo, colors, and welcome message

Share the form link on your event website, in outreach emails, or on social media. When a company applies, their information populates a new sponsor record in your pipeline at the "Initial Contact" stage, ready for you to follow up.

Step 6: Track Sponsor Payment Status

Once a sponsor is committed, track their payment status by moving them through the pipeline stages - from Committed to Paid and ultimately Fulfilled. You can log payment details and notes on the sponsor record to maintain a clear record from first contact to completed sponsorship.

Get Started for Free

Sponsor management is included in Ripluo's event planning tools. Create your free Ripluo account and start building your sponsorship packages today. A structured sponsorship process does not just save time - it helps you close more deals by making your outreach and follow-up more professional.

Frequently Asked Questions

Can I customize sponsorship packages for individual sponsors?

Yes. While your tier packages provide a standard menu, you can add custom benefits or arrangements to any individual sponsor record. This is common for high-tier sponsors who negotiate unique inclusions.

Can sponsors apply without having a Ripluo account?

Yes. The public sponsorship application form does not require sponsors to create an account. They fill out the form, and their information appears in your pipeline as a new sponsor record.

Can I track sponsorship revenue against my event budget?

Yes. Sponsorship payments can be tracked and reflected in your overall event budget, giving you a clear picture of sponsorship revenue versus event expenses.

How many sponsorship tiers can I create?

There is no limit. Create as many tiers as your event needs - from a simple two-tier structure to a complex multi-level sponsorship program with dozens of packages.