How to Write an Event Sponsorship Proposal - Plus Example Letters

Sponsorships can take your event to the next level, turning tight budgets into memorable community experiences. Crafting a sponsorship proposal that highlights mutual benefits is the key to securing support.

Below, we'll guide you through the essentials of a sponsorship proposal and share examples you can use for inspiration.

Why Sponsorships Matter for Events

Sponsorships are not just about funding—they create opportunities for partnership and community impact. In fact, global sponsorship spending reached $97.5 billion in 2024 and is projected to nearly double to $189 billion by 2030, highlighting the growing opportunity for brand partnerships in events. ¹

For businesses, sponsorships offer enhanced visibility, improved brand reputation, and strong community ties. For organizers, sponsorships offset costs, improve event quality, and help build lasting relationships.

The right sponsorships align naturally with your mission, forming partnerships that benefit all sides.

Key Elements of a Sponsorship Proposal

To motivate potential sponsors, your proposal needs to be clear, professional, and purposeful. Focus on these components:

1. Event Overview

Provide a concise description of your event, including its purpose, date, location, audience size, and key highlights. Share how the event benefits the community to help sponsors understand the value of supporting it.

2. Specific Ask

State clearly what type of support you're looking for—financial, in-kind donations, or other contributions. Offering tiered sponsorship levels (e.g., Gold, Silver, Bronze) can give businesses options to fit their budget.

3. Strategic Alignment

Tailor each proposal by explaining why the sponsor aligns with your event's goals. Reference their values, past community involvement, or target audience for a personal touch.

4. Sponsor Benefits

List what sponsors will gain from partnering with you. Typical perks include:

• Logo placement on event materials
• Social media mentions
• On-site promotion opportunities
• Website recognition
• Press release inclusion

Be specific. For example, instead of "social media mentions," say "three posts reaching 5,000 local followers."

5. Proof of Impact

Provide credibility with data, testimonials, or success stories from previous events. If it's a new event, focus on your organization's impact history. Show sponsors the tangible results their support can achieve.

6. Clear Call to Action

End by outlining next steps, such as scheduling a meeting or submitting a sponsorship application. Include your contact information for an easy response.

Sample Sign Ups

Tips for Sponsorship Success

Professional Presentation

Send well-organized proposals via email, direct mail, or both. Include an attractive sponsorship levels document for clarity.

Timely Follow-Up

Politely check in a week after sending your proposal. Be prepared to answer questions or arrange a call if needed.

Deliver on Promises

Ensure sponsors receive everything promised in your agreement, from logo placements to social media shout-outs. After the event, share photos and results to highlight their impact.

Example Sponsorship Letters

School Event Sponsorship Letter Example

Subject: Help Us Make Our School Carnival a Success!

Dear [Sponsor Name],

I hope this message finds you well! My name is [Your Name], reaching out on behalf of [School Name]'s PTA. We're planning our annual Spring Carnival, a beloved community event, to raise funds for classroom technology upgrades and enrichment programs for the 2025–26 school year.

The carnival will take place on [Date], and we're expecting over [X] attendees. We'd love to partner with [Business Name] as a sponsor. Your support would help us cover costs like game supplies and food.

Sponsors are recognized through signage, social media shout-outs, and logo placement on our ticketing page. Last year's carnival raised $7,500 thanks to community partners like you!

I've attached our sponsorship packet with more details. Please feel free to reach out with questions or to schedule a call.

Warmly,
[Your Name]
[Your Contact Info]
[School Name | PTA Representative]

Church Mission Trip Sponsorship Letter Example

Subject: Support Our Youth on Their Summer Mission Trip

Dear [Sponsor Name],

Greetings! My name is [Your Name], and I'm writing on behalf of [Church Name]'s youth group. This summer, from [Dates], we'll travel to [Destination] to rebuild homes, serve meals, and support local ministries.

We'd love for [Business Name] to join us as a sponsor to help cover travel, supplies, and meals for the trip. Sponsors will be featured in our church bulletin, social media, and fundraising materials, with updates shared after the trip.

Your investment supports meaningful service and spiritual growth for our youth. I've attached a sponsorship packet for your review. Don't hesitate to reach out with questions.

With gratitude,
[Your Name]
[Title]
[Contact Info]
[Church Name]

Community Fundraiser Sponsorship Letter Example

Subject: Join Us as a Sponsor for the Winter Walk Fundraiser

Hi [Sponsor Name],

I'm reaching out on behalf of [Organization Name], a nonprofit supporting emergency housing for families in need. On [Date], we're hosting our Winter Walk for Hope, a 5K fundraiser expected to draw 300+ participants.

We'd love [Business Name] to sponsor the event by funding signage, water stations, or promotional materials. Sponsors receive logo placement on event t-shirts, social media shout-outs, and booth space at the event.

Last year, funds raised helped 42 families access housing services. With your support, we hope to make an even bigger impact this year.

I've included a sponsorship packet to review. Feel free to contact me with questions or to discuss further.

All the best,
[Your Name]
[Position]
[Contact Info]
[Organization Name]

Make Your Sponsored Events Shine

Securing sponsorships is just the beginning—delivering a flawless event experience is what turns sponsors into long-term partners. When your events run smoothly, sponsors see their investment pay off through positive community engagement and professional execution.

From volunteer coordination to seamless check-in processes, the organizational details matter to sponsors who want to associate their brand with success. SignUpGenius helps you manage every aspect that reflects well on your sponsors, from coordinating volunteer shifts to organizing donation drives with the professionalism that builds lasting partnerships.

Ready to create sponsored events that exceed expectations? Let SignUpGenius handle the logistics while you focus on building the relationships that make your mission possible.

1. Engineerica, “Event Sponsorship: The Why, The How, and The What,” 2024. Source

Andrea Johnson is a native Texan now living in Charlotte, N.C., with her husband and two daughters. She has more than 15 years experience working in marketing and development for both a large and small nonprofit. In her spare time she enjoys running, photography and good chocolate.