Sponsor Prospectus Template

A strong prospectus has five sections: (1) event overview — audience size, demographics, format; (2) tier structure — Bronze/Silver/Gold/Platinum with clear deliverables; (3) ROI metrics — lead capture numbers, session attendance, logo impressions; (4) testimonials from past sponsors; and (5) a simple one-page booking form. Keep the whole document under 12 pages.

Start from the value you can deliver, not what you think sponsors will pay. Calculate the cost-per-lead based on expected attendance, then price each tier by the value it delivers; the sample tiers below are a starting point. Add exclusive premium packages (keynote naming rights, lanyards, badge sponsor) at 1.5-2x your Gold rate.

Lead capture volume is the #1 metric for most sponsors. Follow with: badge scan data (QR check-ins), session attendance for sponsored tracks, logo impressions across digital and print, social media reach, and post-event survey brand recall scores. In Who's In Conference, each sponsor's portal shows the leads captured for it, exportable as a CSV; the other metrics come from your own tracking.

Send it 8-10 months before the event. Corporate budgets are set annually, so Q4 outreach for the following year works well. For smaller companies, 6 months is fine. Never send a prospectus less than 4 months before the event — sponsors need time for internal approvals.

Highlight what makes your audience valuable and targeted. A general audience of 1,000 is worth less to a sponsor than 200 senior decision-makers in their vertical. Lead with audience quality data, previous sponsor testimonials, and any exclusive activations (branded lounges, sponsored sessions, app notifications to all attendees).

Yes. You manage sponsor tiers, profiles, logos and booth numbers in Who's In Conference, and each sponsor gets a portal showing the leads captured for it, exportable as a CSV. There is no automatic post-event sponsor report; you share the results with sponsors yourself.