Sponsorship package
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Cover letter

[ORGANIZATION NAME]

[ORGANIZATION ADDRESS]

[DATE]

[CONTACT NAME]

[BUSINESS NAME]

[BUSINESS ADDRESS]

Dear [CONTACT FIRST NAME],

[ONE SENTENCE ON HOW YOU KNOW THE BUSINESS, FOR EXAMPLE: THANK YOU FOR SUPPORTING OUR RIVERSIDE CLEANUP LAST SPRING.]

On [EVENT DATE], [ORGANIZATION NAME] will hold [EVENT OR PROGRAM NAME], [ONE SENTENCE ON WHAT IT IS AND WHO IT SERVES]. We expect about [EXPECTED NUMBER] guests from [AREA].

We'd love [BUSINESS NAME] to be a sponsor. Sponsorship covers [WHAT THE MONEY PAYS FOR, FOR EXAMPLE: THE VENUE AND MEALS], so that every dollar from tickets goes to [PROGRAM].

The enclosed package sets out our sponsorship levels. I'll call you on [DATE] to answer any questions, or you can reach me at [PHONE] or [EMAIL].

With thanks,

[NAME]

[ROLE]

About us

[ORGANIZATION NAME] is a 501(c)(3) charity that [WHAT YOU DO] in [PLACE]. Last year we [ONE OR TWO REAL RESULTS].

[EVENT OR PROGRAM NAME]: [DATE], [PLACE]. [ONE OR TWO SENTENCES ON THE EVENT AND WHO COMES.]

Sponsorship levels

| Level | Amount | Benefits |
|---|---|---|
| [TIER 1 NAME] | $[AMOUNT] | [BENEFITS, FOR EXAMPLE: NAME AND LOGO ON EVENT SIGNS AND THE EVENT WEB PAGE, WITH A LINK; THANK-YOU FROM THE STAGE; NAMED AS PRESENTING SPONSOR] |
| [TIER 2 NAME] | $[AMOUNT] | [BENEFITS, FOR EXAMPLE: NAME AND LOGO IN THE EVENT PROGRAM AND ON THE EVENT WEB PAGE] |
| [TIER 3 NAME] | $[AMOUNT] | [BENEFITS, FOR EXAMPLE: NAME LISTED IN THE EVENT PROGRAM] |
| [TIER 4 NAME] | $[AMOUNT] | [BENEFITS] |

Benefits menu

Pick from these when you build your tiers. The first group is acknowledgment. The second group has a fair market value that you must count.

Acknowledgment (name, logo and thanks):

- Name and logo on event signs, banners and the printed event program
- Name, address, phone number and web address, with a link, on the event web page
- Thank-you from the stage or in a social media post naming the sponsor, with no product claims or prices
- Named as "presenting sponsor" or "exclusive sponsor" of the event
- Sponsor's products displayed or handed out at the event

Benefits with a fair market value (count them):

- [NUMBER] event tickets, valued at $[VALUE] each
- A reserved table, valued at $[VALUE]
- [OTHER BENEFIT], valued at $[VALUE]

Total value of benefits for each tier: $[TOTAL]. If this is more than 2% of the tier amount, only the amount above $[TOTAL] can be a qualified sponsorship payment.

Not offered (these would be advertising or an exclusive provider deal):

- Product claims, prices, discounts or calls to buy
- Endorsements of the sponsor's products or services
- Agreements to sell or use only the sponsor's products
- Sponsor payments that go up or down with attendance or views

Sponsorship agreement

This agreement is between [ORGANIZATION NAME] ("the charity") and [BUSINESS NAME] ("the sponsor"), dated [DATE].

1. Sponsorship. The sponsor will sponsor [EVENT OR PROGRAM NAME] on [EVENT DATE] at the [TIER NAME] level.
2. Payment. The sponsor will pay $[AMOUNT] by [PAYMENT DATE]. The amount does not depend on attendance, broadcast ratings or other measures of public exposure. If the event is cancelled, [WHAT HAPPENS, FOR EXAMPLE: THE CHARITY WILL REFUND THE PAYMENT / MOVE THE SPONSORSHIP TO THE NEW DATE].
3. Acknowledgment. The charity will acknowledge the sponsor by [LIST THE ACKNOWLEDGMENT BENEFITS FOR THIS TIER].
4. Other benefits. The sponsor will receive [LIST TICKETS OR OTHER BENEFITS, OR "NO OTHER BENEFITS"], with a good-faith estimated fair market value of $[VALUE].
5. Wording and logo. The sponsor will supply its name, logo and contact details by [DATE]. Acknowledgments will not include product claims, comparisons, prices, endorsements or calls to buy. The charity approves all wording.
6. Use of the charity's name. The sponsor may say it sponsors the event. Any other use of the charity's name or logo needs the charity's written approval.
7. No exclusive provider. The charity is not agreeing to sell, use or promote only the sponsor's products or services.
8. Ending the agreement. Either side may end this agreement in writing if the other acts in a way that could seriously harm its reputation. [WHAT HAPPENS TO PAYMENT.]

Signed for [ORGANIZATION NAME]: ____________________ Name and role: [NAME, ROLE] Date: [DATE]

Signed for [BUSINESS NAME]: ____________________ Name and role: [NAME, ROLE] Date: [DATE]

Thank-you and written statement

Send this after payment arrives. Include the second paragraph only if the sponsor received tickets or other benefits for a payment of more than $75.

Dear [CONTACT FIRST NAME],

Thank you for sponsoring [EVENT OR PROGRAM NAME]. Your payment of $[AMOUNT], received on [DATE], [ONE SENTENCE ON WHAT IT MADE POSSIBLE].

[ORGANIZATION NAME] is a tax-exempt organization under section 501(c)(3) of the Internal Revenue Code. In exchange for your payment, you received [DESCRIBE BENEFITS, FOR EXAMPLE EIGHT EVENT TICKETS], with a good-faith estimated fair market value of $[VALUE]. The amount of your payment that may be deductible as a charitable contribution for federal income tax purposes is limited to the amount you paid minus the value of what you received.

With gratitude,

[NAME]

[ROLE]