MODULE: Awards & Rewards
Becky French - Activities Manager
Sponsorship Contract Template
Edit the 'Red Text' to make it your own!
SPONSORSHIP – GET STARTED
Sponsorship is a great way for your society to BOTH:
Payment from sponsors – We’ll invoice them upon receiving the signed contract
Discounts from sponsors (suppliers or venues) or an offer to pay for equipment or kit
There are 2 types of sponsors you can target:
External Sponsorship – Relevant outside organisations and businesses can be approached for sponsorship i.e. Pharmacy Society could approach a pharmaceutical company; Vegan/ Vegetarian Society may approach Infinity Foods.
School Sponsorship – Approach your School of study for sponsorship of Academic Events. Do this as early on as possible as there will be a limit on the amount of sponsorship awarded (get in first before the others).
1. FIND YOUR SPONSOR
Finding out ‘who’ to approach for sponsorship is really important.
Take a few minutes to identify your Society’s own unique selling points, this will narrow the ‘type’ of companies to contact. There is no point in a Music Society approaching a Sport Shop for sponsorship, because the chances are unlikely that it will be a successful effort.
What catagory does you society fit into? (Academic, Creative, Culture, Political, Liberation, Leisure, Charity or Faith) What local businesses/organsations/brands are also in that catogory?
It’s also worthwhile asking family and friends who might know of someone, a company or organisation which could be worth approaching. Often this is something we overlook.
Take a look at our suggestions below for some inspiration.
(If you’re an Academic Society) Approach your School of Study
Cosmetic surgery or sun tanning
Local Businesses: Uber | Subway | BHAFC | Brighton & Hove Buses | Dominos | Hairdressers
Graduate Recruitment: E&Y | Course Specific Recruiters
Betting or Gambling websites or shops
Nightclubs: Pryzm | Revenge | Coalition | Walkabout | Shooshh | Patterns
Money Lenders / Pay day lenders
Bar Chains: Yates | Hobgoblin | Wetherspoons
Housing / Rental agencies / private landlords
Clothing Shops: Local Shops | The Open Market
Tobacco or e-cigarettes company websites or shops selling these type of products
Shops & Sports: Body Shop | STA | Yellow Wave | Brighton Boulder | RFU | JJB
Gyms / Sport Centres
Restaurants/Food Shops: Co-op | Smashburger | Yo Sushi | Meat Liquor | Wagamamas
Conflicting or a Competitor to Brighton Students’ Union partners and sponsors
2.1 PREPARE YOUR PROPOSAL
– What can you GIVE?
Next you need to gather everything your society has done or is doing, in order to make a really enticing offer they can’t refuse!
To do this, gather information for each of these 4 areas:
Audience – Number of members in your society, potential student market i.e. 21,000 UoB students viewing your webpage, seeing you on campus wearing society hoodie
Achievements – Photos of your society stall at AMEX Freshers’ Fair/ Refreshers’ Fair and events you’ve hosted
Example Promotion – Posters, advert on your BSU webpage, stalls at your events, advert on emails.
Future Plans – Personalised clothing (society hoodies) they could add their logo to
2.2 PREPARE YOUR PROPOSAL
-What can you GET?
Make a list of types of things that you’d like in return from sponsorship or what you’d spend the money on (so they know it is being used constructively)
3. CONTACT POTENTIAL SPONSOR
Now you’re ready to contact the potential sponsor!
Top Tip: Try and get to the right person to deal with your inquiry as it will speed the process up!
Large Company – Ask if there is a Marketing Director (which tends to be the person who controls the sponsorship budgets)
Small / Local Company? Ask for the General Manager or CEO
Choose ‘how’ you are going to contact them. Use our resources:
To help you know what to say, check out our
To help you know what to write, check out our
Edit to suit you!
Edit to suit you!
Follow up Phone Conversation Template
Edit to suit you!
Don’t be afraid to follow up on leads, it might be just the push needed to get them to take up the offer!
Suzie Douglas - VP Activities & Participation
4. GET THAT AGREEMENT SIGNED!
Once you’ve found your sponsor and they’re keen to sponsor you, edit the Society Contract Template (at the top of this page) to suit your agreement and get it signed!
Print off two copies, BOTH need to be signed in the following order:
Aaron Salins (BSU Sales & Contracts Manager) who will check the agreement is fair – 1st signature
Society President – 2nd signature
Finally take both copies (or scan and email) to your sponsor – 3rd signature
Once the contracts have been signed ‘both’ parties need it for reference as it is legally binding:
They Keep a Copy
We Keep a Copy
Leave a copy of the contract with them for reference – So they know ‘what’ they have agreed to and ‘when’ to expect an invoice from BSU Finance
Return the second copy to your local BSU reception. BSU Finance will invoice them when payment is due.
5. AFTER GETTING A SPONSOR
After you’ve set up your sponsorship, check that you follow the following guidelines to ensure things run smoothly:
Thank your sponsor after you have signed off the contract and call or e-mail them if possible
Send them a formal email after each semester update of your society / club successes
Ensure you invite your sponsor to come along to your events / balls and send them your marketing activity
Be transparent on what you spent their money on
Send them a digital and printable document outlining the activities that you have completed and agreed to in the agreement
Keep them in the know regarding all of your successes over the year and give them a running brief report
Ensure you meet them after the Spring break so you can introduce them to your new committee and keep the relationship going
Make sure the client have kept their promise and not only paid in full but delivered on other areas if requested
Thank the Company after receiving the funds, it’s all about building a future relationship for the Society to use again in subsequent years