Sponsors

Activity 1
Creating and mailing letters to potential sponsors
Reasons this activity will be effective
1. Will make potential sponsors aware of the event
2. Will make them gain interest by showing actual benefits of sponsorship
3. Will allow them to evaluate the costs versus the benefits
4. Will offer reasons to companies that may make them feel more obligated to sponsor, such as the Guitar Congress is a very worthy cause.
5. Will want to sponsor for the increased visibility of their business that will result in economic gain.

Activity 2
Creating and mailing letters to potential sponsors
(first call by the intern, second call from administrator)
Reasons this activity will be effective
1. Intern will make sure the potential sponsor received the letter
2. Intern will find out if potential sponsor has any questions or needs any more
information, which the administrator will provide.
3. The administrator will provide all information needed and answer all questions
to receive a donation or sponsorship.

Activities

1. Meet with Towson University Client (First week of December)
2. Research what has already been done (who has agreed, who was initially contacted, were follow-up calls made, why did some sponsors decline,
etc.) (Second week of December)
3. Brainstorm traditional/nontraditional potential sponsors (Third week of December, sporadically throughout based on responses and need)
4. Reduce list to probable sponsors based on criteria such as does the sponsor already support Towson in another way, does the potential sponsor have a conflicting interest, etc. (Third week of December)
5. Create a database with the names, phone numbers, addresses, and contact person for potential sponsors (Second week January)
6. Develop a letter/letters specific to each potential sponsor (do not create a general Dear Manager) Ex. A guitar store will get a different letter than a restaurant because there interests and ability in sponsoring are different (See Appendix for sample letter and checklist for writing letters) (Second week January)
7. Create fact sheet (Second week January)
8. Assemble information packets (Second week of January)
9. Mail letters (Third week of January)
10. Make follow-up calls/visits (Mid-February)
11. Record sponsor information in database (Continuous)
12. Send confirmation letters (April)
13. Decide on sponsor gift (ex. A plaques reading, “In appreciation of your outstanding contribution to the First Annual World Congress of Guitars) (End of April)
14. Order gifts (Mid-May)
15. Contact sponsor close to event to thank and make sure all of their needs have been met (last 2 weeks of May)
16. Present gift to sponsors at final dinner (day-of event)
Send thank you letters (also helps to ensure future sponsorship) (one week after event)

Budget
Program Costs Administrative Costs Subtotal
Meetings with T. U. officials (monthly):
3 members x $12/hr. x 2 hrs./month x
6 months = $432 $432
Research, brainstorming, reviewing
Proposal, preparing internship duties:
2 members x $12/hr. x 8 hrs./day x
5 days(1 week) = $960 $960
Creating a database of potential sponsors,
Gathering all contact info, training interns:
2 members x $12/hr. x 4 hrs./day x 10
days( 2 weeks) = $960 $960
Creating fact sheets, information Salary Time: 2 members x $12/hr. x 4 hrs/
packets, and letters: day x 5 days(1 week) = $480
200 request letters x $.20/letter
= $40
200 fact sheets x $.10/sheet
= $20
100 information packets x $1/
packet = $100 $640
Mailing Letters: Intern Work (No Administrative Costs)
Postage: 200 letters x $.37 postage
= $74
Envelopes: 200 envelopes x $.05 $84
= $10

Budget
Program Costs Administrative Costs Subtotal
Follow Up Calls and Meetings: 1 member x $12/hr. x 4 hrs./day x
20 days(2 weeks) = $960 $960
Updating Sponsors, keeping up with
Databases and intern findings:
1 member x $12/hr. x 5 hrs./week x
12 weeks = $720 $720
Send Confirmation Letters: Intern Work (No Administrative Costs)
55 Letters x $.20/letter = $11
Postage: 55 Letters x $.37 = $21
Envelopes: 55 x $.05 = $3 $35
Ordering and Delivering Gifts: Planning, Ordering, Receiving, and
55 Gifts (Sponsor Plaques) x Delivering Gifts: 1 member x $12/hr.
$15/plaque = $825 x 25 hrs. (spread throughout 3 weeks) = $300 $1125
Last minute Contacting: 1 member x
$12/hr. x 8 hrs. = $96 $96
Thank You Letters: Writing/Mailing Letters, Follow Up
55 Letters x $.20/letter = $11 Calls: 2 members x $12/hr. x 16 hrs (2 days) = $384
Postage: 55 Letters x $.37 = $21
Envelopes: 55 x $.05 = $3 $419
Subtotal Subtotal Total
$1,139 $5,292 $6,431

Statement of Benefits
Additional sponsorship money will be collected through active solicitation of sponsors in the Towson/ Baltimore area as well as surrounding areas.
Activities to Increase Sponsorship:
Meeting with Towson Advisors (administrative costs) - $432
Brainstorming potential sponsors (administrative costs)- $960
Creating a Database of all sponsorship information (administrative costs)- $960
Fact Sheets- $40
Letters- $20
Information packets- $100
Postage and envelopes- $84
Administrative costs for writing letters and making follow up calls- $1440
Subtotal- $4036
Money Donated from sponsors: $450,000
Activities Cost: $4036
________________________________________________
Campaign Benefit of $445,964