Sponsorship prospectus template
Use this page-by-page template to build your sponsorship prospectus. Each page has a purpose, what to put on it, and fill-in-the-blank copy you can adapt. Replace everything in [brackets], cut anything that doesn't apply, and keep the whole deck short enough to read in five minutes.
Before you start
- Aim for about 8 to 12 pages. Long enough to answer a sponsor's questions, short enough to read in one sitting.
- Write for the person it gets forwarded to. Every page should make sense on its own.
- Gather your numbers first: attendance, audience breakdown, past sponsors, and dates. Real data makes the deck. See What to include in a sponsorship prospectus for why each section matters.
- Design it in whatever you already use (Google Slides, Keynote, PowerPoint, Canva) and export a PDF.
Page 1: Cover
Purpose: say what this is and who it's for, at a glance.
[Event name] [year]
Sponsorship opportunities
[Dates] · [City or "Online"]
The [conference / festival / podcast / newsletter] for [who your audience is]
Add your logo and one strong photo of your event or community.
Page 2: The opportunity at a glance
Purpose: give a busy reader everything on one page.
[Event name] brings together [number] [audience description] for [what happens: two days of talks, a weekend of music, a weekly show].
In [year], [one headline stat: attendance, audience size or growth].
Sponsors use [Event name] to [two or three goals: reach X, generate leads, recruit, launch products].
Packages start at [starting price]. [Number] are available.
Page 3: Your audience
Purpose: prove who sponsors will reach. This is the page that sells.
[number] attendees in [year], up from [number] in [previous year]
Who they are: [percent] [job title or seniority group], [percent] [another group], [percent] [another group]
Where they work: [industries or company sizes]
Where they're from: [regions or cities]
How engaged they are: [percent] return each year · [community or newsletter size] · [another engagement metric]
Source: [registration data / attendee survey / analytics], [year]
Charts help here. Only use numbers you can back up.
Page 4: Why sponsor [Event name]
Purpose: connect your audience to the sponsor's goals.
Reach [audience] where they [learn / gather / listen]. [One sentence on why your setting matters.]
Generate qualified leads. [How sponsors meet attendees: booth, sessions, scanned badges, opt-in lists.]
Hire. [If relevant: how sponsors recruit from your audience.]
Build your brand with the [community name] community. [How you showcase sponsors before, during and after.]
Page 5: Packages at a glance
Purpose: let sponsors compare options in seconds.
Lay this out as a table, with one column per package:
- Package names across the top, such as Title, Gold, Silver, Bronze, and an entry-level option.
- Price for each.
- Availability: "1 available," "4 available."
- Rows for the key benefits: speaking, booth, logo placement, passes, social and email mentions. Use checkmarks or quantities.
Pages 6–8: One page per main package
Purpose: describe what each sponsor actually gets.
[Package name] · [price] · [number] available
[One sentence on who this package is for and the outcome it delivers.]
- [Benefit with outcome: a 20-minute talk to [number] [audience]]
- [Booth: size, location]
- [Passes: number]
- [Brand placement: where your logo appears]
- [Digital: email, social, website mentions]
- [Leads: badge scanning or opt-in list, if offered]
For the top package, add one line on what makes it exclusive.
Page 9: Add-ons
Purpose: catch sponsors who want something specific, or a smaller budget.
[Add-on name] · [price] — [what it is, in one sentence]
[Add-on name] · [price] — [what it is]
[Add-on name] · [price] — [what it is]
Common add-ons include a happy hour, coffee or lunch sponsorship, lanyards or badges, a workshop, a newsletter takeover, or a podcast episode.
Page 10: Past sponsors and proof
Purpose: show that sponsoring you works.
Past sponsors: [logos, with permission]
"[Short quote from a past sponsor about the result they got.]"
— [Name], [title], [company]
[One or two photos of sponsor activations]
If this is your first year, use the organizers' track record, partner logos (with permission), or the size of the community you've already built.
Page 11: Key dates
Purpose: create real urgency and help sponsors plan.
[Date]: Early-bird pricing ends
[Date]: Last day to confirm sponsorship
[Date]: Logos and assets due
[Dates]: [Event name]
Page 12: Next steps
Purpose: make saying yes easy.
Ready to reach [audience] at [Event name]?
[Your name], [title]
[email] · [phone]
[link to book a call]
Packages are reserved first-come, first-served. Reply to hold one while you get approval.
After you export it
- Read it as the person it gets forwarded to. Does every page make sense on its own?
- Check every number and date one more time.
- Share it as a link instead of an attachment, so you can see who reads it and update it without resending. See Sponsorship prospectus tracking.
- Plan your follow-ups before you send. Our guide on following up on a sponsorship proposal has email templates for every stage.
Share it with Sponsor Trove
Upload your exported PDF to Sponsor Trove and share it as a link. Prospects enter their email to read it in the browser with your logo and colors, and each reader is added to your pipeline as a deal. When you update the deck, every link shows the new version automatically. If AI answers are on, prospects can ask the deck questions and get answers drawn only from it, and anything it can't answer is flagged for you.