Luring Sponsors with Promotional Gifts by:Lottie Carrot

If you have ever organized a business conference

, you will know how costly they can be. The most effective method of compensating for the price of organizing a conference would be to ask for sponsorships from those companies that do business with the people who are in your industry. Promotional gifts can serve as a key factor in creating a sponsorship plan, which will be able to attract sponsorship and financial support that your conference requires to be a success. Here are the six proven steps to developing an effective sponsorship plan for the event you are organizing.

1. Start early.

To make sure that your planning will be as organized, successful and stress-free as possible, it is advisable to start as early as a year before the event. You would be needing lead time for preparation and planning, booking the venue of the conference, looking for staff that will man the event, ordering promotional gifts and leaflets which will contribute to the success of your conference.

2. Allot a budget.

Prior to even starting to solicit sponsors and to raise funds, you need to determine how much you actually need to hold a successful conference. You could canvass on the expenses associated with the venue, promotional gifts, catering, event staff, publicity and security.

3. Break down your budget to levels.

A lot of events and conferences are offering sponsorship ranges for different contributions. Break down your allocated budget by percentages.

4. Decide what you will be offering to sponsors in exchange for their contribution.

Usually, companies provide sponsorships for promotion and publicity purposes. The greater the publicity they will be getting, the more money they are willing to contribute. Usually, the overall sponsor of the event would be expecting for their name to be prominently featured on every piece of publicity and literature that will be going out about the conference or the event. In addition to this, you will have to add their name on the promotional gifts that are related to the conference, starting from the conference folders and bag to the banners displayed in the venue.

5. Solicit everyone.

After setting your levels, you can then solicit. Do not ever assume on what a sponsor would be contributing. You would probably get the highest-level sponsors through direct contact while others could be reached through personal and direct mails or even emails. Try to invite and solicit everybody, except those who could be a damaging to your image or message.

6. Communicate.

Make sure that all lines of communication are kept open with all your sponsors, regardless of level. While there are those sponsors who would prefer to design the promotional gifts by their own, there are those who let you do the work. You would need to be the one responsible in checking that everything will be ready and prepared for the event.

About the author

Lottie Carrot works for the leading promotional products company Argon Promotions: http://www.argonpromo.co.uk.

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