Building a Sponsorship Package That Sells Itself

You’ve planned the perfect event, lined up a speaker, and chosen the venue. Now comes the big question: how do you get the funding to make it happen—and maybe even go beyond the basics?

Welcome to the power of the sponsorship package.

In our last blog post “Smart Sponsorships: Why They Matter and How to Make Them Work for Your Chapter”, we covered why sponsorships matter and how they benefit both your chapter and your sponsors. Now, we’re going to help you create a sponsorship package that clearly communicates value and makes it easy for sponsors to say “yes.”

What is a Sponsorship Package-and Why Do You Need One?

A sponsorship package is a short, professional document (or digital presentation) that outlines:

• What the event is and why it matters
• Who will attend and why they’re a valuable audience
• What sponsorship opportunities are available
• What each sponsor gets in return
• How much it costs and how to commit
• How to sign up or buy a package

When done right, it becomes your go-to sales tool to attract and close sponsor deals—without needing a marketing degree.

Key Elements to Include in Every Sponsorship Package

Here’s a breakdown of what your package should contain, with chapter-friendly examples and best practices to make it work for you.

1. Event Overview

Give a short, compelling summary of your event that answers the “what, when, where, and why.”

Example:

“The AMPP Coastal Chapter will host its 2025 Spring Networking Event on June 15 at the Houston Energy Club. The event will feature light appetizers, vendor booths, and a presentation from a leading coatings expert on offshore protection trends. We expect 60–80 local professionals in corrosion, coatings, and asset integrity management.”

Best Practice: Keep it to 3–4 sentences and highlight anything unique (location, speaker, member reach).

2. About Your Chapter

Add a short description of your chapter’s purpose and footprint. Include member size, types of professionals involved, and your mission.

Example:

“AMPP Coastal Chapter connects professionals in corrosion, coatings, and asset protection. We serve over 300 members from Texas and Louisiana through monthly events, training, and community outreach.”

Best Practice: Mention industries represented (e.g., oil and gas, manufacturing, infrastructure) to help sponsors connect the dots.

3. Audience Profile

This section sells your reach. Who will the sponsor be exposed to?

Example:

• 60–80 expected attendees
• Roles: Inspectors, engineers, technical sales, project managers
• Industries: Oil and gas, marine, energy, municipal infrastructure
• Communication reach: 300+ email subscribers, 200+ social media followers

Best Practice: If you’ve had past events, add brief stats: “Last year’s Fall Mixer sold out in 2 weeks and drew attendees from 5 cities.”

4. Sponsorship Levels and Benefits

Create 3–4 tiers of sponsorship (Gold, Silver, Bronze, or rename based on theme), with clearly defined benefits.

Example:

Best Practice: Make it easy to compare—use a chart or grid format. Always include a few low-cost, high-visibility options for small businesses.

5. Custom Add-Ons or À La Carte Options

These can add flexibility and attract niche sponsors.

Example Ideas:

• Lanyard Sponsor – $200
• Raffle Prize Sponsor – provides item (gift card, tools, gear)
• Sponsored Presentation – $750 for a 10-min spotlight before keynote
• Swag Bag Inserts – $100 to include promo item or flyer

Best Practice: Offer exclusivity for items like lanyards, drink tickets, or door prizes.

6. How Much Should It Cost?

Your price should reflect both the cost of execution and the value of exposure.

Tips for setting prices:

• Consider venue, printing, food, or giveaways the sponsor helps cover
• Know your audience’s value—highly specialized professionals are attractive
• Compare with similar local events or chapters
• Start small and scale—early success helps build long-term sponsor confidence

7. How to Sign Up

End with a clear call to action. Make it simple to say “yes.”

Include:

• Contact name and email
• Deadline for sponsor commitment
• File types and deadline for logos (e.g., “Send high-res PNG by May 1”)
• Link to pay online or attach invoice upon confirmation

Best Practice: Offer early bird perks (e.g., extra social post) for sponsors who commit early.

Make It Look Professional (Even Without a Designer)

Your package doesn’t need to be fancy—but it should be clean, easy to skim, and branded with your chapter’s colors and logo. For guidance on creating collateral that aligns with AMPP Branding and colors, see the AMPP Chapter and Student Branding Guide.

Design Tips:

• Use a template tool like Canva or Google Docs
• Add your chapter logo and some event photos if available
• Use bullet points, icons, and spacing to improve readability
• Save as PDF for sharing

Bonus: How to Pitch the Package to Sponsors

Sending a package is only half the job. Here’s how to pitch it with confidence:

Before Sending:

• Identify companies that serve your members: coatings suppliers, equipment vendors, inspection services, etc.
• Look locally: small engineering firms, trades training centers, even restaurants or local non-industry businesses can make great partners.
• Customize your intro email:

“Hi Mike, I’m reaching out on behalf of AMPP Coastal Chapter. We’re planning a spring event for our members in the corrosion and coatings industry, and I think your company would be a great fit as a sponsor…”

After Sending:

• Follow up in 5–7 days
• Offer to hop on a quick call or answer questions
• Be open to customizing packages if the sponsor wants something unique

Conclusion: Empowered, Not Overwhelmed

Creating a sponsorship package doesn’t have to be a daunting task. With a simple, well-structured approach, you can communicate value clearly, attract the right sponsors, and build long-term support for your chapter.

Your next steps:

• Use this post as a checklist to build your own package
• Start small—just one great sponsor can make a big difference
• In the next post, we’ll walk through how to reach out to sponsors with confidence—scripts, follow-ups, and real examples that work.

Have question or need help getting started? Reach out to chapters@ampp.org. We are here to help!

Download the "Building a Sponsorship Package That Sells Quicksheet" for future reference!

Other blog posts in this series:

Smart Sponsorships: Why They Matter and How to Make them Work for your Chapter

How to Reach out to Sponsors with Confidence: Scripts, Follow-Ups, and Real Life Examples

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