How to Reach Out to Sponsors with Confidence: Scripts, Follow-Ups, and Real Examples That Work

Written by Lydia Prazak | May 27, 2025 2:00:00 PM

You’ve built your sponsorship package, outlined your tiers, and have a great event planned. Now comes the part that can feel the most intimidating—asking for support.

But here’s the truth: sponsorship outreach doesn’t have to be awkward, salesy, or complicated. When done right, it’s simply a conversation about mutual benefit—and it can lead to strong, lasting partnerships for your chapter.

Let’s look at how to confidently approach sponsors, what to say (with sample scripts!), when to follow up, and how to handle common responses.

Step 1: Get Clear on Your Value

Before reaching out, know what you’re offering:

A targeted, professional audience
Opportunities for local exposure
Association with a credible, community-focused organization
Flexible packages to fit different budgets

Know your “why,” and it’ll be easier to talk about the opportunity with confidence.

Step 2: Make a List of Target Sponsors

Start with 5–10 businesses or individuals who may benefit from visibility with your members.

Great candidates include:

Industry vendors or suppliers (coatings, corrosion, inspection, PPE)
Local service providers (hotels, caterers, training centers, print shops)
Community-focused businesses (banks, restaurants, breweries, real estate agents)
Past sponsors from previous chapter events
Companies with employees who are AMPP members

Tip: Use LinkedIn or past event attendee lists to find decision-makers or local reps.

Step 3: Send a Friendly, Personalized Email

Here’s a sample initial outreach email you can copy and customize:

Sample Email Script:

Subject: Sponsorship Opportunity with AMPP [Chapter Name]

Hi [First Name],

I hope you're doing well! I’m reaching out on behalf of the AMPP [Chapter Name], a local professional group supporting those in the corrosion and coatings industry. We’re hosting our upcoming [Event Name] on [Date] in [City], and I think your organization would be a great fit as a sponsor.

The event will bring together [#] professionals from [industries or roles], and we’re offering sponsorship opportunities that include brand exposure, networking, and more.

I’ve attached our sponsorship package so you can see the details. I’d be happy to answer any questions or work with you on something custom.

Thanks so much for considering—hope to connect soon!

Best,
[Your Name]
[Chapter Role]
[Email + Phone]

Attach: PDF sponsorship package or include a link to your website with sponsor info.

Step 4: Follow Up (Don't Skip This!)

Many people don’t respond the first time. That doesn’t mean they’re not interested—they’re just busy.

Follow-Up Timing:

Wait 5–7 business days after your initial message
If no response, send a short and friendly reminder

Follow-Up Script:

Subject: Just checking in — AMPP [Chapter Name] Sponsorship

Hi [First Name],

I wanted to follow up on my message about our upcoming AMPP [Event Name]. I know things get busy, so I’m just checking in to see if you had a chance to review the sponsorship info I sent over.

We’d love to include [Company Name] as a partner for this event—it’s a great opportunity to connect with local industry professionals.

Let me know if you have any questions or if I can help in any way!

Thanks again,
[Your Name]

Don't Rely on Email Alone-Promote Your Sponsorship Publicly

While personal outreach is often the most effective way to secure a sponsor, it shouldn’t be your only strategy. The more visibility you give your sponsorship opportunities, the more likely you are to reach businesses or individuals who are interested—but simply didn’t know the opportunity existed.

Here are other effective ways to get the word out:

Post on Social Media
- Share your sponsorship opportunities on your chapter’s social channels. Create a short, clear post with a call to action like:
  - “Want to support the corrosion and coatings professionals in our region? Sponsor our upcoming [Event Name]! Check out the sponsor package here: [link].”
- Repeat the post once or twice in the lead-up to your deadline and tag local businesses or past sponsors when appropriate.
Include It in Chapter Marketing Emails
- Mention your sponsorships in any email newsletters or event promo emails you’re already sending. A short section like this can do the trick:
  - “Interested in showcasing your business at our next event? Sponsorship opportunities are now open! See the details here.”
Leverage Word of Mouth
- Encourage committee members, volunteers, or attendees to mention sponsorship opportunities to their contacts. Sometimes a personal recommendation goes further than a cold email.
Mention It at Chapter Meetings or Events
- Whether you’re hosting a webinar or an in-person event, always mention your upcoming sponsorship opportunities during announcements. A quick 30-second plug can catch the attention of someone in the room—or someone they know.
Cross-Promote with Partners
- If you have relationships with local trade organizations, vendors, or training centers, ask if they’ll share your sponsorship package or link on their channels or bulletin boards. Offer to return the favor in the future.

Using a mix of these tactics helps spread the word naturally while reinforcing the professionalism of your sponsorship program. And the more visible your opportunities are, the more support your chapter will attract.

Step 5: Be Prepared for Responses

Here are common sponsor responses—and how to handle them with confidence:

✔️ “Yes, we’re interested!”

Great! Send a confirmation email, payment info, and deadlines for logo/materials.
Thank them publicly (e.g., social shoutout, in a newsletter, etc.)

🤔 “Maybe—can we customize something?”

Be flexible! Offer alternate ideas (e.g., add-ons, shared sponsorships, event-specific branding).
Reframe the package as a partnership, not a one-size-fits-all deal.

❌ “We can’t this time.”

Respond with grace and keep the door open:

“Totally understand—thank you for considering! If it’s okay, we’ll keep you in mind for future events.”

Bonus Tips for Outreach Success

Personalize every message—reference their business, community involvement, or industry tie-in.
Mention mutual connections if you have them (e.g., “One of your team members attended our last event”).
Keep track of outreach in a simple spreadsheet (name, contact info, date contacted, response).
Set a reminder to reach back out for future events if someone said “maybe” or “not right now.”

Final Thoughts

Sponsorship outreach doesn’t have to feel like a cold call. With a solid sponsorship package, a clear message, and a genuine approach, you’ll be surprised how many local businesses and vendors are open to supporting your chapter.

Remember: you’re offering value, visibility, and a chance to be part of something meaningful.

Download the "How to Reach Out to Sponsors with Confidence Quicksheet" for future reference!

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