Sponsor Follow up

Follow up Sponsors


Overall Task Detailed Actions

Follow up by email

o After you have sent the first invitation you have to make a tracking list to track the responses of the people you’ve invited o Answer swift and answer their questions accordingly.

o Register those who confirm in the back office

o Do research on new sponsors if needed more

Follow up by phone

o Closer to the event, contact invited people by phone instead of emailing.

o Make a shortlist of high priority and tentative people to contact and search for their number

o Prepare a short pitch  and a list of most important benefits and unique selling points of the event to have in front of you while calling.

o When calling take into account time zones and lunch breaks.

o Be short and confident with secretaries and telephone operators by using the persons (that you want to reach) full name and tell them you had contact by mail and are following up.

o Take initiative and spark their interest before they automatically decline

o Respond to their answers, ask why and ask what they want/need o If they decline make sure you know why (schedule, wrong sector, no financing)

Keep them involved

o For people who confirm keep them update about the event progress.

o State clear with the sponsor what they can arrange for you and what you need to do for them (example: logo in the binder or not)

o Don’t SPAM them. Once every 6-8 weeks (and only if you don’t send anything else such as briefings one2one schedule and logistics