Organizing an event is no easy feat – and securing sponsors to help fund it can be one of the biggest challenges. Crafting the perfect sponsorship email is key to convincing potential sponsors that your event is worthy of their investment.
As an event organizer, your sponsorship emails need to be compelling, professional, and persuasive. You have to clearly communicate the value of sponsoring your event and what‘s in it for the sponsor.
But knowing exactly what to say or how to structure a sponsorship email can be tricky. What should you include? What‘s the right tone to strike? How do you stand out in a crowded inbox and get a response?
To help you master the art of the sponsorship email, we‘ve compiled 10 real-world examples from a variety of industries and events. We‘ll dissect what makes each one effective and share tips for crafting your own irresistible sponsorship emails. Plus, we‘ve included a handy template you can customize for your own events.
Whether you‘re seeking sponsors for a charity gala, a tech conference, a wellness retreat or anything in between, these sponsorship email examples will provide the inspiration and guidance you need to secure the support your event deserves.
The Anatomy of an Effective Sponsorship Email
Before we dive into the examples, let‘s review some sponsorship email best practices to keep in mind. An effective sponsorship request email should include:
- A compelling subject line to get opened
- A personal greeting and quick intro to establish context
- Key details about your event (name, date, location, attendees, purpose)
- The specific value and benefits you‘re offering sponsors
- A clear call-to-action (CTA) to schedule a call, review a proposal, etc.
- Contact details and relevant links (website, social, past events, etc.)
In terms of writing style, your email should be friendly but professional, concise but persuasive. Use short paragraphs, subheadings, and bullet points to make it easily scannable.
Importantly, your sponsorship email should be all about the prospective sponsor, not you. From your subject line to your CTA, every part of the email should speak directly to their needs and interests.
With these general guidelines in mind, let‘s look at how they apply to real sponsorship emails. These examples cover a range of different events and industries, from tech and business to wellness and the arts.
10 Sponsorship Email Examples to Inspire Your Own
1. The VIP Tech Conference Sponsorship Email
Subject: Exclusive opportunity to sponsor the FUTURE NOW Tech Summit
Hi [first name],
I hope this email finds you well. I‘m reaching out because I believe [company] would be an ideal sponsor partner for our upcoming FUTURE NOW Tech Summit, happening this September 23-24 in [city].
The summit will bring together over 500 leading tech entrepreneurs, executives and investors for two days of learning, inspiration and connection. We have an incredible lineup of speakers including [speaker 1], [speaker 2] and [speaker 3].
As a sponsor, you‘ll have the opportunity to showcase your brand and offerings in front of this highly curated audience of tech decision makers and influencers. Our sponsorship packages include premium branded placements, speaking slots, VIP event access, and more.
Other benefits of sponsoring:
- Showcase your thought leadership on the main stage
- Directly engage with attendees at your exhibit booth
- Access to the VIP speaker room for private networking
- Social media and email promotion to our 50,000+ audience
- Dedicated sponsor concierge for white glove service
Would you be interested in seeing our full sponsorship prospectus? I‘d be happy to walk you through the different options and find the best fit for [company].
Please let me know if you have any questions. I look forward to the possibility of partnering with [company] to make the FUTURE NOW Summit an incredible success.
Best regards,
What makes this example effective:
- Starts with a personal greeting and quickly states the reason for reaching out
- Describes the event with key details on audience, speakers, dates & location
- Focuses on benefits for the sponsor, not just features of what‘s included
- Bullet points clearly outline the specific value of sponsoring
- Has a clear CTA to share more details via a sponsorship prospectus
- Ends with a friendly sign-off, contact details and title for credibility
2. The Startup World Forum Sponsorship Email
Subject: Partner with us for Startup World Forum 2024
Hello [first name],
Greetings from the Startup World Forum team! We‘re excited to announce that preparations are in full swing for our 5th annual conference on March 10-12, 2024 in [city].
Startup World Forum is the ultimate gathering of the startup ecosystem, bringing together over 5,000 founders, investors, and innovators from around the globe for 3 full days of inspiration and connection. Our past sponsors include [company 1], [company 2], [company 3] and [company 4].
We believe [company name] would make an excellent partner given your focus on [relevant detail]. As a sponsor, you‘ll gain unparalleled access and exposure to the people building the future of business and technology.
Here‘s a quick overview of our sponsorship opportunities:
- Keynote (1 available): 20-minute main stage speaking slot and private VIP reception
- Panel (3 available): 30-minute breakout panel moderated by your executive
- Exhibit (10 available): Branded booth in the high-traffic main hall
- Party (1 available): Headline the hottest after-hours social event of the conference
- Pitch Contest (1 available): Host the startup pitch competition and present the award on stage
In addition, all sponsors receive promotion via our website, emails, social media, onsite signage, program guide, mobile app and more.
This is truly a unique opportunity to boost your brand‘s influence and reach in the global startup community. I‘ve attached our sponsorship overview for more details on each package and the full list of benefits.
Can we schedule a quick call to discuss the best sponsorship options for [company]? I‘d love to learn more about your goals and see how we can work together.
Looking forward to connecting soon.
Cheers,
[your name]
[title], Startup World Forum
[email] / [phone]
Why this example works:
- Attention-grabbing subject line that invites partnership
- Demonstrates event‘s credibility by mentioning impressive past sponsors
- Explains exactly why this company would be a great sponsor match
- Provides a concise overview of different sponsorship opportunities
- Describes additional promotional benefits beyond just onsite exposure
- Includes a soft call-to-action to discuss options via phone
- Attaches more details to avoid cluttering the email body
3. The Luxury Travel Trade Show Sponsorship Email
Subject: Sponsor our annual LUXE Travel Expo + reach travel‘s top tastemakers
Dear [first name],
I‘m excited to share an exclusive opportunity for [company] to get in front of luxury travel‘s most influential leaders and decision makers. Our 7th annual LUXE Travel Expo is happening May 18-21, 2024 at the [venue] in [city].
LUXE Travel Expo is the destination for elite travel agents, operators, hospitality groups and industry insiders to discover the latest in upscale travel. Our 1,500+ attendees book over $500 million in luxury travel annually.
We know [company] shares our commitment to excellence in luxury hospitality. As a LUXE sponsor, you‘ll elevate your brand and cultivate lasting relationships with travel‘s top tastemakers.
Sponsorship benefits include:
- Pre/post event promotion across the LUXE website, emails and socials to our 250,000+ audience
- Premium placement of your logo/link on all digital and print event materials
- Opportunities to provide branded giveaways and collateral in attendee welcome bags
- Dedicated exhibit space in the sponsor showcase to demo your offerings
- VIP access to private events, keynotes and sponsor lounge
- Lead scanning to capture contact details of your booth visitors
- And much more – see the attached sponsor kit for the full suite of benefits
We have a limited number of spots remaining and they‘re going fast. Secure your sponsorship now to maximize your exposure leading up to the event.
Please reply to this email or give me a call at [phone] to reserve your spot. I‘d be happy discuss which sponsorship level best fits your brand‘s goals and budget.
Hope to have [company] join us at LUXE!
All the best,
[name]
[title] | LUXE Travel Expo
[email] | [phone]
Why this sponsorship request gets results:
- States a specific opportunity right in the subject line
- Speaks directly to a relevant audience segment (luxury travel)
- Quantifies attendee‘s buying power and influence to show value
- Connects the event and company‘s mutual focus on luxury hospitality
- Lists the promotional benefits in an easy-to-read bulleted format
- Creates gentle urgency with "limited spots remaining"
- Gives two options to follow up and secure a spot
- Promises to customize sponsorships to company‘s needs and budget
Sponsorship Email Template
Feeling inspired but not sure where to start? Here‘s a general sponsorship email template you can customize for your own event:
SUBJECT: [Compelling, benefit-focused subject line]
Hi [sponsor name],
I hope you‘re doing well. I‘m reaching out because I have an exciting sponsorship opportunity I believe would be a great fit for [company name].
[Name of your event] is happening on [date] in [location]. The event will bring together [number] [description of attendees] for [length of event] of [key event themes or activities].We feel [company name] would be an ideal sponsor because [reason why they‘re relevant to your event/audience]. As a sponsor, you‘ll have the chance to:
- [Benefit 1]
- [Benefit 2]
- [Benefit 3]
Our sponsorship packages include [quick high-level overview of what‘s included]. I‘ve attached more details for your review.
Please let me know if you‘re interested in exploring this opportunity further. I‘d be happy to set up a call and find the best fit for [company name].
Thanks for your consideration, [name]. Looking forward to hopefully partnering with you on [event name]!
Best regards,
[Your name] [Title and organization] [Email and phone]How to maximize this sponsorship email template:
- Personalize it as much as possible with details relevant to this specific sponsor
- Highlight the key attendee demographics and event details they need to know
- Clearly state why you think they‘d make a great sponsor
- Focus on the benefits of sponsoring (not just logistics of what‘s included)
- Mention any important social proof like other sponsors or past event successes
- Include a strong, customized call-to-action and your contact details
- Attach more info and keep the body of your email focused and concise
Key Takeaways for Sponsorship Email Success
Securing event sponsorships all comes down to your ability to communicate value persuasively via email. The examples and template above should give you a solid blueprint to craft your own winning sponsorship emails.
Remember to always focus on the sponsor first. Clearly explain who your event reaches, why that audience matters to them, and how sponsoring will benefit their goals and needs.
Be specific. Use numbers and data to illustrate your event‘s reach and impact. Mention prominent speakers, past sponsors, or companies attending to boost credibility.
Keep it concise and scannable. Your email should be easy to read on a phone screen, with short paragraphs and bullet points breaking up the text.
End with a clear call-to-action. Make it easy for them to take the next step, whether that‘s hopping on a call, viewing your sponsor kit, or reserving their package.
Mastering the art of the sponsorship email is well worth your time and effort. By putting these examples and best practices to work, you‘ll be able to win the sponsors and funds you need to pull off an incredible event.
Looking for more help planning and promoting your next event? Check out our complete guide to event marketing for tips on building buzz, driving registrations, and creating an unforgettable experience for attendees and sponsors alike.