7 Steps to Get Sponsors for a Conference

How to Secure Sponsors for Your Academic Conference

Event planning is complex, involving marketing, abstract management, selecting keynote speakers, choosing venues, and more. One of the biggest challenges organizers face is covering all the expenses associated with hosting an event while ensuring a positive event ROI.

While registration fees typically make up the bulk of event revenue, they often come in later stages, after most of the organizing expenses have already been incurred. This is where securing conference sponsorships becomes crucial—they provide upfront funds to cover costs and reduce financial risk.

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Why Sponsors Matter

Conference sponsorships help offset expenses while boosting your event’s success. With our experience in working with sponsors and talking to conference organizers, we’ve outlined steps to help you:

• Identify the right sponsors.
• Plan and present a compelling sponsorship proposal.
• Secure corporate sponsors for your event.
• Build lasting relationships to encourage future sponsorships.

And don’t forget: with tools like Fourwaves, you can streamline your event management, including registrations, abstract submissions, and sponsorship integrations.

What Event Sponsors Are Looking For

Sponsors are primarily interested in brand exposure—whether they’re nonprofits, local businesses, or large corporations. To secure sponsorships, align your event with their goals and demonstrate the value you can offer.

Key factors sponsors consider:

1. Event Theme: How well does it align with their mission, product, or service?
2. Event Size & Format: Is it a hybrid, virtual, or in-person conference?
3. Audience Fit: Does the attendee demographic match their target market?
4. Other Sponsors: Are competitors involved?
5. Business Benefits: What ROI can they expect from participating?
6. Event Track Record: Have you hosted successful past events? Provide testimonials or case studies from previous sponsors.
7. Additional Perks: Offer logo placements, social media exposure, media coverage, or post-event reports.

How to Get Sponsors for an Event in 7 Steps

1. Identify Your Potential Sponsors

Start by brainstorming with your organizing committee to compile a list of potential sponsors.

• Research similar events and their sponsors.
• Explore industries related to your event’s theme. For example, a climate change conference could target companies focused on reducing carbon footprints.

For inspiration, check out our event sponsorship guide.

2. Leverage Personal Connections

Personal and professional networks can open doors to sponsorships.

• Review your sponsorship list with your team to identify potential connections.
• Use platforms like LinkedIn to establish warm introductions.

A recommendation from a mutual connection can significantly increase your chances of securing a sponsorship.

3. Determine Sponsorship Levels

Work closely with your finance team to define sponsorship tiers based on your budget and event goals.

• Research the preferred sponsorship levels of target organizations.
• Offer diverse packages, such as naming rights for a poster session or breakout room, logo placements, or marketing exposure.

4. Create Compelling Sponsorship Packages

Develop attractive, tailored sponsorship packages.

• Collaborate with your marketing team for creative design.
• Customize packages to fit the needs of specific sponsors.

Consider building a conference website with a dedicated sponsorship page to showcase opportunities.

5. Reach Out to Sponsors

Draft personalized sponsorship request letters or emails.

• Highlight the alignment between your event and the sponsor’s goals.
• Include specific benefits, such as peer-review opportunities or branding visibility.

Whenever possible, follow up with a phone call or meeting to provide context and answer questions.

6. Negotiate Sponsorship Terms

Flexibility during negotiations can make or break a deal. For example:

• If a sponsor wants to supply food or drinks but your package didn’t list this option, consider accommodating them.
• Tailor the package further to meet their unique needs.

7. Deliver on Your Promises

Honor your commitments and provide excellent follow-through.

• Schedule social media posts ahead of time.
• Provide customized swag or materials as promised.
• Thank your sponsors publicly during and after the event.

Create a post-event report with metrics, such as:

• Attendee engagement.
• Social media impressions.
• Photos of their branding at the event.

The first sponsorship is often the hardest to secure. But with persistence, creativity, and the steps outlined above, you can find the right sponsors for your event. Treat your sponsors well, deliver on your promises, and you’ll build lasting partnerships that support your events year after year.

Streamline Your Event Management

From abstract submissions to sponsorship integrations, Fourwaves offers an all-in-one platform to simplify your conference planning. Whether you’re hosting a virtual, hybrid, or in-person event, we’ve got the tools you need to succeed.

Ready to simplify your event planning? Try Fourwaves today, book a demo to see how we can help.

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