1 Identify potential sponsors

The first step to create a win-win contract is to find sponsors who share your vision, audience, and objectives. You can start by researching your industry, competitors, and attendees to see who might be interested in supporting your conference. You can also ask for referrals from your network, previous sponsors, or speakers. Once you have a list of prospects, you need to tailor your pitch to their needs and goals, and show them how your conference can help them achieve them.

2 Define sponsorship levels and benefits

The next step is to define what you can offer to your sponsors in exchange for their support. You need to create different sponsorship levels and benefits that match your budget, resources, and expectations. For example, you can offer different levels of exposure, access, recognition, and engagement depending on the sponsor's contribution. You also need to consider what sponsors value most, such as branding, leads, feedback, or networking opportunities. You can use surveys, interviews, or testimonials to find out what motivates them and what they expect from your conference.

3 Negotiate the contract terms

Once you have a clear idea of what you and your sponsors want, you need to negotiate the contract terms that will formalize your partnership. You need to be clear, transparent, and flexible, and avoid any misunderstandings or conflicts. You also need to protect your interests and rights, and ensure that both parties comply with their obligations. Some of the key elements of a contract include the sponsorship fee, payment schedule, deliverables, deadlines, cancellation policy, liability, and dispute resolution.

5 Deliver on your promises

One of the most important ways to create a mutually beneficial contract is to deliver on your promises and meet your sponsors' expectations. You need to ensure that you provide them with the agreed sponsorship benefits, such as logo placement, booth space, speaker slots, or attendee data. You also need to monitor and measure the performance and impact of your sponsorship activities, such as website traffic, social media engagement, or lead generation. You can use tools like Google Analytics, Hootsuite, or Eventbrite to track and report your results.

6 Evaluate and follow up with your sponsors

The final step is to evaluate and follow up with your sponsors after your conference is over. You need to thank them for their support, share your feedback, and ask for theirs. You also need to provide them with a detailed report that shows the outcomes and value of their sponsorship, such as attendance, satisfaction, conversions, or ROI. You can use surveys, testimonials, or case studies to showcase your success stories and demonstrate your impact. You also need to express your interest in continuing or renewing your partnership, and suggest ways to improve it in the future.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?