Sponsorship Package Tracker

Who this is for

Every sponsor, what they signed up for, and whether both sides have kept their end. The tracker follows each deal from the agreed amount through invoice and payment to the benefits promised in return and the renewal.

Sponsorship leads and treasurers of sports clubs, festivals, shows and community events with several local businesses backing them.

What this helps you track

• Each sponsor and the package or tier they agreed
• The agreed amount, the invoice date and what has been paid
• The balance still to come from each sponsor
• The benefits promised and whether they have been delivered
• Which sponsors are renewing for the next season or event

How to use it

1. Write the organisation, the season or event and the name of the sponsorship lead at the top.
2. Add a line for each sponsor once the deal is agreed, with the package name and the amount agreed at your own prices.
3. Enter the invoice date when the invoice goes out and the amount paid as money arrives; the balance and totals are worked out in the browser and the workbook.
4. List the benefits promised in a few words — shirt logo, programme advert, banner, hospitality — and tick delivered once all of them have been provided.
5. Tick renewing when a sponsor confirms for next time, and use the notes area for renewal dates and contact names.
6. Review the list before the end of the season so every sponsor has had what they paid for.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How should I set package prices?

The sheet does not suggest any. Your tiers and prices are for your committee to set from what you can offer; enter them in the package and agreed columns so the totals work.

What if a sponsor gives goods instead of money?

Record the package and write the goods in the benefits column or notes. Leave the agreed amount blank or enter the value your committee agrees to show, and say which in the notes.

Why track benefits delivered?

Because renewals depend on sponsors getting what they were promised. A quick look at the delivered column before the season ends shows any logo, advert or mention still outstanding.

Can I use this for a single event?

Yes. Write the event name in the header and add each sponsor as usual. For ticket income and event costs alongside, use the event ticket sales and budget tracker.