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Close Your First Sponsorship Deal

Complete end-to-end workflow for securing your first sponsorship using Valiyou. This guide walks you through every step from initial contact to signed agreement, connecting sponsors, inventory, packages, and proposals.
Time Required: 30-45 minutes (first-time setup) Plan Required: Professional or Enterprise plan Permissions Required: Sponsors, Inventory, Packages, and Proposals permissions

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Workflow Overview

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Step 1: Create Your Sponsor Profile

Navigate to Sponsorships → Sponsors
  1. Click “Create Sponsor” button (top right)
  2. Fill in sponsor details:
    • Company Name: Full legal name
    • Contact Person: Primary decision-maker
    • Email: Where proposal will be sent
    • Phone: Optional but recommended
    • Tier: Select tier (Platinum, Gold, Silver, Bronze)
    • Status: Set to “Prospective” or “In Negotiation”
  3. Click “Save”
Pro Tip: Add notes about sponsor preferences, past conversations, or specific interests. This helps customize your proposal later.
Related Documentation: Sponsors Guide

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Step 2: Set Up Your Inventory

Navigate to Sponsorships → Inventory Add the sponsorship assets you’ll include in your package:

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Common Inventory Items:

Logo Placement:
  • Jersey front logo
  • Stadium signage
  • Website placement
  • Social media mentions
VIP Benefits:
  • Match tickets (quantity)
  • Hospitality suite access
  • Player meet-and-greet
Digital Assets:
  • Social media posts (quantity)
  • Newsletter mentions
  • Website banner ads

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Adding Items:

  1. Click “Add Item” button
  2. Enter item details:
    • Name: Clear description (e.g., “Jersey Front Logo - Large”)
    • Category: Assign to category (Logo, Digital, Hospitality)
    • Quantity: How many available (e.g., 500 jersey placements for season)
    • Cost: Your internal cost (optional, for margin calculation)
  3. Click “Save”
  4. Repeat for all assets
Inventory Strategy: Start with 10-15 core items. You can always add more later. Focus on high-value, high-visibility assets first.
Related Documentation: Inventory Guide

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Step 3: Build Your Sponsorship Package

Navigate to Sponsorships → Packages
  1. Click “Create Package” button
  2. Fill in package basics:
    • Package Name: Descriptive name (e.g., “Gold Partner Q1 2025”)
    • Sponsor: Select the sponsor you created
    • Tier: Confirm tier (auto-filled from sponsor)
    • Events: Select relevant events/seasons

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Add Items to Package:

  1. Click “Add Items” in the Package Builder
  2. Select items from your inventory:
    • Jersey front logo (1x)
    • Stadium signage (2x locations)
    • Match tickets (20x per game)
    • Social media posts (10x)
  3. For each item, set:
    • Quantity: How many included
    • Coverage %: Visibility percentage (optional, for valuation)
    • Price: Value for this item in package

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Use Negotiator Mode (Optional):

  1. Toggle “Negotiator Mode” if you want cost-plus pricing:
    • Set margin % you want (e.g., 40%)
    • System calculates recommended pricing automatically
    • Adjust coverage % to see value impact
  2. Review package totals:
    • Total Value: Sum of all items
    • Total Cost: Your costs (if entered)
    • Margin: Profit percentage
  3. Click “Save Package”
Don’t Send Yet: Save as draft first. Review with your team before sending to sponsor.
Related Documentation:

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Step 4: Send Proposal to Sponsor

From Packages page:
  1. Find your package in the list
  2. Click three-dot menu (⋯) → “Send Proposal”
  3. Proposal sending modal opens:
    • Recipient Email: Confirm sponsor contact email
    • Subject Line: Customize (e.g., “Partnership Proposal - Gold Tier”)
    • Message: Add personalized intro message
    • Due Date: Set response deadline (optional)
  4. Preview proposal:
    • Click “Preview” to see what sponsor will receive
    • Check formatting, pricing, item list
  5. Click “Send Proposal”

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What Happens Next:

  • ✅ Sponsor receives email with proposal link
  • ✅ Package moves from Packages to Proposals page
  • ✅ Status changes to “Sent”
  • ✅ You can track when sponsor opens proposal
Follow Up: Send a personal email or call 2-3 days after sending to answer questions and gauge interest.
Related Documentation: Proposals Guide

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Step 5: Track Proposal Status

Navigate to Sponsorships → Proposals Monitor your sent proposal:
  1. Find proposal in list
  2. Check Status column:
    • Sent: Waiting for sponsor response
    • Viewed: Sponsor opened the proposal (engagement indicator)
    • Approved: Sponsor accepted ✅
    • Rejected: Sponsor declined ❌
  3. Click on proposal to view details:
    • Timeline: See when sent, viewed, responded
    • Comments: Sponsor can leave feedback
    • Activity Log: Full history

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When Sponsor Responds:

If Approved:
  • Status automatically updates to “Approved”
  • You receive notification
  • Move to Step 6 (finalize agreement)
If Rejected:
  • Status updates to “Rejected”
  • Review sponsor comments for feedback
  • Consider creating revised package
If No Response:
  • Follow up after 5-7 days
  • Check if sponsor viewed proposal
  • Offer to schedule call to discuss

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Step 6: Mark Deal as Closed

Once sponsor verbally confirms or signs agreement:
  1. Open the approved proposal
  2. Click “Mark as Won” button
  3. Enter final details:
    • Signed Date: When agreement was finalized
    • Contract Value: Final negotiated amount (if different from proposal)
    • Contract Start/End: Duration of sponsorship
    • Payment Terms: When sponsor will pay
  4. Click “Save”

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Post-Closure Actions:

Update Sponsor Status

Change sponsor status from “In Negotiation” to “Active Partner”

Send Contract

Send formal contract outside of Valiyou (DocuSign, email, etc.)

Schedule Kickoff

Set up kickoff call with sponsor to plan activation

Track Deliverables

Create internal checklist for fulfilling package items

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Common Pitfalls to Avoid

Problem: Rushing to send without internal reviewSolution: Save as draft, review with team, then send. Check pricing, item quantities, and grammar carefully.
Problem: Items like “Social media” without specificsSolution: Be specific - “10 Instagram posts, 5 LinkedIn posts, 2 YouTube mentions.” Sponsors need clarity.
Problem: Sending proposal and waiting silentlySolution: Follow up 2-3 days after sending. Most deals close after multiple touchpoints, not after first proposal.
Problem: Including 50+ items in first packageSolution: Start with 5-10 high-impact items. You can always upsell additional benefits later.

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Success Checklist

Before sending your first proposal, verify:
  • Sponsor profile complete with accurate contact info
  • Inventory items clearly named and categorized
  • Package pricing reviewed by team
  • Proposal email personalized (not generic)
  • Follow-up plan scheduled (calendar reminder)
  • Internal team knows proposal is out
  • Contract template ready for when approved

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Next Steps After First Deal

Create More Packages

Package successful items into tier templates for future sponsors

Track Performance

Create valuations to measure delivered value vs. promised value

Upsell Existing Sponsors

Send add-on packages to active sponsors mid-season

Build Proposal Library

Save successful packages as templates for faster future proposals

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Need Help?

Contact Support

Email: support@valiyou.comOur team can help with package strategy, pricing guidance, and proposal best practices.