> ## Documentation Index
> Fetch the complete documentation index at: https://docs.valiyou.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Close Your First Sponsorship Deal

> Complete step-by-step guide to closing your first sponsorship deal in Valiyou. From creating sponsor profiles to sending proposals and tracking approval.

# 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.

<Note>
  **Time Required**: 30-45 minutes (first-time setup) **Plan Required**: Professional or Enterprise
  plan **Permissions Required**: Sponsors, Inventory, Packages, and Proposals permissions
</Note>

## Workflow Overview

```mermaid theme={null}
graph LR
    A[Create Sponsor] --> B[Add Inventory Items]
    B --> C[Build Package]
    C --> D[Send Proposal]
    D --> E[Track Response]
    E --> F[Mark as Approved]
```

## 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"**

<Tip>
  **Pro Tip**: Add notes about sponsor preferences, past conversations, or specific interests. This
  helps customize your proposal later.
</Tip>

**Related Documentation**: [Sponsors Guide](/sponsorships/sponsors)

***

## Step 2: Set Up Your Inventory

**Navigate to Sponsorships → Inventory**

Add the sponsorship assets you'll include in your package:

### 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

### 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

<Info>
  **Inventory Strategy**: Start with 10-15 core items. You can always add more later. Focus on
  high-value, high-visibility assets first.
</Info>

**Related Documentation**: [Inventory Guide](/sponsorships/inventory/inventory)

***

## 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

### Add Items to Package:

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

### Use Negotiator Mode (Optional):

6. 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

7. Review package totals:
   * **Total Value**: Sum of all items
   * **Total Cost**: Your costs (if entered)
   * **Margin**: Profit percentage

8. Click **"Save Package"**

<Warning>
  **Don't Send Yet**: Save as draft first. Review with your team before sending to sponsor.
</Warning>

**Related Documentation**:

* [Packages Guide](/sponsorships/packages)
* [Negotiator Mode](/sponsorships/inventory/negotiator)

***

## 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"**

### 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

<Tip>
  **Follow Up**: Send a personal email or call 2-3 days after sending to answer questions and gauge
  interest.
</Tip>

**Related Documentation**: [Proposals Guide](/sponsorships/proposals)

***

## 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

### 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

***

## 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"**

### Post-Closure Actions:

<CardGroup cols="2">
  <Card title="Update Sponsor Status" icon="user-check">
    Change sponsor status from "In Negotiation" to "Active Partner"
  </Card>

  <Card title="Send Contract" icon="file-contract">
    Send formal contract outside of Valiyou (DocuSign, email, etc.)
  </Card>

  <Card title="Schedule Kickoff" icon="calendar">
    Set up kickoff call with sponsor to plan activation
  </Card>

  <Card title="Track Deliverables" icon="list-check">
    Create internal checklist for fulfilling package items
  </Card>
</CardGroup>

***

## Common Pitfalls to Avoid

<AccordionGroup>
  <Accordion title="Sending unreviewed proposals">
    **Problem**: Rushing to send without internal review

    **Solution**: Save as draft, review with team, then send. Check pricing, item quantities, and grammar carefully.
  </Accordion>

  <Accordion title="Vague package items">
    **Problem**: Items like "Social media" without specifics

    **Solution**: Be specific - "10 Instagram posts, 5 LinkedIn posts, 2 YouTube mentions." Sponsors need clarity.
  </Accordion>

  <Accordion title="Not following up">
    **Problem**: Sending proposal and waiting silently

    **Solution**: Follow up 2-3 days after sending. Most deals close after multiple touchpoints, not after first proposal.
  </Accordion>

  <Accordion title="Overcomplicating first package">
    **Problem**: Including 50+ items in first package

    **Solution**: Start with 5-10 high-impact items. You can always upsell additional benefits later.
  </Accordion>
</AccordionGroup>

***

## 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

***

## Next Steps After First Deal

<CardGroup cols="2">
  <Card title="Create More Packages" icon="box" href="/sponsorships/packages">
    Package successful items into tier templates for future sponsors
  </Card>

  <Card title="Track Performance" icon="chart-line" href="/valuations/create-valuation">
    Create valuations to measure delivered value vs. promised value
  </Card>

  <Card title="Upsell Existing Sponsors" icon="arrow-trend-up" href="/sponsorships/proposals">
    Send add-on packages to active sponsors mid-season
  </Card>

  <Card title="Build Proposal Library" icon="folder" href="/sponsorships/packages">
    Save successful packages as templates for faster future proposals
  </Card>
</CardGroup>

***

## Related Guides

* **[Quarterly Sponsor Report](/guides/quarterly-sponsor-report)** - Show ROI to sponsors
* **[Import CRM to Proposals](/guides/import-crm-to-proposals)** - Migrate existing sponsors
* **[API Power BI Integration](/guides/api-powerbi-integration)** - Build sponsor dashboards

***

## Need Help?

<Card title="Contact Support" icon="headset">
  **Email**: [support@valiyou.com](mailto:support@valiyou.com)

  Our team can help with package strategy, pricing guidance, and proposal best practices.
</Card>