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Contract Documents & PDF Covers

Contract documents management dashboard showing uploaded PDF files table with document names, upload dates, file sizes, download and delete actions for sponsorship proposal legal agreements

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Overview

Upload and manage custom contract documents for professional sponsorship proposals. Securely store Terms of Service, data protection agreements, liability waivers, and partnership contracts that can be attached to any sponsorship package proposal. Create legally compliant, branded proposals by combining custom contract documents with configurable Terms of Service text and professional PDF cover pages featuring your organization’s branding. Use Cases:
  • Terms of Service - Standard contract terms and conditions
  • Data Protection Agreements - GDPR compliance documents
  • Liability Waivers - Risk management forms
  • Partnership Agreements - Formal partnership terms
  • Addendums - Additional contract clauses
  • Sponsor Guidelines - Brand usage and activation guidelines
Enterprise Feature: Contract document management is available on Enterprise plans with Sponsorship Packages enabled.

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Upload Contract Documents

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How to Upload

  1. Navigate to Platform > Settings > Contract Documents
  2. Click “Upload Document” button (blue, top right)
  3. Select PDF file from your computer
  4. Enter document name (e.g., “Standard Terms of Service 2025”)
  5. Click “Upload” to save
Upload contract document modal showing PDF file selector, document name input field, file size limit of 10MB, and upload button for sponsorship proposal legal documents

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File Requirements

Supported Format:
  • PDF only (.pdf)
File Size:
  • Maximum 10 MB per file
  • Recommended: Under 5 MB for faster loading
File Naming:
  • Use descriptive names (e.g., “Terms_of_Service_2025.pdf”)
  • Avoid special characters (use underscores instead of spaces)
  • Include version/date for tracking (e.g., “Contract_v2_Jan2025.pdf”)
PDF Only: Only PDF files are supported for contract documents. Other formats (Word, Excel, images) must be converted to PDF first.

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Documents Table

View all uploaded contract documents in a comprehensive table.

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Table Columns

Document Name:
  • Filename of uploaded document
  • Click to download/preview
  • Sortable alphabetically
Uploaded:
  • Date and time of upload
  • Format: “Dec 4, 2025 at 10:30 AM”
  • Sortable by date
Size:
  • File size in KB or MB
  • Example: “2.5 MB”
  • Helps identify large files
Actions:
  • Download button - Download original PDF
  • Delete button - Remove document (with confirmation)
Quick Preview: Click any document name to open a preview in a new tab. This lets you verify the content before attaching to proposals.

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Attaching to Proposals

Contract documents can be attached when creating or editing sponsorship packages.

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Package Builder Integration

Location: Package Builder > Proposal tab > “Attach Contract Documents” section How to Attach:
  1. Open package in Package Builder
  2. Go to “Proposal” tab
  3. Scroll to “Contract Documents” section
  4. Select documents from dropdown
  5. Documents automatically included in proposal PDF
Attach contract documents interface in Package Builder showing dropdown selector for adding Terms of Service, GDPR agreements, and legal documents to sponsorship proposals
Multiple Documents:
  • Attach multiple documents per package
  • Documents appear in order selected
  • Remove by clicking X icon next to document name
Standard Templates: Create template packages with pre-attached documents (e.g., “Gold Package
  • Standard Terms”). Save time by duplicating these templates.

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Managing Documents

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Download Documents

To Download:
  1. Find document in table
  2. Click Download button (cloud icon)
  3. PDF saves to your device
Use Cases:
  • Sharing with legal team for review
  • Creating backups
  • Sending to partners directly

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Delete Documents

To Delete:
  1. Find document in table
  2. Click Delete button (trash icon)
  3. Confirm deletion in modal
  4. Document permanently removed
Permanent Deletion: Deleted documents are permanently removed and cannot be recovered. If packages reference deleted documents, those attachments will be removed.
Before Deleting:
  • Check if document is attached to any active packages
  • Download a backup copy
  • Notify team members using this document

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Replace Documents

To Replace Outdated Document:
  1. Upload new version with updated name (e.g., “Terms_v2.pdf”)
  2. Update packages to use new version
  3. Delete old version when no longer needed
Version Control: Add version numbers or dates to filenames (e.g., “Terms_2025_v1.pdf”) to track different versions easily.

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PDF Contract Covers

Customize your proposal PDFs with organization-specific cover images.

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Upload Cover Image

Location: Platform > Settings > PDF Contract Covers How to Upload:
  1. Click “Upload Cover” button
  2. Select image file (PNG or JPG)
  3. Image uploads and previews immediately
  4. All future PDFs use this cover
PDF cover page upload interface showing image file selector for custom branded sponsorship proposal covers with PNG and JPG support up to 5MB, recommended 1200x1600px portrait orientation
Image Requirements:
  • Format: PNG or JPG only
  • Size: Maximum 5 MB
  • Dimensions: Recommended 1200x1600px (portrait)
  • Aspect Ratio: 3:4 (portrait orientation)
Professional Design: Use your organization’s branding, logo, and colors. A professional cover page creates a strong first impression with sponsors!

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Cover Image in PDFs

When a cover image is uploaded, it appears as:
  • First page of all proposal PDFs
  • Full-page cover (no margins)
  • Before Terms of Service and package details
PDF Structure with Cover:
  1. Custom Cover Page (your branded image)
  2. Pre-Contract Terms of Service
  3. Package Details (sponsor, events, tier)
  4. Inclusions Table
  5. Financial Summary
  6. Post-Contract Terms of Service
  7. Signature Page

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Remove Cover Image

To Remove:
  1. Go to Platform > Settings > PDF Contract Covers
  2. Click “Remove Cover” button
  3. Confirm removal
  4. Future PDFs will not include cover page
Existing PDFs: Removing the cover image only affects NEW PDFs generated after removal. Previously generated PDFs keep their original cover.

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Terms of Service

Configure custom Terms of Service text that appears in proposal PDFs.

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Pre-Contract Terms

Location: Platform > Settings > Terms of Service > “Pre-Contract Terms” Position in PDF: After cover page, BEFORE package details Use Cases:
  • Introductory text and welcome message
  • General partnership overview
  • Eligibility requirements
  • Application process
  • Timeline and deadlines
Example: 
Thank you for your interest in partnering with [Organization Name].

This proposal outlines the sponsorship benefits included in your selected package.
Please review the following details carefully before signing.

All sponsorships are subject to approval by [Organization Name] management
and must comply with our brand guidelines and activation policies.

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Post-Contract Terms

Location: Platform > Settings > Terms of Service > “Post-Contract Terms” Position in PDF: After package details, BEFORE signature page Use Cases:
  • Legal terms and conditions
  • Payment terms and schedules
  • Cancellation policies
  • Liability limitations
  • Rights and obligations
  • Dispute resolution
Example: 
TERMS AND CONDITIONS

1. Payment Terms: Full payment due within 30 days of contract signing.
2. Cancellation: Cancellations must be submitted in writing 90 days prior to event.
3. Liability: [Organization Name] is not liable for circumstances beyond our control.
4. Rights: Sponsor may not transfer or assign this agreement without written consent.

By signing below, Sponsor agrees to all terms outlined in this agreement.
Legal Review: Always have your Terms of Service reviewed by legal counsel before use. These terms become part of binding contracts with sponsors.

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Editing Terms

To Edit:
  1. Go to Platform > Settings > Terms of Service
  2. Edit text in “Pre-Contract Terms” textarea
  3. Edit text in “Post-Contract Terms” textarea
  4. Click “Save Terms” button
  5. Changes apply to all NEW PDFs
Formatting Tips:
  • Use clear section headings (e.g., “1. Payment Terms”)
  • Keep paragraphs short and readable
  • Use bullet points for lists
  • Bold important terms (e.g., refund policy)
  • Include line breaks for readability
Markdown Support: Terms of Service fields support basic markdown formatting (bold, italic, lists, line breaks).

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Common Use Cases

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Standard Contract Package

Setup:
  1. Upload “Standard_Terms_2025.pdf”
  2. Upload “Data_Protection_Agreement.pdf”
  3. Upload “Brand_Guidelines.pdf”
  4. Set Pre-Contract Terms with welcome message
  5. Set Post-Contract Terms with payment/cancellation policy
  6. Upload organization logo as PDF cover
Result: Professional, branded proposals with complete legal documentation

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Tier-Specific Terms

Setup:
  1. Create “Platinum_Terms.pdf” with premium contract terms
  2. Create “Gold_Terms.pdf” with standard contract terms
  3. Attach appropriate terms to each tier’s packages
Result: Different contract terms for different sponsorship levels

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Event-Specific Documents

Setup:
  1. Create “Championship_2025_Terms.pdf”
  2. Create “Season_Opener_Guidelines.pdf”
  3. Attach to event-specific packages
Result: Event-specific legal terms and activation guidelines

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Multi-Language Support

Setup:
  1. Upload “Terms_EN.pdf” (English version)
  2. Upload “Terms_DA.pdf” (Danish version)
  3. Upload “Terms_DE.pdf” (German version)
  4. Attach appropriate language version per sponsor
Result: Contract documents in sponsor’s preferred language

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Troubleshooting

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Upload Failed

Try:
  • Check file size (must be under 10 MB)
  • Verify file format (must be .pdf)
  • Check internet connection
  • Try different browser
  • Contact support if issue persists

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Document Not Appearing in Package

Check:
  • Document successfully uploaded (check table)
  • You’re in Package Builder > Proposal tab
  • “Attach Contract Documents” section is visible
  • You have necessary permissions

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Cover Image Not Showing in PDF

Check:
  • Image successfully uploaded (preview should show)
  • Image format is PNG or JPG (not other formats)
  • Image size under 5 MB
  • Generate new PDF (old PDFs keep original cover)

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Terms of Service Not Saving

Try:
  • Check internet connection
  • Verify you clicked “Save Terms” button
  • Refresh page and try again
  • Check browser console for errors
  • Contact support if issue persists

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Best Practices

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Document Organization

Naming Convention:
  • Include version: “Terms_v2.pdf”
  • Include date: “Contract_2025.pdf”
  • Be descriptive: “Platinum_Partnership_Agreement.pdf”
Version Control:
  • Keep old versions until transition complete
  • Name clearly (v1, v2, v3)
  • Test new versions before deleting old ones
  • Notify team of updates
Regular Review:
  • Review terms annually
  • Update for law changes
  • Get legal approval
  • Archive old versions
Privacy:
  • Include GDPR compliance (if EU)
  • Data protection clauses
  • Privacy policy references
  • Consent mechanisms

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Professional Presentation

Cover Design:
  • Use high-resolution images
  • Match brand identity
  • Include organization name and logo
  • Keep it clean and professional
Terms Formatting:
  • Clear section headings
  • Short paragraphs
  • Bullet points for lists
  • Bold key terms
  • White space for readability

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Frequently Asked Questions

Only PDF files (.pdf) are supported for contract documents. The maximum file size is 10MB per file, though we recommend keeping files under 5MB for faster loading. Other formats like Word, Excel, or images must be converted to PDF before uploading.
Open the Package Builder, go to the Proposal tab, scroll to the Contract Documents section, and select documents from the dropdown menu. You can attach multiple documents per package, and they’ll automatically be included in the proposal PDF sent to sponsors.
Yes! Upload a custom cover image (PNG or JPG, max 5MB, recommended 1200x1600px portrait) in Platform → Settings → PDF Contract Covers. The cover appears as the first page of all proposal PDFs, creating a professional branded impression for sponsors.
Pre-Contract Terms appear after the cover page but BEFORE package details (use for introductions, eligibility, application process). Post-Contract Terms appear after package details but BEFORE the signature page (use for legal terms, payment terms, cancellation policies, liability clauses).
Yes! You can upload multiple contract documents (e.g., Platinum_Terms.pdf, Gold_Terms.pdf, English_Terms.pdf, Danish_Terms.pdf) and attach the appropriate documents to each package based on tier, language, or sponsor-specific requirements.
Deleted documents are permanently removed from the system. If packages reference deleted documents, those attachments will be removed from future proposal PDFs. Always check which packages use a document before deleting, and download a backup copy if needed.
Yes! Terms of Service fields support basic markdown formatting including bold (bold text), italic, bullet points, numbered lists, and line breaks. This lets you create well-formatted, professional legal terms for your proposals.
Yes! Click any document name in the documents table to open a preview in a new tab. This lets you verify the content before attaching to proposals and ensures you’re selecting the correct document version.
Documents attached in the Package Builder are automatically included in the proposal PDF when you generate or send it to sponsors. The PDF structure includes: Custom Cover → Pre-Contract Terms → Package Details → Post-Contract Terms → Attached Documents → Signature Page.