Packages

Create sponsorship packages, add inventory items, configure quantities, preview proposals, and send offers to sponsors.

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Accessing Packages

Navigate to Sponsorships → Packages from the sidebar to access package management.

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Package Workflow

The sponsorship package workflow consists of three main stages:

1. Create Package - Define sponsor, tier, pricing, events
2. Build Inclusions - Add inventory items, set quantities
3. Send Proposal - Preview PDF, send to sponsor contacts

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Packages List Page

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Empty State

If you don’t have any packages yet, you’ll see:

• Icon: Cube graphic
• Title: “No pending packages”
• Message: “Create sponsorship package to get started.”
• Action: “Create Sponsorship Package” button

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Package Grid

Layout: Card grid (1-3 columns based on screen size)

• Desktop (>1024px): 3 columns
• Tablet (640-1024px): 2 columns
• Mobile (<640px): 1 column

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Package Card

Each card displays: Sponsor Logo (top):

• 128×128px circular image
• Falls back to cube icon if no logo
• Pulled from sponsor profile

Package Name:

• Bold, medium text
• Primary identifier

Sponsor Name:

• Below package name
• Gray text

Sales Price:

• Large, prominent currency value
• Example: “500,000 kr”
• Hidden in Negotiator Mode

Tier Badge:

• Gray rounded badge
• Shows tier level (e.g., “Gold”)
• Neutral color scheme

Action Buttons (bottom):

• Package - Edit package details
• Inclusions - Open Package Builder

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New Package Button

Location: Top right (when packages exist) Button: “New Package” (rounded, primary blue) Action: Opens Create Package modal

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Create Package Modal

Modal for creating or editing package metadata.

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Modal Fields

Package Name (required):

• Clear, descriptive name
• Example: “Gold Partner Package”, “VIP Experience Bundle”
• Appears on proposals and in lists

Sponsor (required):

• Dropdown of all sponsors
• Filtered by status (Active and Inactive only, no Archived)
• Shows sponsor name
• Quick Add: Link to create new sponsor

Package Tier (required):

• Dropdown of configured tiers
• Example: Platinum, Gold, Silver, Bronze
• Determines which inventory items are available
• Affects item tier restrictions

Sales Price (required):

• Package selling price in base currency
• Used for coverage percentage calculation
• Example: 500,000 for €500,000
• Hidden in Negotiator Mode (proposal-based pricing)

Events (optional):

• Multi-select dropdown
• Choose one or more events this package applies to
• Empty = package not event-specific
• Quick Add: “Add event” button to create new event
• Edit Event: Pencil icon to view/edit event details

Notes (optional):

• Internal notes about the package
• Not visible to sponsors
• Helps track context and special arrangements

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Event Management

Add Event Button: Opens Add Event modal with:

• Event name (required)
• Location (name, address, city, postal code, country)
• Period (start date, end date)
• Description
• Save button

Edit Event Icon (pencil): Opens event details modal with:

• All event information
• Edit capability
• Delete button (with affected items warning)

Event Dropdown Features:

• Multi-select (select multiple events)
• Checkmark indicators for selected events
• Scrollable list
• “Add event” link at bottom

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Modal Actions

When Creating:

• Cancel - Close without saving
• Create Package - Create package (blue button)

When Editing:

• Cancel - Close without saving
• Delete Package - Delete package (red button)
• Save Changes - Update package (blue button)

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Package Builder (Inclusions Page)

Comprehensive interface for adding inventory items to packages.

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Accessing Builder

From Packages List: Click “Inclusions” button on package card Direct URL: /products/sponsorships/packages/[id]/builder

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Page Header

Left Side:

• Package name as title
• Back button (returns to Packages list)

Right Side (Action Buttons):

• Edit Package - Pencil icon, opens package metadata modal
• Preview PDF - Document icon, opens PDF preview
• Send Proposal - Envelope icon, opens send proposal modal

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Summary Stats (Top Cards)

Four summary cards showing package metrics:

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Total Cost

Label: “Total Cost” Value: Sum of all included items × quantities Format: Currency (e.g., “€450,000”) Hidden: In Negotiator Mode

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Sales Price

Label: “Sales Price” Value: Package sales price from metadata Format: Currency Hidden: In Negotiator Mode

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Coverage Percentage

Label: “Coverage” Value: (Total Cost ÷ Sales Price) × 100 Format: Percentage (e.g., “90%”) Color:

• Green: 75-100%+
• Yellow: 50-75%
• Orange: 25-50%
• Red: 0-25%

Negotiator Mode: Shows label instead of percentage (e.g., “High Coverage”)

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Contribution Margin

Label: “Contribution Margin” Value: Sales Price - Total Cost Format: Currency Hidden: In Negotiator Mode

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Event Filter (if applicable)

Displays when: Package has events assigned Dropdown: “All Events” or specific event selection Purpose: Filter inventory items by event assignment Behavior:

• “All Events” - Show all items
• Specific Event - Show only items for that event + “All events” items

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Inclusions Table

Sortable table with all available inventory items.

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Table Columns

Drag Handle (leftmost):

• Six-dot icon
• Click and drag to reorder included items
• Only works for included items (checked)
• Changes sort_order in database

Checkbox:

• Toggle item inclusion
• Checked = included in package
• Unchecked = not included
• Disabled for tier-restricted items

Item Name:

• Bold, prominent
• Shows description below (if exists)
• Gray text for description

Required Tier:

• Gray badge showing tier requirement
• Only shown for tier-restricted items
• Empty if “All Tiers”

Quantity:

• Boolean Items: Shows “YES” badge when included
• Quantity Items: Plus/minus buttons with number
  • Minus button: Decrease quantity
  • Number: Current quantity
  • Plus button: Increase quantity
• Not Included: Shows ”-”
• Max Quantity: Enforced automatically (can’t exceed limit)

Unit Cost:

• Currency formatted
• Right-aligned
• Grayed out for disabled items
• Hidden in Negotiator Mode

Total:

• Quantity × Unit Cost
• Currency formatted
• Right-aligned
• Bold for emphasis
• Hidden in Negotiator Mode

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Sorting and Reordering

Library Order: Items appear in same order as Library page by default Drag to Reorder:

• Only included items can be reordered
• Drag handle on left side
• New order saves automatically
• Affects proposal PDF display order

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Item States

Normal (Available):

• White/gray background
• All controls enabled
• Can check/uncheck, adjust quantity

Included:

• Light blue/indigo background
• Checkmark visible
• Can adjust quantity or uncheck

Tier-Restricted (Disabled):

• Grayed out appearance
• Checkbox disabled
• Shows tier requirement badge
• Hover shows reason: “Requires [Tier Name]”

Event-Restricted (Hidden):

• Not shown in table
• Filtered out by event selection
• Only appears when correct event selected

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Boolean vs Quantity Items

Boolean Items:

• Show “YES” badge when included (no quantity input)
• Always count as 1 unit for cost calculation
• Example: “Logo on Website” (either included or not)

Quantity Items:

• Show plus/minus controls when included
• Start at quantity 1 when first checked
• Can increase/decrease as needed
• Max quantity enforced from library settings

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Preview PDF

Modal showing proposal PDF preview before sending.

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Accessing Preview

Button: Document icon (top right of Builder page) Action: Opens full-screen PDF preview modal

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PDF Content

Header Section:

• Your organization logo (if uploaded)
• Organization name
• “Sponsorship Proposal” title
• Package name as subtitle

Sponsor Section:

• “Prepared for: [Sponsor Name]”
• Sponsor logo (if exists)
• Date prepared

Package Overview:

• Package tier badge
• Sales price (if not Negotiator Mode)
• Event assignments (if any)
• Notes (if any)

Inclusions Section:

• Table of all included items
• Columns: Item Name, Quantity, Unit Cost, Total
• Subtotal per category
• Grand total at bottom

Signature Section (if enabled):

• Signature line
• Date line
• Terms and conditions

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Preview Modal Actions

Buttons:

• Close - Exit preview without action
• Download PDF - Download to computer
• Send Proposal - Opens send proposal modal

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Send Proposal Modal

Modal for sending proposals to sponsor contacts via email.

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Accessing Modal

Button: Envelope icon (top right of Builder page) Action: Opens send proposal modal

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Proposal Status

Draft Packages: Can send proposals Pending Approval: Already sent, shows status Approved: Shows approval info, can resend

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Modal Sections

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Recipient Selection

Primary Contact (auto-selected):

• Pre-checked if sponsor has primary contact
• Shows name, email, position

Additional Contacts:

• List of all other sponsor contacts
• Checkboxes to select recipients
• Shows name, email, position

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Email Template

Subject Line:

• Editable text field
• Default: “Sponsorship Proposal - [Package Name]”

Message Body:

• Multi-line textarea
• Supports line breaks
• Default template provided
• Personalize as needed

Attachment:

• PDF proposal automatically attached
• Shows file icon and name
• Generated on-the-fly when sending

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Send Options

Test Email (optional):

• Checkbox: “Send test email to yourself”
• Useful for previewing before sending to sponsor
• Sends to your account email

Track Opens (optional):

• Checkbox: “Track when proposal is opened”
• Adds tracking pixel to email
• Shows open timestamps in proposal history

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Modal Actions

Buttons:

• Cancel - Close without sending
• Send Proposal - Send email(s) (blue button)

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After Sending

Success Message: Confirmation that emails were sent Package Status: Changed to “pending_approval” Proposal Token: Unique link generated for sponsor to view/accept Redirect: Package moves to Proposals page

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Negotiator Mode

Special view mode that hides unit costs and emphasizes coverage percentages.

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Enabling Negotiator Mode

Location: Settings menu (global toggle) Effect: Applied across entire Sponsorships module

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Changes in Negotiator Mode

Summary Cards:

• ❌ Total Cost - Hidden
• ❌ Sales Price - Hidden
• ✅ Coverage - Shows label instead of percentage
• ❌ Contribution Margin - Hidden

Inclusions Table:

• ❌ Unit Cost column - Hidden
• ❌ Total column - Hidden
• ✅ Quantity column - Still visible
• ✅ All other columns - Unchanged

Coverage Labels (configured in Library → Negotiator tab):

• 0-25%: “Very Low Coverage”
• 25-50%: “Low Coverage”
• 50-75%: “Medium Coverage”
• 75-100%: “High Coverage”
• 100%+: “Full Coverage”

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Permissions

Different permissions show different content:

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Common Use Cases

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Creating First Package

1. Click “Create Sponsorship Package”
2. Fill in package name, sponsor, tier, sales price
3. Select events (if applicable)
4. Add notes (optional)
5. Click “Create Package”
6. Click “Inclusions” on package card
7. Check items to include
8. Adjust quantities as needed
9. Preview PDF
10. Send proposal to sponsor contacts

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Building Multi-Tier Packages

1. Create packages for each tier (Gold, Silver, Bronze)
2. Use same sponsor or different sponsors
3. Assign correct tier to each package
4. Include tier-appropriate items (exclusive items for higher tiers)
5. Adjust pricing based on value
6. Send different proposals to different sponsors

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Event-Specific Packages

1. Create event in Library → Settings
2. Create package with event selected
3. Only event-specific items appear in Builder
4. Build package for that event only
5. Send proposal highlighting event exclusivity

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Updating Package After Creation

1. Open package from list
2. Click “Edit Package” (pencil icon)
3. Update metadata (name, sponsor, tier, price, events)
4. Save changes
5. Return to Inclusions
6. Adjust items/quantities as needed
7. Preview updated PDF
8. Resend if already sent to sponsor

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Troubleshooting

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Can’t Check Item (Grayed Out)

Reason: Tier restriction - item requires higher tier Fix: Edit package and upgrade tier, or assign item to “All Tiers” in Library

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Item Not Appearing in Builder

Check:

• Item event assignment matches package events
• Item tier requirement ≤ package tier
• Item is active (not deleted)
• Library → Settings has item configured

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Can’t Increase Quantity

Reason: Hit max quantity limit Fix: Go to Library, edit item, increase Max Quantity field

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PDF Preview Shows Wrong Data

Try:

• Refresh browser
• Clear cache
• Save Builder changes
• Re-open preview

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Send Proposal Button Disabled

Reasons:

• No sponsor contacts (add contacts first)
• No items included (check at least one item)
• Package already approved
• Demo mode restrictions

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Coverage Percentage Wrong

Check:

• Total Cost = sum of all included items × quantities
• Sales Price set correctly in package metadata
• Formula: (Total Cost ÷ Sales Price) × 100%
• Verify all item unit costs in Library

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Next Steps