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Sponsorship Package Builder

Build professional sponsorship packages with the Valiyou Package Builder. Create custom packages by selecting inventory items, setting quantities, calculating tiered pricing, and generating branded proposals for your sponsors. From VIP hospitality bundles to comprehensive branding packages — streamline your sponsorship sales process with automated package building and proposal generation.

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Accessing Packages

Navigate to Sponsorships → Packages from the sidebar to access package management.
Plan Required: Professional or Enterprise plan Permission Required: Packages permission or Admin access

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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
Draft Packages Only: The packages list shows only draft packages. Approved packages appear in Proposals page.

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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
Quick Access: Click “Inclusions” to jump straight to building the package with inventory items.

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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. 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
Sponsor Required: You must have at least one sponsor before creating a package. If no sponsors exist, you’ll see a prompt to create one first.
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
Event Filtering: Items with event assignments will only appear in Package Builder if their event is selected here or they apply to “All events”.
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
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)
Delete Package: Deleting a package also deletes all items in that package. This action cannot be undone.

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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
Save Status: Changes save automatically as you work. No manual save button needed.

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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”)
Healthy Coverage: Aim for 75-100% coverage. This means item costs closely match sales price, making the package realistic and balanced.

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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
Smart Filtering: Items assigned to different events than selected are automatically hidden to prevent confusion.

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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
Tier Restrictions: Items with tier requirements higher than package tier are disabled and grayed out. Upgrade package tier to access them.

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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
Strategic Ordering: Reorder items to group similar offerings or prioritize high-value items in proposals.

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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
Auto-Quantity: Checking an item automatically sets quantity to 1 for quantity-based items. Unchecking resets to 0.

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PDF Design Templates

Customize the visual design of your proposal PDFs with three professional templates.

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Selecting Design Template

Location: Package Builder > “Design” tab (next to Inclusions) Available Templates:
  • Classic (default) - Traditional professional design with blue headers
  • Modern - Contemporary design with purple gradient headers
  • Minimal - Clean minimalist design with subtle styling
Sponsorship proposal PDF design templates showing classic, modern, and executive layouts with customizable branding, colors, and cover pages for professional sponsor presentations
Template Selector:
  • Dropdown menu with three options
  • Preview thumbnails (if available)
  • Selection saves automatically
  • Applied to all PDFs generated for this package
Brand Consistency: Choose a template that matches your organization’s brand identity. Modern templates work well for tech/sports brands, while Classic suits traditional organizations.

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Template Styles

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Classic Template

Characteristics:
  • Blue header backgrounds (rgb(37, 99, 235))
  • Traditional typography
  • Professional and trustworthy appearance
  • Subtle borders and spacing
Best For:
  • Corporate sponsors
  • Traditional organizations
  • Conservative industries
  • Long-term partnerships

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Modern Template

Characteristics:
  • Purple gradient headers (indigo to violet)
  • Contemporary design elements
  • Bold, eye-catching appearance
  • Dynamic color scheme
Best For:
  • Tech companies
  • Sports organizations
  • Creative industries
  • Youth-oriented sponsors

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Minimal Template

Characteristics:
  • Light gray headers (rgb(249, 250, 251))
  • Clean, simple design
  • Lots of white space
  • Minimalist aesthetic
Best For:
  • Luxury brands
  • High-end sponsors
  • Design-conscious partners
  • Premium packages
Template Preview: Generate a test PDF with each template to see how your specific content looks before sending to sponsors.

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Custom Cover Images

Add organization-specific branding with custom PDF cover pages. Setup: Platform > Settings > PDF Contract Covers How to Upload:
  1. Go to Platform > Settings
  2. Scroll to “PDF Contract Covers” section
  3. Click “Upload Cover” button
  4. Select image file (PNG or JPG)
  5. Cover applies to all future PDFs
Upload custom PDF cover page with drag-and-drop interface for branded sponsorship proposals, supporting JPG, PNG, and PDF formats up to 5MB
Cover Requirements:
  • Format: PNG or JPG only
  • Size: Maximum 5 MB
  • Dimensions: Recommended 1200x1600px (portrait, 3:4 aspect ratio)
  • Content: Organization logo, branding, imagery
PDF Structure with Cover:
  1. Custom Cover Page (your branded image) ← NEW
  2. Pre-Contract Terms of Service
  3. Package Details & Sponsor Info
  4. Inclusions Table
  5. Financial Summary
  6. Post-Contract Terms of Service
  7. Signature Page
Professional Design: Use high-quality, professional images for cover pages. Low-resolution or poorly designed covers create a negative first impression.

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Terms of Service Integration

Include custom terms and conditions in your PDFs automatically. Setup: Platform > Settings > Terms of Service Two Types:
  • Pre-Contract Terms - Displayed BEFORE package details (introductory text, eligibility)
  • Post-Contract Terms - Displayed AFTER package details (legal terms, payment terms)
Configuration:
  1. Go to Platform > Settings > Terms of Service
  2. Enter “Pre-Contract Terms” (optional intro text)
  3. Enter “Post-Contract Terms” (legal terms and conditions)
  4. Click “Save Terms”
  5. Terms automatically included in all PDFs
Legal Review: Always have your Terms of Service reviewed by legal counsel. These terms become part of binding contracts with sponsors.
Example Pre-Contract Terms: 
Thank you for your interest in partnering with [Organization].

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

All sponsorships are subject to management approval and must
comply with our brand guidelines.
Example Post-Contract Terms: 
TERMS AND CONDITIONS

1. Payment Terms: Full payment due within 30 days of signing.
2. Cancellation: 90 days written notice required.
3. Rights: Sponsor may not transfer agreement without consent.

By signing, Sponsor agrees to all terms in this agreement.

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Complete PDF Customization

Full PDF Structure:
  1. Custom Cover (if uploaded)
  2. Pre-Contract Terms (if configured)
  3. Package Header with your logo
  4. Sponsor Information with sponsor logo
  5. Package Overview (tier, events, dates)
  6. Inclusions Table styled per template
  7. Financial Summary (costs, margin, total)
  8. Post-Contract Terms (if configured)
  9. Signature Page with date fields
Professional Package: Combine all three features (custom template + cover image + terms of service) for a complete, professional, legally-sound sponsorship proposal.

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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
Review Before Sending: Always preview the PDF to ensure all items, quantities, and pricing are correct before sending to sponsors.

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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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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
No Contacts Warning: If sponsor has no contacts, you’ll see a prompt to add contacts before sending.

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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
Buttons:
  • Cancel - Close without sending
  • Send Proposal - Send email(s) (blue button)
Status Change: Sending a proposal changes package status from “draft” to “pending_approval”. It moves from Packages page to Proposals page.

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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”
Use Case: Negotiator Mode is useful for proposal-based pricing strategies where you want to focus on value delivery rather than explicit costs.

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Permissions

Different permissions show different content:
PermissionCan ViewCan CreateCan EditCan DeleteCan Send Proposals
Packages Role✅ Yes✅ Yes✅ Yes✅ Yes✅ Yes
Admin✅ Yes✅ Yes✅ Yes✅ Yes✅ Yes
Other Roles❌ No❌ No❌ No❌ No❌ No
Professional/Enterprise Only: Packages feature requires Professional or Enterprise plan. Starter plans cannot access this module.

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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

Send Proposals

Use Send Proposal feature to email sponsors

View Proposals

Track sent offers and proposal status

Analyze Performance

Review package metrics and insights

Update Library

Add more items for future packages

Manage Sponsors

Create and manage sponsor relationships
Template Strategy: Create “template” packages with common item configurations, duplicate them, and customize for new sponsors. Saves time!

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Frequently Asked Questions

Click “New Package” button, fill in package name, select the sponsor, choose tier level, and configure pricing mode (Cost-Plus or Negotiator). Then click “Inclusions” to add inventory items using the Package Builder. Finally, preview and send the proposal to your sponsor contacts.
Cost-Plus mode calculates sales price automatically based on unit costs plus a margin percentage (e.g., items cost €100k + 50% margin = €150k sales price). Negotiator mode hides unit costs and lets you set a custom sales price without showing cost breakdown. Use Cost-Plus for transparent pricing and Negotiator for flexible deal-making.
Yes! The Package Builder includes a “Preview PDF” button that generates a full proposal preview with your organization branding, selected design template, inventory items, and pricing. You can customize PDF templates, upload custom cover pages, and see exactly what sponsors will receive before sending.
The Package Builder integrates with the inventory system and enforces max quantity limits. If an item has 50 VIP tickets available, you cannot add more than 50 to the package. The quantity input shows warnings and red borders when limits are reached, preventing accidental double-booking.
Yes! When creating a package, select a tier (Gold, Platinum, Silver, etc.) to restrict which inventory items appear in the Package Builder. Items marked as tier-exclusive will only be available for packages at that tier level or higher. This lets you create premium packages with exclusive benefits for high-value sponsors.
Valiyou includes three professional PDF templates: Classic (traditional blue design), Modern (contemporary purple gradient), and Minimal (clean minimalist). Each template is fully customizable with your organization logo, brand colors, and optional custom cover page. Templates are managed in Platform → Settings → Documents.
Yes! When building packages, you can include items assigned to specific events (e.g., “Championship Game VIP Box”). The Package Builder shows which event each item belongs to, allowing you to create special event packages alongside year-round offerings.
After building your package, click the “Send Proposal” button. This generates a branded PDF proposal and opens an email composer with sponsor contacts pre-filled. You can customize the email message and send directly to sponsors. All sent proposals are tracked in the Proposals page.
When you add items to a draft package, they’re automatically RESERVED in the inventory system, reducing available quantities. If the package is approved, items become COMMITTED (locked). If rejected or deleted, items are RETURNED to available inventory. This prevents overselling across multiple packages.
Yes! Use the duplicate feature to copy existing packages with all items and quantities. This is perfect for creating “template” packages with standard configurations that you can customize for different sponsors. Simply duplicate, change sponsor name, adjust items if needed, and send.