ATTENTION: The RLA grant program has been suspended until futher notice due to budget uncertainty. There will be no fall 2009 RFP. Please check back for information about spring applications. Posted 09/14/09

Research Leadership in Action

Finding Sponsors
Offices on Campus that can Assist with Sponsors
Developing a Sponsor Program
Soliciting Sponsors
Once Your Sponsor is Secured
Processing your Sponsorship
For More Information

Sponsorships

The long-term financial success of any annual event lies in the ability to secure sponsors. Sponsorships not only offset event costs not covered by a grant, they also solidify external relationships and enable event organizers to expand next year's event.

For the Research Leadership in Action program, you must secure matching monies from a sponsor or sponsors in order to fulfill the grant requirements. Here are some basic guidelines to assist you in your quest for “match” and other sponsorships.

Finding Sponsors

Finding sponsors takes time. It's helpful to start to identify potential sponsors at least 6 months in advance of your event although shorter intervals are acceptable if there is already a strong relationship with the identified sponsor. In the case of the Research Leadership in Action program, you must secure your match sponsor by the deadlines listed in the RFP.

Sponsors should be individuals or organizations who share an interest in your area and have a vested interest in the outcomes of your event. Many times, sponsors are organizations that are already connected to your activities, such as collaborators or previous funders. In addition to tapping your own network for sponsors, there are a number of offices on campus that can help you identify and approach organizations or individuals to sponsor your event.

Offices on Campus that can Assist with Sponsorships

• Office of Research Liaison and Development (545-2706)—for connections to research units of national and regional companies; regional and state economic development associations; state science and technology associations.

• Office of Corporate Relations (577-4016)—for connections to philanthropic and community outreach units of national and regional companies.

• Office of Foundation Relations (545-5867)—for private foundation sources.

• Your School/College development officers —for alumni and individual friends of the campus.

Developing a Sponsor Program

Sponsors should be rewarded for their support. Consider how you think they would like to be rewarded and what is important to them, then make those opportunities available to them in return for their sponsorship. Rewards usually include:

• Access to the network of participating institutions

• Exposure to a number of participants whom they want to connect with, such as potential business partners, entrepreneurial faculty, potential future workforce (students) and potential collaborators.

• Visibility through event marketing and advertising

• Leadership through opportunities to be on the agenda and to be identified as a facilitator of the event

• Discounts for attendees from sponsor organizations

It's common to develop a sponsor program made up of levels such as “gold” “silver” and “bronze”, with gold sponsors having pledged the most in sponsorship, silver less and bronze less than silver. Rewards are then allocated accordingly. An example sponsorship program might look like this (document is an excel table that can be edited by double-clicking). All of the above can succinctly pulled together in a sponsorship proposal. Here's an example.

Soliciting Sponsors

Whether you already have a relationship with a potential sponsor or you are approaching them for the first time, a good first step towards engagement is to send a sponsorship request letter (hardcopy or email). The sponsorship request letter is an opportunity to outline the importance of your event to your prospective sponsor and to motivate them to respond to your request. Here's a sample letter.

Once Your Sponsor is Secured

Once your sponsor is secured, confirm their support by sending them something in writing that outlines the terms of the sponsorship to ensure that both parties understand and agree to the terms of the commitment. Confirmation can take the form of a simple contract signed by both parties, or as a letter of commitment along with a statement. Do not call this document an invoice. Only the University Controller's office can issue an invoice on behalf of the campus. If a sponsor requires an invoice in order to generate a check, call the Controller's Office for guidance on how to proceed.

Here's and example of a simple contract and of a letter of commitment.

Processing Your Sponsorship

Corporate Sponsorships that come in the form of a sponsorship check can be deposited directly into a Conference Services revenue account against which expenditures can be made, or they can be deposited directly into any allowable departmental account. Please consult your business manager for guidance on departmental accounts. External sponsorships that come in as gifts are processd through the office of Records and Gifts Processing (RGP) in Development. Contact your School/College Development Officer for forms and assistance. Sponsorships that are grants are processed through the Office of Grant and Contract Administration (OGCA) in the Research area. Consult the appropriate OGCA award manager for your sponsor type.