Here’s a detailed plan for the SayPro Sponsor Relationship Manager focused on coordinating special requests from sponsors, such as VIP access, additional branding opportunities, or unique activations:
SayPro: Sponsor Relationship Manager
Focus: Coordinate Special Requests from Sponsors, Ensuring VIP Access, Additional Branding Opportunities, or Unique Activations
Objective:
To deliver exceptional sponsor experiences by managing and fulfilling special requests promptly and effectively, thereby enhancing sponsor satisfaction and fostering long-term partnerships.
Key Responsibilities & Execution Plan
1. Request Intake & Documentation
- Centralized Request System
- Establish a clear process for sponsors to submit special requests (via email, form, or direct contact).
- Detailed Logging
- Record all requests with specifics—type of request, deadline, responsible parties, and any associated costs or approvals needed.
2. Assessment & Feasibility
- Evaluate Requests
- Review each request in terms of feasibility, festival policies, budget, and timeline.
- Consult Internal Teams
- Coordinate with logistics, marketing, production, and security teams to confirm capability and plan execution.
- Communicate with Sponsors
- Provide timely feedback on request status, potential alternatives, or limitations.
3. Implementation Coordination
- VIP Access Management
- Arrange VIP passes, backstage tours, or exclusive event access per sponsor agreements.
- Additional Branding Opportunities
- Organize extra signage, digital placements, or swag distribution beyond standard packages.
- Unique Activation Setup
- Facilitate customized activations, such as product demos, experiential zones, or interactive installations.
4. On-Site Support & Follow-Up
- Ensure Smooth Execution
- Oversee the implementation of special requests on-site, liaising with relevant teams to address any issues.
- Sponsor Liaison
- Maintain communication with sponsors to confirm satisfaction and address last-minute needs.
5. Post-Event Review
- Document Outcomes
- Report on the fulfillment of special requests, including successes and any challenges faced.
- Gather Sponsor Feedback
- Collect input on the experience and opportunities for future improvements.
Tools & Communication Channels
| Function | Tools & Platforms |
|---|---|
| Request Tracking | CRM systems (Salesforce, HubSpot) |
| Communication & Scheduling | Email, Zoom, Google Calendar |
| Task & Project Management | Asana, Trello, Monday.com |
| Documentation & Reporting | Google Docs, Excel |
Key Deliverables
- ✅ Special Requests Log & Status Tracker
- ✅ Feasibility Assessment Reports
- ✅ Implementation Plans & Timelines
- ✅ On-Site Support Briefings
- ✅ Post-Event Fulfillment & Feedback Reports
Success Metrics
- 100% timely and accurate fulfillment of sponsor special requests
- Positive sponsor feedback on VIP and branding experiences
- Smooth coordination with internal teams and minimal execution issues
- Increased likelihood of sponsor renewals and upgraded partnerships
Would you like me to help create a special request intake form, a tracking dashboard, or a post-event feedback template?
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