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INTRODUCTION

Sponsorships are an excellent way to offset fundraising costs by providing benefits to large donors like event tickets, logo visibility on the Giving Center, scoreboards, and/or physical materials, and other special perks. These can be tracked in OneCause in various ways depending on whether or not the sponsorship being sold contains tickets. Read on for a discussion of these options.

Tip! If you are not selling sponsorships via OneCause but still have sponsors that you want to highlight on your Giving Center, check out Sponsor Logos!

Please click on links below to jump to sections:

      Non-Ticketed Sponsorships / Ad Sales
            Selling Non-Ticketed Sponsorships
            Best Practices
      Ticketed Sponsorships
            Selling Ticketed Sponsorships
            Best Practices
            Collecting Guest Information (Ticket Assignments)
            Handling Unused Sponsorship Tickets
            
 


NON-TICKETED SPONSORSHIPS / AD SALES

Sponsorships that do not include tickets cannot currently be sold alongside ticketed sponsorships in the Giving Center. These often include ad/journal sales, event night promotion or other methods of providing sponsor exposure.

SELLING NON-TICKETED SPONSORSHIPS

If you are selling non-ticketed sponsorships like ad sales, there are two ways to accomplish this:

  1. If you are NOT selling these sponsorships on your Giving Center and instead are only tracking in Planner, consider selling these sponsorships as simple Miscellaneous Charges.
  2. If you wish to let people buy these sponsorships on your Giving Center, you will instead set them up as Fixed Price Packages. This allows you to establish set prices for each sponsorship as well as limit the available quantity (for example, if you are selling Ad Sales you might have a limit of 1 for the Back Cover Ad and a limit of 4 for your Half-Page Inside Cover Ads.)

As Fixed Price purchases, your sponsors are able to receive a receipt of what they paid and what the value is so they can properly reflect a charitable amount on their taxes.

BEST PRACTICES

  • Sponsorships are rarely 100% tax-deductible; this is why we recommend setting these up as Fixed Price rather than Donations.
  • To sell these sponsorships in Planner, use the Enter Sales & Donations tool.
  • Before the event:
    • Make sure all Sponsorships are marked as paid so they don't show up on the guest's balance due at the event.
    • Hide these packages prior to your live event so they will no longer be visible to guests. This can be done by opening the package from Planner > Packages > Manage Packages > Visibility tab, then unchecking the "Show in Fundraiser" box.
    • Hide these packages from the Scoreboard to avoid any confusion during the event. This can also be done from the Visibility tab on Package Edit by unchecking the "Show on Scoreboard" checkbox. 
  • Selling Sponsorships won't automatically add sponsor logos to your system; if you wish to upload a logo, follow these directions to add logos that can provide sponsor visibility on the Giving Center and scoreboards.

 


TICKETED SPONSORSHIPS

Ticketed Sponsorships can be created and sold like any other Ticket Package. You may make each sponsorship available for the public to purchase on your Giving Center, or you may decide to limit it to only your staff selling ticketed sponsorships through Planner.

SELLING TICKETED SPONSORSHIPS

There are two methods for selling ticketed sponsorships in Planner:

  1. Corporate Sponsors
    • In this scenario, the purchaser of the tickets is acting on behalf of a company and may or may not be attending the actual event
    • When selling these sponsorships via Planner, first create a unique supporter record with a type of "Company" for the corporation and use it to record the ticket purchase and payment
    • If the corporate contact in charge of the purchase is also attending the event, create a second supporter record for their personal information and use the "New or Existing Supporter" option during the ticket sale to assign a ticket to that record
    • When selling tickets in Planner, the default selection for the ticket assignee is the purchaser; make sure to change this either to a "Guest of <Company>" or to a specific supporter using the "New or Existing Supporter" option
    • For example, if a corporate sponsorship includes 10 tickets, there should be 11 total supporters:
      • 1 Company supporter that contains the ticket purchase/payment
      • 10 Person supporters that are assigned the tickets and contain actual guest information
    • If the sponsorship purchaser is not able to provide guest information at the time of purchase, you may click "I'm done. Fill in remaining ticket(s) for me." at the bottom of the first ticket to assign the remaining tickets to "Guest of" supporter records that can be filled in later
    • At the end of the ticket sale in Planner, use the "Email Receipt" button in the top right corner to generate a ticketing receipt containing:
      • Your custom ticketing receipt message
      • A personal One-Click Login link prompting the purchaser to fill in any guest information on their own later in the Giving Center ("Need to fill out ticket details later? Click here to log in and choose "Your Tickets" on the Menu!")
  2. Individual Sponsors
    • In this scenario, the purchaser of the tickets is acting as an individual who is likely also attending the event
    • When selling these sponsorships via Planner, you may create a single supporter record with a type of "Person" and use it to record the ticket purchase and payment
    • For this sponsorship, if the purchaser is also attending the event, you may leave the default selection for the ticket assignee on the first ticket alone - this will assign the first ticket to the purchaser
    • For example, if an individual is purchasing a sponsorship including 10 tickets and plans on attending, there should be 10 total supporters:
      • 1 Person supporter that contains the purchase/payment AND is assigned a ticket
      • 9 Person supporters that are assigned the tickets and contain actual guest information

BEST PRACTICES

  • Each Sponsorship ticket package should contain the number of tickets the sponsor receives (e.g. a "Gold Sponsorship" might contain 10 tickets).
  • Benefits of the Sponsorship can be listed in the ticket package's Description field, and will be visible to all who see the package in the Giving Center.
  • If your Sponsorship includes a table, make sure to assign all ticket holders of this sponsorship to the same table.
  • If any of your Sponsorships will only be sold via the back end (Planner) and should not be purchased directly by guests on the Giving Center, be sure to uncheck "Show in Fundraiser" on the corresponding Ticket Packages under Tickets > Setup Tickets.
  • Make sure all Sponsorships are paid before your event so they don't show up on the guest's balance due at the event.
  • Selling Sponsorships won't automatically add sponsor logos to your system; if you wish to upload a logo, follow these directions to add logos that can provide sponsor visibility on the Giving Center and scoreboards.

COLLECTING GUEST INFORMATION (TICKET ASSIGNMENTS)

When selling ticketed sponsorships, purchasers may not always know exactly who will be using their event tickets at the time of the sale. With OneCause, these ticket purchasers can always find their tickets in the Giving Center later and assign them to guests!

When a purchaser buys tickets via the Giving Center OR is sold tickets on the back end via Planner, the ticketing email receipt that is generated contains a personal One-Click Login link with instructions on how to fill in any guest information on their own later in the Giving Center ("Need to fill out ticket details later? Click here to log in and choose "Your Tickets" on the Menu!").

Note: While the ticketing email receipt is generated automatically for Giving Center ticket purchases, you'll need to send it manually for tickets sold via Planner. You can do this by clicking the "Email Receipt" button in the top right corner at the end of your Planner ticket sales!

Purchasers who subsequently sign in to the Giving Center can navigate to the "Your Tickets" option on the Menu, where they can see all purchased tickets and assign, reassign, or unassign as needed.

When assigning tickets, purchasers are prompted to enter their guests' names and may additionally input mobile #'s and email addresses.  Entering guest emails provides the following benefits:

  • If a guest email is entered, OneCause will automatically check the existing Supporter List to see if there is a matching supporter record based on email; if found and the supporter does not yet have a ticket, OneCause will assign that supporter the ticket and update contact info with what the purchaser has entered. This is designed to help prevent duplicates in the system!
  • If a guest email is entered, OneCause will automatically generate a ticket assignment email to that potential guest. This email includes:
    • Notification that a ticket was purchased on the guest's behalf and who bought it
    • Organization name (populated under Setup > Preferences > Organization)
    • Event information including name, date, and location (populated under Setup > Preferences > Event)
    • Ticket details (ticket # and ticket package)
    • A personal One-Click Login link that allows the guest to quickly sign in to the Giving Center and get pre-registered by filling in any additional required contact information

Note that the guest does not have to enter a special "claim code" to claim their ticket - it is automatically assigned to them as soon as the purchaser enters their information, and their supporter record is automatically marked as an Attendee in Planner! This process is designed to save you time and energy by putting ticket purchasers in charge of their guest assignments. It also makes for a more efficient registration and improved guest experience by providing both the ticket purchaser and their guests with easy access One-Click Login links!

Note: Whenever a ticket is assigned or reassigned, a new supporter record is created for the assignee. In order to keep your Supporter List clean, if a ticket is reassigned to a new supporter, the system will attempt to delete the original ticket assignee from the list as long as that person has never logged in and has no associated activity (purchases, bids, donations, etc.). If the original ticket assignee cannot be deleted, the system will automatically uncheck them as an Attendee.

 

HANDLING UNUSED SPONSORSHIP TICKETS

Sponsors may not always use the tickets that come with the sponsorship. If you sell them as detailed above, you will end up with "Guest of [sponsor name]" supporter records for any sponsorship tickets not yet assigned to a guest.

There are three ways to handle these tickets:

  1. Hang on to the tickets until event night in case the sponsor decides to use them, or use them as a way to resolve last-minute problems on event night.
  2. If the sponsor decides they cannot use some of their tickets, you could donate those tickets to staff, faculty, or other constituents who wouldn't normally be able to attend your event.
  3. If donating unused tickets is not an option, in order to keep your ticket count accurate with how many people are attending, consider one of the following:
    1. Do not sell a ticketed sponsorship to that sponsor at all - use the Non-Ticketed Sponsorship option to sell the sponsorship without creating any tickets you know won't be used, OR
    2. Create a special ticketed sponsorship package just for them that includes the exact number of tickets they are able to use.

 

 

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