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How can you use collaboration tools to build relationships with sponsors?

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Collaboration tools are not only useful for engaging your conference attendees, but also for building relationships with your sponsors. Sponsors are essential for funding your event, providing valuable insights, and enhancing your reputation. However, it can be challenging to communicate effectively with them, especially in a virtual or hybrid setting. In this article, you will learn how to use collaboration tools to create a positive and productive experience for your sponsors before, during, and after your conference.

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Soumik Debnath

Internal Auditor at Ujjivan Small Finance Bank

1 Choose the right tools

Choosing collaboration tools for your conference is essential to ensure that it will be easy to access, reliable, and secure. Popular tools include video conferencing platforms like Zoom, Skype, or Google Meet for hosting live sessions, Q&A, and networking with sponsors. Messaging apps such as Slack, WhatsApp, or Telegram can be used to send updates, feedback, and reminders to sponsors. Project management tools like Trello, Asana, or Basecamp can help organize tasks, deadlines, and deliverables with sponsors. File sharing tools like Google Drive, Dropbox, or OneDrive are useful for exchanging documents, presentations, and reports with sponsors. Finally, survey tools such as SurveyMonkey, Typeform, or Google Forms can help collect data, feedback, and testimonials from sponsors.

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Soumik Debnath

Internal Auditor at Ujjivan Small Finance Bank
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Utilize collaboration tools like shared project management platforms and video conferencing to maintain transparent communication with sponsors. Regularly update them on project progress, share documents, and schedule virtual meetings to discuss goals. Foster a sense of partnership by encouraging their input and addressing concerns promptly. This interactive approach builds trust, strengthens relationships, and ensures sponsors feel actively engaged in the collaborative process.

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Soumik Debnath

Internal Auditor at Ujjivan Small Finance Bank
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Utilize collaboration tools like shared project management platforms and video conferencing to maintain transparent communication with sponsors. Regularly update them on project progress, share documents, and schedule virtual meetings to discuss goals. Foster a sense of partnership by encouraging their input and addressing concerns promptly. This interactive approach builds trust, strengthens relationships, and ensures sponsors feel actively engaged in the collaborative process.

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Khairul Alam, (PGDLSCM)

Manager (PAM Lead) at GIM - Digital Truck
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Collaboration tools can facilitate communication between you and your sponsors through features such as chat, video conferencing, email, and notifications. You can use these features to update your sponsors on the progress of your project, solicit feedback, address issues, and acknowledge their contributions. - Sharing relevant and useful information. Collaboration tools can help you share information with your sponsors that is relevant to their interests, needs, and goals. You can use features such as file sharing, document editing, data visualization, and reporting to provide your sponsors with data, insights, reports, and deliverables that demonstrate the value and impact of your project.

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2 Communicate clearly and regularly

The second step is to communicate regularly and effectively with your sponsors using the collaboration tools. Establishing trust, transparency, and rapport is key. To do this, set clear expectations and guidelines for the sponsorship agreement, such as the benefits, responsibilities, and costs involved. Share your conference agenda, theme, and speakers with your sponsors and invite them to contribute their ideas and expertise. Additionally, update your sponsors on the progress of your conference planning and execution, as well as solicit feedback and suggestions from them on how to improve the quality and impact. Lastly, don't forget to appreciate and acknowledge your sponsors for their involvement in your conference.

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3 Showcase your sponsors

The third step is to showcase your sponsors using the collaboration tools to give them exposure, recognition, and value for their investment. You can feature their logos, banners, and links on your conference website, social media, and email newsletters. Invite them to present their products, services, or solutions in your conference sessions, workshops, or demos. Connect them with your conference attendees, speakers, and partners through video conferencing, messaging, or networking platforms. Highlight their stories, testimonials, or case studies in your conference blog, podcast, or video channel. And thank them publicly and personally in your conference opening, closing, and follow-up remarks. By doing this you will be able to show your sponsors just how much their support means to you.

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4 Measure and report your results

The fourth step is to measure and report your results using the collaboration tools. This allows you to demonstrate the outcomes, impact, and ROI of your conference and sponsorship. To do this, track and analyze the key metrics of your conference performance, such as attendance, engagement, satisfaction, and feedback. Additionally, collect and share the data, feedback, and testimonials from your conference attendees, speakers, and partners. Compare the results with your conference goals, objectives, and benchmarks. Afterwards, create a comprehensive report to your sponsors that highlights the achievements, challenges, and learnings of your conference. Finally, discuss and plan the next steps and opportunities for future collaboration with your sponsors.

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5 Build long-term relationships

The fifth step in creating a successful conference is to build long-term relationships with your sponsors using collaboration tools. To do this, follow up and follow through with your sponsors after the conference, thanking them and addressing any issues or concerns. Additionally, provide ongoing support, value, and resources to your sponsors. Keep in touch and update them on your conference outcomes as well as invite them to join your community. Moreover, seek and offer new ways to collaborate with your sponsors on future projects, initiatives, or events. By using collaboration tools effectively, you can enhance communication, showcase sponsors, measure results, and build strong relationships. This will not only improve conference success but also sponsorship retention and satisfaction.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Joseph Mwenda

Business Lead | sales |Saas
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Communication platforms: Use communication platforms like Microsoft teams, Slack and other project - specific channels to keep the sponsors updated on the project progress, discuss any challenges and share important updates.

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How can you use collaboration tools to build relationships with sponsors?

1

2

3

4

5

6

1 Choose the right tools

2 Communicate clearly and regularly

3 Showcase your sponsors

4 Measure and report your results

5 Build long-term relationships

6 Here’s what else to consider

Conferences

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How can you use collaboration tools to build relationships with sponsors?

1

2

3

4

5

6

1 Choose the right tools

2 Communicate clearly and regularly

3 Showcase your sponsors

4 Measure and report your results

5 Build long-term relationships

6 Here’s what else to consider

Conferences

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