A checklist to ensure that all elements of sponsorship activation are completed successfully.
SayPro Documents Required from Employees
Activation Checklist
Purpose: The Activation Checklist is a detailed document used to ensure that all elements of sponsorship activation are completed successfully. This checklist helps track each task or requirement associated with the activation process, ensuring nothing is missed and that the sponsor’s expectations are fully met. It ensures proper planning, coordination, and execution across all stages of the sponsorship activation.
Activation Checklist Template Structure
1. Title Section
- Document Title: Sponsorship Activation Checklist
- Prepared by: Name and role of the employee responsible for maintaining the checklist.
- Date: The date of the checklist’s creation or the event’s activation timeline.
- Event/Campaign Name: The name or reference number of the event or campaign the checklist applies to.
- Version Control: The version number or revision date to track updates to the checklist.
2. Pre-Activation Planning
- Sponsor Agreement Finalized: Ensure the sponsorship agreement has been signed and finalized, with all terms and deliverables clearly outlined.
- Sponsorship Objectives Defined: Clearly define the objectives of the sponsorship (e.g., brand visibility, lead generation, product promotion).
- Key Performance Indicators (KPIs) Set: Ensure KPIs for measuring the success of the sponsorship have been agreed upon (e.g., impressions, website visits, social media engagement).
- Sponsor Deliverables List: Verify that all deliverables have been clearly outlined (e.g., branded materials, event participation, digital placements).
- Budget Confirmed: Ensure the sponsorship budget has been reviewed and approved, with funds allocated appropriately for the activation.
3. Creative Assets and Branding
- Sponsor Branding Guidelines Received: Confirm that the sponsor has provided any necessary branding guidelines (e.g., logo use, color schemes, fonts).
- Marketing Materials Developed:
- Print Materials: Flyers, posters, banners, etc.
- Digital Assets: Social media ads, email templates, website banners.
- Event Signage: Any physical signage for events.
- Approval of Creative Materials: Ensure that all creative assets (both print and digital) are approved by the sponsor and SayPro’s team before production or distribution.
- Co-Branding Considerations: Verify that any co-branded materials have been approved by both parties and meet the expectations of the sponsor.
4. Event/Activation Logistics
- Event Venue/Platform Confirmed: Verify that the event venue or virtual platform for the activation is booked and confirmed, if applicable.
- Staffing and Roles Assigned: Assign staff to manage various aspects of the activation (e.g., event setup, registration, logistics, customer engagement).
- Sponsor Booth/Area Set-Up (if applicable): If the sponsorship includes a booth or specific activation area, confirm that the layout, design, and logistics are in place.
- Technical Requirements for Activation (if applicable): Confirm that any technical equipment or platform requirements (e.g., AV equipment, online streaming tools) are prepared.
- Event Timeline and Schedule Finalized: Ensure that the event or activation timeline has been reviewed and shared with the sponsor and relevant team members.
5. Communication and Coordination
- Sponsor Contact Points Identified: Confirm the sponsor’s key contacts for coordination (e.g., marketing manager, event coordinator).
- Internal Team Briefing Completed: Ensure the internal team is briefed on the sponsorship objectives, expectations, and responsibilities.
- Sponsor Expectations Communicated: Confirm that the sponsor’s expectations have been communicated clearly to the team, including any special requests.
- Pre-Event Communication Sent to Sponsors: Send pre-event communications to the sponsor, outlining final event details, access information, and logistics.
- Engagement Plan for Social Media and Online Promotion: Ensure a clear plan is in place for promoting the sponsorship on social media, websites, and other online platforms.
6. On-Site Activation (if applicable)
- Event Setup and Installation Completed: Ensure all physical setup for the event or activation has been completed (e.g., banners, booths, signage).
- Sponsor Branding Properly Displayed: Confirm that sponsor branding is displayed prominently and according to agreed terms.
- Staff Briefing: Ensure all staff are fully briefed on their roles and responsibilities during the activation.
- Sponsor Rep On-Site (if applicable): Confirm that the sponsor’s representative is present and ready for the activation.
- Engagement Activities Ready to Launch: Verify that any interactive or engagement-driven activities are ready to be implemented (e.g., games, demos, giveaways).
- Event/Activation Materials Handled: Confirm that any necessary handouts, giveaways, or other materials are ready and available for distribution.
7. Post-Activation Follow-Up
- Sponsor Debrief Meeting Scheduled: Arrange a debriefing meeting with the sponsor to discuss the results and any feedback on the activation.
- Performance Data Collected: Gather all relevant performance data for the activation (e.g., impressions, attendee feedback, social media engagement).
- Post-Event Communication Sent to Sponsors: Send post-event communications with performance highlights, images, and any next steps for potential future activations.
- Feedback and Lessons Learned: Collect feedback from the sponsor and internal team to identify areas for improvement in future sponsorships.
- Follow-Up Action Items: Identify any follow-up tasks or commitments to be carried out post-activation (e.g., sending additional materials, planning future engagements).
8. Final Confirmation
- Final Deliverables Sent to Sponsor: Ensure that all final deliverables (e.g., reports, content) have been sent to the sponsor.
- Sponsor’s Feedback Collected: Request feedback from the sponsor on the activation, including what worked well and areas for improvement.
- Closing Report Compiled: Ensure that a closing report summarizing the results of the activation, including key performance metrics, is prepared and sent to the sponsor.
Example of a Completed Checklist Entry
| Task | Completed (Yes/No) | Date Completed | Notes |
|---|---|---|---|
| Sponsor Agreement Finalized | Yes | January 15, 2025 | Agreement signed and deliverables confirmed. |
| Creative Assets Developed | Yes | February 1, 2025 | Social media ads and banners created. |
| Event Venue Confirmed | Yes | January 20, 2025 | Venue booked at Conference Center. |
| Sponsor Branding Displayed | Yes | February 20, 2025 | Logos displayed at the front and back of the event. |
| Event Timeline Finalized | Yes | February 18, 2025 | Timeline shared with sponsor and team. |
| Performance Data Collected | Yes | February 25, 2025 | Impressions and engagement data gathered. |
| Sponsor Debrief Meeting Scheduled | Yes | March 1, 2025 | Scheduled for March 5, 2025. |
Conclusion:
The Sponsorship Activation Checklist is an essential tool to ensure that all aspects of a sponsorship activation are planned, organized, and executed efficiently. By following this checklist, SayPro can ensure that no detail is overlooked and that the sponsor’s expectations are met at every stage of the process. This helps to create a seamless activation experience for both SayPro and its sponsors, ensuring the partnership is successful and beneficial for all parties involved.
Leave a Reply