Futkal tondo
Manual
how to use the sponsorship kit
Table of Contents Introduction/Purpose......................................................1 Elements of the Sponsorship Kit.......................................1 Corporate Sponsorship.....................................................2 Objectives of this Manual.................................................2 Acquiring Sponsorships Step 1:Identifying Potential Sponsors.............................3-5 Step 2: Creation of Sponsors’ Database.......................... 5-6 Step 3: Aquiring Company Information...........................6-8 Step 4: Sending the Sponsorship Kit...............................8-10 Step 5: Follow-Ups........................................................11-13 Step 6: Meetings............................................................13-14 Step 7: Sustaining Relationships....................................15-16 Table of Contents
STEP  1 Identifying Potential Sponsors There are plenty of corporations to choose from, but narrow down your options of potential sponsors by knowing which corporations has the same advocacy and values as Futkal-Tondo. Corporations have the tendency to support non-profit organizations they share common advocacies and values with. To identify potential sponsors, the key is to do research. You can research for potential sponsors by using the easiest and fastest tool: the internet. It’s time to make search engines your best buddy while doing this task. To ensure efficiency in using search engines for your research, type a combination of keywords that will lead you to potential sponsors easier. If you have companies in mind, type the name of the company in the search engine then add keywords to it. Examples of Keywords: Name of Company Mission Vision (Running Man Mission Vision) Using these keywords will most likely lead you to the website of the company specifically its mission vision page. Make sure to read about it and reflect if the company does share the same values and advocacy as Futkal-Tondo. Take note that you can type a combination of keywords for your research. Remember, the goal is to get to know and discover potential sponsors for Futkal-Tondo.
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Other Keywords You Can Try: - Name of Company Website (Running Man Website) - Name of Company Corporate Social Responsibility (Running Man Corporate Social Responsibility) - Name of Company News/News on Company Name (Running Man News/News on Running Man) - Name of Company Sponsorship (Running Man Sponsorship) Tip: If the company is a global brand, add Philippines as keyword to trim down news about what the company is doing in the Philippines. It is highly recommended to explore your options more for potential sponsors. To find more companies that might be potential sponsors, you can try looking into the endorsements of sports organizations, sporting events in the country and endorsements of particular famous athletes in the Philippines. Additionally, it is important to note whether the potential sponsors have available resources that it can extend to the sport organization. Hints that a company has available resources that it can provide to Futkal-Tondo are indicated if the company has a history of becoming a sponsor. Here’s a checklist of questions that you can consider while doing the first task: - Image of the company What kind of products is the company selling? Are these products sports related?
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Is the company currently sponsoring other sports organizations? What is the mission and vision of the company? What is the advocacy they are currently supporting? - Resources of the company Is the company financially capable of sponsoring? Is the company involved in news about their financial status? Is the company open to sponsoring organizations?
STEP 2 Creation of a Sponsors’ Database Now that you have a list of potential sponsors for Futkal-Tondo, the next step is to get their contact information. To do this, you must first create a database either through Microsoft Excel or if you prefer to have a hard copy of the database, then this is fine as well. Your database should contain the following information: Brand Name, Company Name, Telephone Number, Email Address, Contact Person’s Name, Position, Fax. No., Mobile Number, Company Address. Note: A company usually has several brands under it. Thus, in case you have identified a particular brand as a potential sponsor, you need to identify the company’s name that owns the brand.
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For example, if your potential sponsor is Nescafe, don’t forget to put Nestle Philippines under the Company Name column. There are also instances that the brand name is the same with the company name such as Coca-Cola (Brand Name) and Coca-Cola Philippines (Company Name). The names must be listed in alphabetical order. Furthermore, it’s alright if you can’t complete the information needed for a company. Just make sure that you always get the telephone number and email address because these are the two important information that you will be needing. Also, always get the local number of the contact person so that in your future calls, you can directly call the person you’re looking for. The database that you will create should look like this:
Table 1
STEP 3 Acquiring Company Information Getting the contact information of the potential sponsors requires perseverance. In order to effectively do this, follow these steps:
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1. Through the internet, look for the telephone number of the potential sponsor. Type in: Company Name Contact Information or you can check the company’s website via the Contact Us link or their Facebook profile via “About Us” or “Contact Us” for their telephone number. 2. Once you have the telephone number, make a phone call to the potential sponsor. Office hours are usually from 8:00 AM - 5:00 PM, however the best time to call companies is from 10:00 AM- 11: 30 AM and from 2:00 PM - 5:00 PM. Never make a call during lunch breaks which usually happens from 12: 00 NN - 1: 30 PM. When making the call, be persuasive but polite. When talking to the operator/ company representative, look for the person in-charge of sponsorships in the company. Often times, this is usually someone in the Marketing Department. A typical conversation in calling companies for their company information will be like this: Company Representative: Hello this is (company name). How may I help you? Futkal-Tondo Representative: Hello, this is (insert your name) from FutkalTondo. We’re an NGO teaching football to the Tondo youth. May I know who is the contact person for sponsorships in your company? We’re currently updating our company database. If the company representative transfers your call to the person handling sponsorships, introduce yourself once again and state the reason why you’re calling. Futkal-Tondo Representative: Hello, this is (insert your name) from FutkalTondo. We’re an NGO teaching football to the Tondo youth and we’re currently updating our company database. May I know who we can contact regarding sponsorships in your company?
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The response is usually like this: Company Representative: You can address it to (name of contact person) at (email address of contact person). Remember to always ask for the position of the contact person because Futkal-Tondo needs to address the contact person properly in future communications and to ask for the local number of the contact person. Name, position and local number are primary information that you need to prioritize. Fax number and mobile number are not commonly given to people asking for contacts for sponsors so ask for these information last, but if the company does not give it to you, do not insist. There are also instances that some companies entertain sponsorships that are sent through their office. In this case, ask for the name, position and the office address of the contact person.
STEP Â 4 Sending the Sponsorship Kit Now that you have the contact information of your potential sponsors, it is time to give them your sponsorship proposal!
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Most of the time, companies want requesting organizations to send sponsorship proposals to them via email. There are only a few cases that companies prefer the proposal sent through fax and it’s very rare for companies to prefer the proposal sent through their office. Here are tips for sending the sponsorship kit in the various communication media:
For email Consistently use the email address of Futkal Tondo (futkaltondo@gmail.com). This will be the official email address when dealing with sponsors of the organization because it shows a sense of professionalism. You can now send the sponsorship kit to the potential sponsors. But first, make a short letter explaining the contents of the email with the subject, Sponsorship Proposal (Name of Company)_Futkal-Tondo Here is a template for the sponsorship leter: Good day, Mr./Ms. ______! I am (full name) from Futkal-Tondo, a non-profit organization that introduces football to Tondo’s youth as a tool for social change. Our organization aims to uplift the community of Tondo by maximizing the youth’s potential in football to secure athletic scholarships and prevent them from having vices. We are hoping that your company can be one of our partners in helping us contribute to progress in Tondo. You can view our corporate sponsorship video by clicking on this link: (insert Youtube link here). I also attached a pdf of our brochure for your company to get to know us more as well as a pdf of our feedback form for us to know your thoughts about our sponsorship kit for improvement purposes.
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Should you have any questions, feel free to contact us by responding to this email or by contacting our founder, Mr. Peter Amores through email (amores_peter@yahoo.com) or through SMS (09177002455). We hope you take time to consider our request. Many thanks, (YOUR FULL NAME) Futkal-Tondo Rm. XX, Don Bosco Youth Center Moriones, Tondo Manila, Philippines + 63 XXX XXXXXXX Once you have this letter typed in the email and the pdf copies of the brochure and feedback form attached, you can now send it to the potential sponsor!
For Delivery Deliver the sponsorship kit to the company by giving it to the contact person for sponsorship. Make sure that once you deliver, you have the following inside the sponsorship kit: The hard copy of the booklet brochure The CD containing the corporate sponsorship video The hard copy of the feedback form
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STEP 5 Follow-Ups It is the requesting organization’s duty to follow-up the status of the proposal of their sponsorship. You can start following up the next day by calling your contact person’s local number. Take note once again of the best time to call the companies. Futkal-Tondo Representative: Hello, this is (name) from Futkal-Tondo. May I speak to (name of contact person)? Company Representative: Yes, this is he/she. Futkal-Tondo Representative: Ma’am/Sir, I would just like to follow-up if (name of company) has received the email we sent regarding a sponsorship proposal. If the company representative hasn’t received it: Say that you will send it again within the day. If the company representative has received it, but has not read it yet: Ask when you can call again to get a response from them.
Collecting & Documenting Sponsor Responses In the sponsorship database, add another column with the category title, Status. Your sponsorship database must look like Table 2
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Table 2
Legend: FOR FOLLOW UP - Sponsorship proposal has been sent, Futkal-Tondo needs to follow-up the status. BOUNCED - Company email address is incorrect. Call company again to ask for correct email address. CALL AGAIN APPROVED - Company wants to sponsor. DECLINED - Company doesn’t want to sponsor. FOR NEGOTIATION - Company is interested to sponsor, but wants to negotiate with the sponsorship packages. WILL EMAIL BACK - Company will respond through email. Wait for their response, but if you have not received any reply in two days, call the company. WRONG NUMBER - Company phone number is incorrect. Look for the correct phone number again. RESEND - Company didn’t receive the sponsorship proposal. Send again as soon as possible. If a company declines your sponsorship, say thank you politely. By responding to them, it shows that Futkal-Tondo is professional in handling with sponsors who declined the proposal.
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If a company is interested to sponsor but wants to negotiate, endorse them immediately to Coach Peter Amores. If a company has approved your sponsorship proposal, ask them immediately when they want to schedule a meeting for further discussion about the partnership. Always remember to update Coach Peter about all the updates on the sponsorship proposal because he is the main point person when handling with partnerships.
STEP Â 6 Meetings Ask Coach Peter if he can make it for the meeting and ask permission if he can allow you to meet with the company on your own. Make sure also to discuss with Coach Peter any concerns that you might have before proceeding to schedule a meeting with the company especially when the company wants to negotiate with the sponsorship packages. Once the company shows interest to the sponsorship proposal, offer immediately a meeting to discuss further the partnership. When offering a meeting to the company, take note of the following:
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1. Ask for the company’s representative availability specifically, the date and time and make sure also that the representative for Futkal-Tondo is available for the scheduled meetup. Otherwise, find a common date and time wherein both representatives are available for the meetup. 2. Offer the company representative that you will go to their office. Company employees are always busy. Often times, their daily schedule is filled with meetings. Offering to go to their office for the meeting shows that FutkalTondo is sensitive about the schedule of the company representative unless the company representative insists that the both of you meet in another place. 3. Wear a smart casual attire for the meeting and bring with you the FutkalTondo Sponsorship Kit. The sponsorship kit will be the tool that you can use once more to present your organization to the company face-to-face. Since the kit contains the a the CD of the sponsorship video, it is advisable to bring a laptop with you or to save a copy of the video in your laptop. 4. Arrive on time for the meeting. Being on time indicates professionalism. 5. Be polite and answer their inquiries well. Remember, this is Futkal-Tondo’s chance to impress the company and hopefully, secure the sponsorship. 6. Relax and smile. Nothing beats confidence when doing a presentation. With confidence, success is assured.
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STEP  7 Sustaining Relationships Congratulations! You have successfully secured a sponsorship but most importantly, congratulations because Futkal-Tondo has now established ties with companies. Having sponsors now would mean that Futkal-Tondo has successfully committed itself to a relationship, hence relationships with these companies must be nurtured in order to maintain it. When a company agrees to become a sponsor, it means that they trust the organization, they trust Futkal-Tondo because they are investing money or resources to your organization. It is only essential for Futkal-Tondo to show that you deserve the company’s trust. In order to sustain Futkal-Tondo’s relationships with its sponsors, here are the following things to do: 1. Submit a post-activity report to the sponsors. The company that agreed to be a sponsor deserves to know the outcome of the activities and projects of Futkal-Tondo so that they can be assured that partnering with your organization was truly worth it. To do this, simply write a report narrating what happened in the activity/project and include pictures as well. Put the report in a ppt presentation and save it as a .pdf file so that when you email it to the company, they can easily view your report. Make it as creative as possible, too!
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2. Send your sponsors customized online greeting cards during special occasions. The little things count! Take group photos of the Futkaleros and the Tondo youth and send it to them through email during special occasions like Christmas, New Year and Valentine’s Day. Edit your picture and place a simple, “Merry Christmas! From Futkal-Tondo” and send it to your sponsors through email. Little things like these might seem simple, but it shows that Futkal-Tondo appreciates the efforts of its partners. Who knows, your simple customized greeting might just brighten up their day.
3. Always update your sponsors. As sponsors, they expect that they will always be the first ones to know any developments about Futkal-Tondo. So if there are new projects or activities that Futkal-Tondo is having, make sure your sponsors know about it. You can update them either by calling or sending them an email.
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