Sponsorship Kit · Worked example

A finished sponsorship kit

Fictional Maplewood Elementary PTO (500 students, a fence on a 17,000-car road) offering the full menu. Your kit reflects only what you pick — everything below is generated, and every price is a starting anchor.

Sponsorship levels

Community Friend

$150/year

  • ✓ Name on our sponsors web page
  • ✓ Thank-you in the family newsletter

Bronze

$300/year

  • ✓ Name on our sponsors web page
  • ✓ Thank-you in the family newsletter
  • ✓ A social media shout-out
  • ✓ Logo on the event / fun-run t-shirt
  • ✓ A booth or table at events (trunk-or-treat, festival)

Silver

$500/year

  • ✓ Name on our sponsors web page
  • ✓ Thank-you in the family newsletter
  • ✓ A social media shout-out
  • ✓ Logo on the event / fun-run t-shirt
  • ✓ A booth or table at events (trunk-or-treat, festival)
  • ✓ A banner on our fence / at the field (seen by ~17,000 cars daily)
  • ✓ Name on the school marquee

Gold / Presenting

$1,000/year

  • ✓ Name on our sponsors web page
  • ✓ Thank-you in the family newsletter
  • ✓ A social media shout-out
  • ✓ Logo on the event / fun-run t-shirt
  • ✓ A booth or table at events (trunk-or-treat, festival)
  • ✓ A banner on our fence / at the field (seen by ~17,000 cars daily)
  • ✓ Name on the school marquee
  • ✓ "Presented by" naming on a signature event

In-kind support (products, services, gift cards) is welcome at every level, and we're glad to tailor a package. All amounts are anchors — adjust to your community.

The letters

The ask (solicitation letter)

Dear [Business name],

Maplewood Elementary PTO is the parent-teacher organization at Maplewood Elementary School, a 501(c)(3) nonprofit run entirely by volunteers. Every dollar we raise goes straight back to our students — field trips, classroom grants, family events, and support for our teachers.

This year we're inviting local businesses to partner with us as sponsors. In return for your support, your business is seen — warmly and repeatedly — by the hundreds of local families who make up our school community, the people most likely to become and stay your customers.

Our sponsorship levels are enclosed; each one bundles more visibility across our events, communications, and campus. We'd be glad to tailor a package to what matters most to you, and in-kind support (products, services, gift cards) is every bit as welcome as a check.

Our EIN is 82-1234567, and we're happy to provide any documentation your records need. I'll follow up in the next week — or reach me anytime at sponsors@maplewoodpto.org.

With gratitude,
Jordan Rivera
Sponsorship chair, Maplewood Elementary PTO

The thank-you (acknowledgment letter)

Dear [Business name],

On behalf of Maplewood Elementary PTO and the students of Maplewood Elementary School, thank you for your generous financial support of [amount] as a [tier] sponsor this year. Partners like you are the reason we can do what we do.

Maplewood Elementary PTO is a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code; our EIN is 82-1234567. No goods or services were provided to you in exchange for this contribution other than acknowledgment of your business's support. Please keep this letter for your tax records, and consult your tax advisor about deductibility.

We're proud to have you in our corner, and we'll make sure our families know it.

With gratitude,
Jordan Rivera
Sponsorship chair, Maplewood Elementary PTO

Tax note: this wording fits an acknowledgment of a sponsor's support (their name/logo shown), not paid advertising. If you promise measurable advertising, or the sponsor gets something of value back, talk to a tax advisor — the rules differ.

The tracker (why this beats a template)

The kit isn't just paper. Every sponsor you add moves through prospect → asked → committed → paid, and picking their tier loads a checklist of exactly what you promised — the banner, the newsletter mention, the booth. The dashboard flags anyone whose perks you haven't delivered yet, so "we took their $500 and forgot to hang the banner" never happens again. That under-delivery is the single most common sponsorship regret we heard from real boards.

Build yours in five minutes

Pick what you can offer, get your tiers and letters, and never lose track of a promised perk again.

Open the Sponsorship Kit