Getting Money
Welcome to the trenches of sponsorship. You’ll likely send a ridiculous number of emails over the next month. No worries! We got your back.
Note: sponsorship is not absolutely necessary for your event, but it can help make your event even cooler!
1. Making a Budget
Checkout the Resources Tab for budget templates!
Keep track of every single item you plan to buy for your event, and make sure you update it after you make purchases (especially if taxes raise the cost).
Search up snack prices on Amazon and Costco, make sure the price per person doesn’t get too high.
Keep track of how much you’re spending per unit and per person. If a 36-pack of chips costs $50, each bag of chips costs ~$1.4. This unit price helps keep things in perspective and helps you decide what to keep and what to not get.
2. Find Companies
Start small. One of the BIGGEST mistakes first-time hackathon organizers make is to cold email the biggest companies they can think of (intel, microsoft, etc). This won’t work 99% of the time unless you have a good contact.
Chances are, there are a ton of local companies you’ve never heard of that would be more than happy to sponsor and have a surprising amount of money to spare. It also doesn’t just have to be tech companies! Reach out to restaurants, small businesses, bakeries, and community-oriented businesses.
Where to start?
Companies that:
3. Writing your Prospectus
Checkout the Resources Tab for prospectus examples! Don't copy them word for word. Customize it to YOUR event!
A prospectus is a 2-4 page document that essentially contains everything a sponsor needs to know about your event and why/how they should support it.
Note: We’re a 501(c)(3) nonprofit organization! US companies have tax-reduction benefits.
4. Email time
Send the prospectus for the 2nd email (let them know you have one in the first email, but do NOT send it in the first email)! REPLY QUICKLY. DO NOT leave them for more than three hours, reply WITHIN THE DAY.
Don’t overwhelm them with information. Try to jump on a call or meet them in person to explain everything. Emails are easy to refuse, but a puppy-eyed teen? Not as much.
5. Follow up
It is pretty common to get ghosted but being persistent can help a lot! Keep it Short ‘n Sweet.
Reply to the original email thread OR send a new email.
Example Follow up Email:
Hi [name], Just wanted to follow up and make sure you received our previous email.
Please let me know if you have any questions. I'd love to jump in a call and discuss details/constraints! If [company] can't host us, no worries.
Thank you again,
[name]
6. Repeat
Email as many sponsors as possible. It shouldn't be your first priority, but more money does give you freedom to buy better food, prizes, and merch.