How to build a sponsorship application form for events

Turn potential sponsors into qualified partners

A strong sponsorship application form helps event organizers collect the right information upfront, brand details, budget range, preferred collaboration type, and marketing goals. This guide walks you through building a fully functional sponsorship application form in Formaloo, complete with logic, workflows, and automated notifications.
Learn more: Getting started with Formaloo

Why this helps

• Pre-qualify sponsors before your team invests time in manual outreach.
• Collect all relevant event sponsorship data in one structured place.
• Use Formaloo logic to show the right questions based on sponsor type or budget.
• Many event teams struggle with scattered emails, this approach centralizes all sponsor applications and provides instant visibility.
• Automatically route submissions to your partnerships team using Formaloo’s workflow features.
  Learn more: Why use workflows in Formaloo

Step 1 – Create your sponsorship application form

In Formaloo, go to your workspace and click + New → Form. Choose a template like Event Registration for inspiration, or use Magic Create and write a prompt like:
“Create a sponsorship application form for a tech conference including company details, audience reach, preferred sponsorship tier, past event collaborations, budget range, and file uploads.”

Add the core fields:

• Company name, website, industry
• Contact person (name, email, phone)
• Target audience & brand goals
• Preferred sponsorship package
• Budget range
• Past event participation
• Logo or brand pack upload

Explain each field when necessary, for example, the preferred sponsorship package helps you segment Platinum, Gold, or Silver prospects.
Learn more: Create and customize forms in Formaloo

Step 2 – Add conditional logic

Open Settings → Advanced logic → Field logic to tailor the flow.

Examples:

• If user selects “Startup” → Show “Do you need a booth discount?”
• If budget range equals “Below $2,000” → Show “Would you like our community sponsorship option?”
• If sponsor type is “Media Partner” → Show upload field for media kit

This keeps the form clean and ensures sponsors only see relevant sections.
💡 Tip: Keep logic modular so your team can easily maintain or adjust it later.
Learn more: Add logic and calculations in Formaloo

Step 3 – Build workflow automation

Go to Settings → Advanced logic → On Submit to automate follow-up steps.

Common rules:

• Submission received → Send confirmation email to applicant
• Submission received → Assign submission to Partnerships Manager
• When sponsorship tier = Platinum → Notify team lead
• When status is changed to Approved → Send next-step email

Use variables like @field_ID to personalize messages. Event organizers using Formaloo typically report a 30–50% reduction in manual follow-ups after implementing On Submit workflows.
Learn more: Workflow automation in Formaloo

Step 4 – Automate communications

Go to Apps & integrations → Email templates and create templates for:

• Application confirmation
• Request for more information
• Sponsorship approval
• Sponsorship decline
• Next steps for contract signing

Personalized emails (including @field_ID placeholders) consistently improve engagement by over 40% in event workflows.
Learn more: Email and notifications in Formaloo

Step 5 – Visualize data in dashboards

Open Results → Responses and add:

• Table view to see all submissions
• Kanban board by sponsorship tier or status
• Charts for budget distribution or sponsor types

Many Formaloo customers use dashboards to present real-time sponsorship stats to internal event teams for quicker decision-making.
Learn more: Building dashboards in Formaloo

Step 6 – Share, publish, or build a sponsor portal

You can:

• Share a public link for open sponsorship calls
• Create a portal where sponsors can log in, track their submission, and upload extra materials
• Add branding to match your event identity

Learn more: Create and customize portals

Pro tips

• Add a tiered ending page so sponsors see next steps based on their package.
• Use linked databases if you manage multiple events with separate sponsorship cycles.
• Add a live embed page in a portal to show sponsor decks or event schedules.
  Learn more: Working with tables & linked databases

Real-world example

A sustainability festival used Formaloo to collect 120+ sponsor applications. They added fields for brand alignment, sustainability credentials, and audience reach. With workflows, high-tier applicants were auto-assigned to their Partnerships Lead, cutting follow-up time by 60%. Their sponsorship dashboard helped the team quickly spot strong matches and secure early commitments.
Learn more: Formaloo use cases

FAQ

1. How do I collect files like logos, brand kits, or pitch decks?

Add File upload fields directly in the Form Editor. You can limit file size and type.
Learn more: Form editor & field types

2. Can I approve or reject sponsorship submissions?

Yes. Add a Status field and update it manually or via workflow automation.
Learn more: On update logic

3. How can I notify my team automatically?

Use On Submit logic to trigger Slack messages, emails, or assignments.
Learn more: Slack & automation examples

4. Can sponsors edit their submission later?

Enable Allow respondents to edit or use a portal where sponsors log in and manage their submission.
Learn more: Manage user access in portals

Build your sponsorship system with confidence

With this structure, smart fields, logic, workflows, and dashboards, you’ve built a complete sponsorship application workflow ready for any event team. You can now duplicate the form for future events, connect it to a portal, or expand it with contract automation.
Learn more: Expand your workflow in Formaloo

Last updated November 2025