How to build a sponsorship application form for events

Simplify how sponsors apply and get approved for your events

In this guide, you’ll build a sponsorship application form that helps event organizers collect sponsor information, review applications, and manage approval or negotiation steps automatically. Perfect for conferences, expos, or community events where sponsors can apply for different tiers or packages.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your sponsorship application form

Start from your workspace and click + New → Form. You can start from scratch or choose the Event partnership application tracking template from the Template gallery.

Or use Magic Create, describe your goal:

“A sponsorship form for event organizers to collect sponsor info, package preferences, and auto-approve based on criteria.”

Why this matters: it keeps your sponsor data organized while giving applicants a clear, professional way to apply.
📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add sponsor and company details

Collect information that helps you evaluate potential sponsors:

• Company name
  
  
• Contact person
  
  
• Email address
  
  
• Phone number
  
  
• Website or social links
  
  
• Industry or focus area
  
  
• Company size (optional)
  📘 Learn more: Form editor and field types
  
  

Step 3 — Add event and package options

Let sponsors choose their preferred sponsorship level or package:

• Event name or campaign
  
  
• Sponsorship tier (Gold, Silver, Bronze, In-kind, etc.)
  
  
• Budget range or offered amount
  
  
• Preferred benefits (logo placement, booth, speaking slot, etc.)
  
  
• Upload company logo or media kit
  
  

💡 Tip: use dropdowns or multi-choice questions to keep data clean and easy to filter.
📘 Learn more: How to customize the content field

Step 4 — Add internal approval and notes fields

Add admin-only fields to track your review process:

• Assigned reviewer
  
  
• Approval status (Pending / Approved / Rejected / Needs negotiation)
  
  
• Decision comments
  
  
• Sponsorship package confirmed
  
  
• Payment status (Unpaid / Paid / Invoiced)
  
  

💡 Tip: mark these fields as “Visible only to collaborators” so applicants don’t see them.
📘 Learn more: How to edit forms and form responses

Step 5 — Add logic for automatic routing

In Settings → Advanced logic, set rules to automate workflow actions:

• If Tier = Gold → Notify Event Manager.
  
  
• If Offered amount > $10,000 → Assign to Finance for review.
  
  
• If Industry = Conflict → Auto-reject with polite message.
  
  

📘 Learn more: How to add advanced logic to your form

Step 6 — Automate email notifications

Go to Settings → Notifications to create automated emails:

• To sponsor: confirmation message and next steps.
  
  
• To event organizer: new sponsorship application received.
  
  
• To sponsor: approval or rejection email with comments.
  
  

Use dynamic variables like @company_name, @sponsorship_tier, and @approval_status to personalize messages.
📘 Learn more: How to send and receive conditional email notifications

Step 7 — Enable on-update logic for sponsor status

Use on-update logic so that when statuses or payments change, related actions trigger automatically:

• When Status = Approved → Send invoice link.
  
  
• When Payment = Received → Notify team and mark as confirmed.
  
  
• When Status = Rejected → Send thank-you and future opportunities email.
  📘 Learn more: What is on-update logic and how it works
  
  

Step 8 — Build your sponsorship dashboard

In Results → Responses, create a live dashboard for your team:

• Table view: all sponsors, filtered by tier or status.
  
  
• Kanban view: group by Approval status (Pending, Approved, Rejected).
  
  
• Charts: track sponsorship totals, tier distribution, or industry categories.
  📘 Learn more: How to create a Kanban board
  
  

Step 9 — Link sponsors to event data

Use linked rows to connect your sponsorship form to an Event Management or Finance Tracker form:

• Each sponsor record links to its related event.
  
  
• Payments or package details update across forms automatically.
  📘 Learn more: What are linked rows and how to use them
  
  

Step 10 — Create a sponsor management portal

From your workspace, build a Sponsorship Management Portal.

Add pages such as:

• Apply as a sponsor (public form)
  
  
• My application status (sponsor view)
  
  
• Approved sponsors (internal view)
  
  
• Event summary dashboard
  
  

Set permissions so:

• Sponsors can see only their submissions.
  
  
• Organizers can manage and update all applications.
  📘 Learn more: How to create a portal and manage users’ access
  
  

Step 11 — Generate sponsorship agreement PDFs

Create custom PDF templates that include sponsor and event details, like:

• Company name and package
  
  
• Event name and date
  
  
• Approved benefits and deliverables
  
  
• Signatures and payment info
  
  

Attach these automatically to approval emails.
📘 Learn more: How to generate custom PDFs using templates

Step 12 — Use AI to analyze sponsorship insights

Enable AI Analyze to uncover useful patterns and performance trends:

• “Top industries contributing most sponsorship revenue.”
  
  
• “Most popular sponsorship tiers.”
  
  
• “Average approval time by tier.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Add Memory Forms so returning sponsors’ details auto-fill.
  
  
• Use conditional redirection to show payment or upload pages after approval.
  
  
• Connect your workflow with Google Sheets or finance tools for tracking revenue.
  📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI
  
  

Example scenario

A sponsor fills out your Event Sponsorship Form and selects the Gold Tier. The form automatically assigns it to your event manager. Once approved, the sponsor receives a signed agreement PDF and payment link. The portal updates the sponsor’s status to Confirmed, and AI Analyze later shows that 65% of sponsors choose Gold or higher tiers.
📘 Learn more: How to create a portal and manage users’ access

FAQ

1. Can sponsors edit their application after submitting?
Yes, enable editable submissions or provide a portal login for updates.

2. Can I collect payments directly through the form?
Yes, add a payment field or connect Stripe for secure sponsor payments.
📘 Learn more: How to create an order form with online payment

Your sponsorship system is live, attract and manage partners with ease

You’ve built a sponsorship workflow that collects, approves, and tracks applications automatically. Continue refining it with dashboards, AI analytics, and branded portals to make every sponsor feel like a partner in success.
📘 Learn more: How to personalize ending pages and email notifications with AI

Last updated November 2025

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