Enter & Track Asks in the Sponsorship Airtable Base

From MoHA Wiki


Purpose:

Add an event or an annual sponsorship ask into the Airtable base.

Steps:

  1. In Airtable, select Sponsorships Base.

Sponsorship asks.png

For In-Progress Events:

  1. Select In-Progress Events > Event Sponsorship.
    • If you click out, it disappears until filled out.

Event sponsorship.png

  1. Select Companies. Find the company to ask and add it to the table. Then add:
    • Status
      • Not contacted
      • Email sent
      • Follow up sent
      • Interested
      • Yes
    • Last Contacted
      • Date if they were contacted
    • Event Date
    • Days Until Event
    • Name of Contact
      • This field auto-fills based on the company selected.th
    • Notes
      • Describe what has been done so far. For example: “the online request for donation forms was submitted and we now wait to hear back.”
    • Responsible Staff member
    • Event Program
      • This field auto-fills based on the event selected
    • Link to Template
      • Google Doc template with ask templates. If this is an annual program there should always be a template linked.
    • Canva Link
      • Takes you to a Canva Page template.
    • Email of Company
    • Email of Contact
      • Between these two emails, see which has had success in the past. Likely a specific contact over the generic company email, but double check.
  2. Track the event as necessary - once the sponsorship becomes “Yes” it disappears off the table.
  3. If needed, change grouping - group by status is pictured below.

Change grouping1.png Change grouping2.png

  1. Events should also get added to their sheet,
    • ex. If the event is 2023 XMAS, it will also show up here:

Event dropdown.png

  1. To create a new view:
    1. Right click an existing one
    2. Rename
    3. Change the filter. Pictured below is changing to where the program matches a specific series.

Filter1.png Filter2.png This shows any asks that fit that view.

  1. Update as needed
    • To do
    • In-progress
    • Done

For Annual Events:

  1. In the “Annual” tab, at the right, select Main View.

Main view Annual tab.png

  1. At the bottom, click + (on hover it says “Add record”).

Add record.png

  1. Select the program.
  2. Select the company. The field “Why this company” auto-populates.

Then, fill in:

  • Year
  • Company Type (auto-populates)
  • Name of Contact (auto-populates)
  • Stage
  • Next Steps. Select one:
    • Schedule Meeting
    • Submit Proposal
    • Follow-up Call
    • Follow-up email
    • Thank You

Next steps.png

  • Next Steps Due Date
    • Internal due date
  • Last Contacted
  • Point of Contact or Intro
    • How contact is known
  • Successful Donation
    • Autofills if MoHA has received a donation in the past
  • Beer Product, Liquor Product, Cash Ask
    • How much MoHA wants from the company
  • Cash Received
    • How much was received from the company
  • MoHA Staff
    • The person filling this out
  • Notes

Related link