Enter & Track Asks in the Sponsorship Airtable Base

Purpose:

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

Steps:

1. In Airtable, select Sponsorships Base.

image.

For In-Progress Events:

1. Select In-Progress Events > Event Sponsorship.
   • If you click out, it disappears until filled out. image
2. 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.
3. Track the event as necessary - once the sponsorship becomes “Yes” it disappears off the table.
4. If needed, change grouping - group by status is pictured below. image
5. Events should also get added to their sheet,
   • ex. If the event is 2023 XMAS, it will also show up here: image
6. 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. image image
   • • This shows any asks that fit that view.
7. Update as needed
   • To do
   • In-progress
   • Done

For Annual Events:

1. In the “Annual” tab, at the right, select Main View. image
2. At the bottom, click + (on hover it says “Add record”). image
3. Select the program.
4. 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 image
• 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

• Understand the Sponsorship Airtable Base