Sponsorship agreement template
A sponsorship agreement sets out what an organiser, such as an event, team, programme or charity, gives a sponsoring business in return for a fee: the benefits, the use of each other's names and logos, what happens if the event is cancelled, how either side can end it, and each side's liability. An organiser completes one for each sponsor, with the event, level, fee, benefits and dates changing every time.
Made by DocuWeave. Use at your own discretion.
What changes each time
15 values. Everything else is your wording, kept exactly.
The parties
- Date of the agreement
- Organiser's name, address and charity or company number
- Sponsor's company name, address and number
What is sponsored
- Event or programme and dates
- Event venue
- Sponsorship level
The fee
- Sponsorship fee
- Payment terms
- Goods or services in kind, value and date
Benefits
- Each benefit, details and when
- Exclusivity category
Logos, approvals and cancellation
- Date until which the organiser may name the sponsor
- Working days to approve material
- Refund if the event is cancelled
- Signatories and positions
The rules it usually needs
Written in plain English when the template is set up.
- Once for each item
“Add a row for each benefit the sponsor receives.”
When the package includes banners, website logo and VIP tickets, each has its own details and timing.
- Only when…
“Include exclusivity if the organiser agrees not to accept another sponsor in a category.”
When the sponsor is a bank, the organiser agrees to accept no other banking sponsor for that event.
- Only when…
“Include a line for goods or services in kind if part of the sponsorship is not money.”
When the sponsor provides water bottles, the quantity, value and delivery date are stated.
- One of several wordings
“The fee is plus VAT, with no VAT because the organiser is not registered, or with no VAT applying.”
When the organiser is VAT registered, the fee is stated as plus VAT.
- One of several wordings
“If the event is cancelled, the refund is for benefits not delivered, or the full fee less costs already spent.”
When the event is cancelled, the contract applies whichever refund basis was chosen.
Questions people ask
What goes in a sponsorship agreement?
What is sponsored, the fee and when it is paid, the benefits the sponsor receives, how names and logos may be used and approved, what happens if the event is cancelled, how either side can end it, and each side's liability.
Is a sponsorship fee subject to VAT?
Sponsorship that buys the sponsor benefits is generally a taxable supply, whereas a pure donation with only a modest acknowledgement may not be. The fee line lets you state the position that applies; check with an accountant or HMRC guidance.
What if the sponsor wants to say that sales support a charity?
If a business promotes sales by saying that a share goes to a charity, a separate commercial participator agreement is needed. This agreement points to that and is not for that arrangement.
Can the sponsor say the organiser endorses its products?
Not under this agreement. Each side gives limited permission to use the other's name and logo to show the sponsorship, and the sponsor may not suggest endorsement.
Can I use my own version instead?
Yes. Upload your own Word or PDF and DocuWeave turns it into a template in your wording, with the details that change each time ready to fill in.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.