Charity runs, galas, school fundraisers, and community festivals depend on sponsors. Once a company agrees to a sponsorship level, it needs an invoice for its accounts team, and the details matter: which tier, which benefits, when the logo is due, and how much of the payment may be tax-deductible. This Event Sponsorship Invoice Template covers all of it, with a gold medal hanging on red and blue ribbons in the top-right corner, carrying the word GOLD for the sponsor’s tier.
Nonprofits, Schools and Event Organizers
It suits nonprofit organizations, school and parent-teacher associations, sports clubs, festivals, conferences, trade shows, and community events that sell sponsorship packages. The sample shows the Bright Pages Foundation invoicing a credit union for a Gold sponsorship of its riverfront run for literacy.
A Medal and a Tier
A navy strip runs along the top of the page. In the top-right corner, two ribbons, one navy and one red, hang from the top edge and meet at a gold medal with a scalloped edge, a darker gold ring, and GOLD SPONSOR in the center. On the left, Sponsorship Invoice is set in DM Serif Display in navy, with the event name and host in gold and the nonprofit status, EIN, and contact details beneath. A thank-you line in italic navy closes the page above a navy footer with a gold edge.
The sponsor block sits beside the invoice number, event date, and due date. A strip records the tier, expected runners, logo deadline, booth, and event contact. The benefits table lists what the Gold tier includes, and a short invoice line shows the sponsorship amount. A tax information note sits beside the totals.
Sponsor Benefits at a Glance
Sponsors want to see what they are getting, and their marketing teams need the deadlines. The benefits table in the sample lists five: logo on race shirts and the finish-line banner, a booth at the finish-line festival, ten complimentary race entries, three social media spotlight posts, and recognition in the opening remarks. Listing them on the invoice also creates a record the organizer can check off as each benefit is delivered.
Fair Market Value and Tax Deductibility
When a sponsor receives goods or services in return, only the amount above their fair market value may be deductible as a charitable contribution in the United States, and nonprofits must tell donors the value of what they received for payments over $75. A simple calculation, as shown in the sample:
| Item | Amount |
|---|---|
| Gold sponsorship payment | $5,000.00 |
| Estimated fair market value of race entries and shirts | $450.00 |
| Amount that may be deductible | $4,550.00 |
Advertising-style benefits, such as a logo with a link or product endorsement, can change the tax treatment for the nonprofit, so check with an adviser when designing packages.
Designing Sponsorship Tiers
Most events sell three to five tiers, often named after metals: Bronze, Silver, Gold, and a presenting or title sponsor. Each tier adds visibility and benefits. Keep tier names and benefits consistent across your sponsorship deck, the invoice, and your thank-you report, so sponsors see the same promise throughout.
Editing the Benefits and Invoice Line
The event strip, benefits table, invoice line, and totals are editor tables. Double-click them or use Edit Table Data, and add or remove benefits with + Add Row and – Remove Last. The amounts are typed, so update the sponsorship amount and the fair market value note together for each tier.
Changing the Medal for Other Tiers
The medal and ribbons are one group, and GOLD SPONSOR is text on top. For a Silver sponsor, recolor the medal pale gray and change the word; for Bronze, use a warm copper. Presenting sponsors might get a different shape entirely, such as a star or a trophy from the library.
Deadlines Sponsors Must Meet
Printed items like race shirts and banners have production deadlines. Put the logo deadline in the event strip, as the sample does with July 31, and repeat it in your email. Sponsors who miss it can still receive digital benefits, but they will understand why their logo isn’t on the shirt.
Sending the Invoice and the Thank-You
This invoice is laid out for 8.5 x 11-inch paper. Send it as soon as the sponsor confirms, with the logo specifications and deadlines. After the event, send a short report with photos showing each benefit delivered; it is the best way to secure the sponsor for next year.
In-Kind Sponsors
Some sponsors give goods or services instead of cash, such as water, printing, or timing equipment. Don’t invoice in-kind sponsors; instead, send an acknowledgment letter describing what was received without placing a value on it, since the donor determines their own valuation for tax purposes.
Paying by Cheque, Card or Donor-Advised Fund
Corporate sponsors often pay by cheque or ACH through their accounts payable process, which can take 30 days or more. Set the due date well before the event, and offer card payment for smaller sponsors. If a payment comes from a donor-advised fund, the fund cannot receive benefits, so discuss how to handle tickets or entries.
Recognizing Sponsors on the Day
Sponsors want to see their support recognized at the event: logos on banners and shirts, a mention from the stage, a booth in a busy spot. Assign someone to check each benefit off during the event and photograph it. Those photos, sent with a thank-you and a summary of the money raised, are the most persuasive argument for renewing the sponsorship next year.
Sponsorship Invoice FAQs
Can I invoice a sponsorship in installments?
Yes. Add a line for each installment with its due date and status.
Can I offer a custom sponsorship package?
Yes. Replace the tier benefits with the agreed custom list and name the package in the tier column.
Should I include my EIN?
Yes. Sponsors’ account teams often need it, and it appears in the header.
Can a business sponsor also deduct it as advertising?
Sponsors should ask their own tax adviser how to treat the payment.
