Event Vendor Sponsorship Letter

A company or an association organizes events, fair and exhibitions, in which they require the help of their vendors and sponsors to setup shops, provide furniture, food, etc to the audience/ guests and money for organizing such an event. An event vendor sponsorship letter is written by the organizers of the event to certain known prospective vendor companies that are expected to play out their role satisfyingly. A sponsorship letter to a vendor is written to request them to provide certain amount of sponsorship for a cause that you or your company has undertaken.

In such kind of an arrangement, both the organizer and the sponsoring vendor stand to win as the organizer is getting to organize his event properly and the sponsoring vendor is getting to publicize his company with ads and banners everywhere in the event. The space and amount of publicity authorized to the vendor also depends upon the amount being given in sponsorship by him.

For your better understanding, a format for an event vendor sponsorship letter has been given here. Please refer to it.

Event Vendor Sponsorship sample Letter

From
Dexter Morgan, Analyst
Blood Research Division (BRD),
Dafoe Hospital
12Coroner Street
NJ 07712
(732) 653-7654
dexter.morgan@dafoehospital.com

14th November,'11

To
Roger Welles
Medical Vendors
11 Aline St,
Asbury Park, NJ 07712
(800) 578-9792
roger.welles@mvendors.com

Subject- writing to request for sponsorship

Dear Roger,

Our Blood Research Division (BRD) at Dafoe Hospital is going to organize a free blood sampling campaign, inviting people from all over Asbury Park. Thousands of people are expected to walk in on this occasion. The event is going to take place in the Nashville auditorium due to the large scale of the event. There will l also be two seminars attended by three of our country's leading blood analysts who would talk on topics of latest research work in the field of blood related diseases. Many top doctors from all around the state and even from out of the state are already on the attendance list. Since there would be many curious people wanting to find out about blood related problems either for themselves or for someone in the family, the rush is expected to be more. The event also includes a blood-test campaign.

This event is aimed at educating the common man about various blood-related ailments and how to control then and also to give them information about all the latest developments in the research field. This will help them to tackle any blood-related serious situation at their homes and also make them aware about the latest cures and treatments.

It is in this endeavor that our hospital needs the help and support of all our old and trusted partners and business associates. In lieu of this, I am writing this letter to request you to please sponsor our event and help us make it a success. Saying this, I would like to attach a sponsorship proposal here along with this letter. I am hoping for a meeting to discuss the proposal in detail. So in this regard, I will call you on Monday to fix up a meeting with your office. Saying this I would definitely want both of us to be comfortable with the final terms and agreement over this sponsorship offer.

Please consider our request as it is for the betterment of the society. Hoping to hear from you soon.

Thanking You,

(Signature)

Dexter Morgan, Analyst
Blood Research Division (BRD),
Dafoe Hospital

While writing an event vendor sponsorship letter, one must be sure about what kind of sponsorship agreement does he want to enter into with the sponsor and vice-versa. The letter should be clear in giving the message. Explain the purpose of the letter in the beginning itself. Attach with the letter, any copy/ document of interest for the vendor, like a proposed sponsorship plan to give the vendor a clear idea about your expectations. Also, as shown here, a mere letter won't suffice for bringing in the required amount of sponsorship. So, always follow-up this letter along with a request for a personal meeting to discuss the plan further. Also, you can view Sponsorship Proposal Letter and Conference Sponsorship Letter for more sample letters.