Sponsors' evening (thank, re-sign and sell) checklist: before, on the day and after

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Before

Book the date on your own grounds or hall so nothing else clashes.
Apply for a special liquor licence at least 20 working days ahead.The rules
Check your group’s insurance covers this.
Build a sponsorship menu first: every placement (jersey, signage, social posts, naming rights, hospitality) with a price, duration and what the sponsor gets.
Prepare a one-page result for each current sponsor: photos of their sign or logo in use, social reach, member numbers, games played.
Invite current sponsors, lapsed sponsors and 10-20 target businesses; ask players' parents who own businesses.

On the day

Brief the helpers: who does what, when, and where the cash box and first aid kit are.
Count the float with two people before you open, and write the total down.
Have a board member or sponsorship lead talk to each guest; book follow-up meetings rather than pushing for signatures on the night.
Send renewal agreements within a week while the night is fresh.

After

Keep the formal part short (15-20 minutes): thank sponsors by name, a player or coach speaks, show what this year's money paid for.
Present the open packages on a board or printed sheet with 'still available' marked.
Invoice promptly, deliver what was promised (logos up early) and report back mid-season.
Count the takings in pairs and bank them within a day or two.

Watch out for

Turning it into a drinks night with no ask: no packages shown, no follow-up.
Under-delivering on last year's promises (signs never put up) and then asking for renewal.
Pricing packages so low that one big sponsor can lock out others for years.

Clubrooms with a club licence can usually serve under it; otherwise selling or including drinks in a charge needs a special licence from the District Licensing Committee. Sponsorship is paid advertising, not a donation.

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Sponsors' evening (thank, re-sign and sell): checklist

Before

On the day

After

Watch out for

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