See how much of your budget relies on sponsors
Your budget leans on sponsorship, and you need to know what is secured and what awaits a yes.
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The short answer
The calculator splits sponsorship into committed net income and pipeline. Committed means a confirmed sponsor with a signed agreement reference and a known cost of delivering their benefits. The figure is the amount minus that cost.
Possible sponsors are never added to committed income. Three scenarios are shown: committed only, committed plus possible sponsors weighted by your own probabilities, and committed plus every possible sponsor as an upper limit. The probabilities are yours, not a statistical forecast.
What to enter
- A label for each sponsor and a status: confirmed, possible or lost.
- The sponsorship amount and the cost of delivering that sponsor's benefits. Net is the amount minus the cost.
- For confirmed sponsors, the signed agreement reference. Without it a sponsor is shown as claimed, not committed.
- For possible sponsors only, your own probability from 0 to 100, if you want a weighted scenario. Event costs are optional.
How the scenarios are built
Committed only counts signed sponsors. The weighted scenario adds, for each possible sponsor with a probability you entered, the net amount times that probability. A possible sponsor with no probability is left out and flagged, because the tool does not supply one.
The upper bound adds every possible sponsor in full. It shows the best case if all of them sign and should never be quoted as an expected figure.
Sensitivity to losing one sponsor
A second table shows committed net income without each confirmed sponsor in turn. It tells the committee how exposed the budget is to a single withdrawal or a late payment dispute.
Lost or declined sponsors are listed as removed so nobody keeps counting them. If you enter event costs, each scenario shows the gap or surplus against them.
Limits
A probability is a judgement, not a measurement. Use it to see a range, and update it as sponsors respond.
To track who has actually committed, use the sponsor pipeline tracker. To check what is promised against what is delivered, use the sponsor deliverable tracker.
Worked example · Fictional example
A fictional sponsorship budget
Fictional figures, to show the scenarios.
Sponsor A is confirmed with an agreement reference at RM 30,000 and RM 4,000 delivery cost, so RM 26,000 net is committed. Sponsor B is marked confirmed with no reference, so it is claimed and not counted.
Sponsor C is possible at RM 20,000 with RM 3,000 cost and a 50 percent probability that the organiser typed, adding RM 8,500 to the weighted scenario. Sponsor D is possible with no probability, so it is left out of that scenario. Sponsor E is lost and removed.
Use this yourself
Sponsor revenue worksheet
List each sponsor and fill in the status accurately. Only a signed reference makes a sponsor committed, and any probability must be marked as your own judgement.
| Sponsor | Status | Amount | Delivery cost | Net | Agreement reference | Your probability (possible only) |
|---|---|---|---|---|---|---|
| Confirmed / possible / lost | ||||||
| Confirmed / possible / lost | ||||||
| Confirmed / possible / lost |
Handle it in-house, or bring in help?
Your team can usually handle this when
- A handful of sponsors, the agreements are signed and costs of delivery are known.
- The committee only wants a clear split between secured and not yet secured.
Outside planning help earns its fee when
- The budget depends on many sponsors at different stages and the committee keeps debating what is safe to count.
- Delivery costs and benefits are unclear and need to be defined and tracked.
- Someone needs to coordinate the sponsorship workstream against the budget decisions.
Want the sponsorship workstream coordinated?
An Event Blueprint can set out how sponsorship feeds the budget, which amounts count as committed, what each benefit costs to deliver and the decision dates. Send us your sponsor list and your event brief. We will reply with the level of support that fits and what it would cover. Sponsorship and commercialisation can help with finding sponsors and shaping packages, and your committee keeps the final say.
Questions organisers ask
Where does the probability come from?
From you. The tool supplies no probability and labels every one as your own entry. The weighted scenario is not a statistical forecast.
Why is a confirmed sponsor without a reference not counted?
Without a signed agreement reference the claim cannot be checked, so it is shown as claimed and left out of committed income.
What if I do not know the delivery cost?
The sponsor's net income is unknown and is left out of the totals with a warning until you enter a cost.
Is the upper bound a target?
No. It only shows the result if every possible sponsor signs and should not be quoted as expected income.
Related resources
Content record: Written by the EventConsultant team to our editorial rules. Sources are listed on pages that rely on them.