A sponsorship package is a pre-configured bundle of services that a conference organizer offers to potential sponsors at a fixed price. Tiered packages (e.g., Platinum, Gold, Silver, Bronze) are standard, each offering varying levels of visibility, networking opportunities, and lead generation.
Also known as: Sponsorship package, sponsorship tiers
Typical structure: 3–5 tiers (Platinum, Gold, Silver, Bronze)
Price range: A few thousand to six-figure amounts
What is a sponsorship package?
A sponsorship package is the primary sales tool in sponsorship acquisition: instead of negotiating every service individually, the organizer creates standard bundles and ranks them by value. This provides potential sponsors with clear decision-making options and an easily communicated price structure—usually Platinum, Gold, Silver, and Bronze, sometimes supplemented by special packages for specific services.
Sponsorship packages form the commercial core of a conference and are a decisive factor in the event's financial success.
Typical service components
- Visibility: Logo placement on the website, program booklet, stage design, mailings, and on-site signage
- Promotional presence: Advertisement in the conference proceedings, sponsored newsletter, branded coffee break, lanyards with sponsor logo
- Networking: Complimentary tickets for staff, dinner invitations, exclusive networking events
- Content slots: Sponsored talk, session, workshop, or keynote
- Booth space: Square meters in the exhibition area, including booth construction if applicable
- Lead generation: Access to attendee data (only with GDPR-compliant consent), lead retrieval devices
- Digital presence: Exhibitor profile in the event app, virtual booth on the platform
- Evaluation: Post-congress lead reports, visibility statistics, photo material
Typical tiering
Prices vary significantly depending on the industry, reach, and attendee profile – a pharmaceutical congress with 5,000 doctors is calculated differently than a regional symposium with 200 attendees.
Calculation and pricing
- Bottom-up: Direct costs of services (booth construction, printing, catering contribution) plus markup
- Top-down: Market price and competitive comparison with similar events
- Value-based: What is the sponsor's marketing goal worth? (especially for branded sessions)
- Exclusivity premium: Packages that exclude other sponsors (e.g., "exclusive lanyard sponsor") command premium pricing
Best practices
- Finalize packages early – sponsorship budgets are often planned on an annual basis
- Clear service descriptions document in writing, including sizes, quantities, and deadlines
- Sponsor success provide active support during the conference, don't just handle the billing
- Post-conference report as a selling point for the following year
- GDPR strictly observe regarding attendee data – use opt-in for lead transfers, never blanket consent
- Reverse charge mechanism note for sponsors based in other European countries: for sponsorship services, the place of supply is generally different than for event tickets, which means a different VAT accounting process.
- medical training events - comprehensive regulatory restrictions apply to the sponsorship of medical training events. For instance, scientific content must be clearly distinguished from commercial content, and conflicts of interest must be disclosed. For details, you should consult the relevant medical association and, if necessary, seek legal advice.
Sponsor packages in Converia
Converia manages sponsor packages as a dedicated product category: configurable service bundles, automated confirmations and invoicing, ticket booking for booth staff, and exhibitor management for virtual conferences.
Structured sponsorship sales and management
With Converia, you can sell sponsorship packages within a single platform – instead of using emails and spreadsheets.
- Event registration – Ticketing & registration
- Attendee management – Ticketing & registration
- Virtual conference platform – Formats & trends
Configure packages, onboard sponsors, and document services seamlessly – all from one platform.