Are You Looking for Sponsors? You Should Be!

Ben Gibbons
4 days ago
5 min read

How (and When) to Ask for Sponsorships: A Guide for Volunteers

If you’re a parent volunteer, coach, or board member helping with sponsorships—for spring or fall sports—this message is for you:

This is prime time. You should get to it now.

While the sponsorship process for baseball and softball technically begins in November and accelerates on January 1, this timing matters just as much—if not more—for fall sports like football, soccer, cheer, and field hockey. One of the biggest mistakes volunteers make is waiting too long and allowing baseball and other spring sports to absorb most of the sponsorship dollars in the community.

Sponsors have finite budgets. If fall sports wait until late spring or summer to start asking, many businesses have already committed their marketing spend. Football, soccer, and other fall programs should be out there right now, building relationships and securing commitments before those dollars disappear.

The good news? Sponsorships don’t require fancy sales tactics. What they do require is consistency and persistence.

Timing Matters: Why Now Is the Moment

Sponsors are busy. They don’t ignore you on purpose. Most of the time, they see your email and think:

“I’ll get to that later.”

Later often never comes—unless you follow up.

That’s why now through early spring is the most important outreach window for both spring and fall sports. Budgets are being set, marketing plans are taking shape, and businesses are deciding which organizations they will support for the year. If you wait, you may hear:

“Sorry, we already committed our sponsorship budget.”

Keep It Simple: Your First Ask

Your initial outreach does not need to be long or complicated. Simple works best.

Example:

Hey — we’re looking for sponsors for our upcoming season, and we’d love your support. You can view our sponsorship options here: [insert link].

That’s it. Clear, friendly, and easy to act on.

Follow-Up Wins the Race

If there’s one rule to remember, it’s this:

Follow up every week until you get a response.

Follow-ups should be short and non-invasive. Rotate simple messages like these:

Hey [Name], I haven’t heard back and we’d love your support. Link below if you’re interested—happy to answer questions.
Just circling back as I haven’t heard from you yet. Hoping to earn your support.
I know things are busy, so I wanted to follow up regarding sponsorship.
Things are getting ready to pop this season. Production is underway and we’re seeing great responses from other businesses—I didn’t want you to miss out.

You are not bothering them. You are helping them act.

Change the Subject Line Every Time (and Always Include Your Organization’s Name)

People respond to clear calls to action—and they’re far more likely to open an email when they immediately recognize who it’s from. Always include your organization’s name in every subject line, and change the wording slightly with each follow-up.

Subject line examples:

2026 Sponsorship Request – [Organization’s Name]
[Follow-Up] 2026 Sponsorship Request – [Organization’s Name]
[Response Requested] 2026 Sponsorship Request – [Organization’s Name]
[Still Time] 2026 Sponsorship Opportunity – [Organization’s Name]
[Looking for a Response] 2026 Sponsorship Request – [Organization’s Name]
[TIME IS RUNNING OUT] 2026 Sponsorship Request – [Organization’s Name]

Including your organization’s name builds credibility, avoids confusion, and reinforces that this is a local community request, not a generic sales email.

Don’t Be Afraid to Call

Some people respond far better to a phone call than an email.

Simple script:

Hello, this is [Name], a parent volunteer with [Organization’s Name]. We’re looking for sponsors for our upcoming season. Who would be the best person to speak or email with about community support?

This puts the business in a position to give you:

A real contact name
A direct email address

You usually hang up with something useful.

When you reach someone, be kind and complimentary. If you’ve used their business, say so. If not, mention that others always speak highly of them. People love hearing good things about their business.

Bonus points if you can add a short personal story:

I was just in getting [item/service] and meant to speak with someone, so I figured I’d call.

Make It Personal: Ask to Pick Up the Check

When appropriate, don’t be afraid to say:

I’d love to stop by and pick up the check so I can thank you in person.

This small personal touch builds trust and strengthens long-term relationships.

How to Keep Sponsors Coming Back

Landing a sponsor is only half the job. Keeping them is just as important.

What works:

Connect with sponsors on LinkedIn
Thank them publicly on Facebook
Tag their business
Share posts to local community groups
Tell people how great their business is
Include your sponsorship link at the end

Example:

Huge thank you to Jim Smith for supporting [Organization’s Name]. I love going to [Jim’s Company], and when he agreed to sponsor us, I was thrilled. We’re doing great things at our park because of support like this.

Close with:

If you’d like to join us as a sponsor, visit our store to learn more: [insert link].

Want More Help? You’re Not Alone

If you found this helpful, be sure to check out our other posts on sponsorship outreach, follow-up strategies, and how to run a successful, sustainable sponsorship program. These lessons are built from real experience helping nonprofit sports organizations grow sponsorship revenue year after year.

Managing sponsorships can feel overwhelming—selling sponsorships, invoicing, tracking payments, delivering benefits, and remembering who needs to renew. That’s exactly why Sponsor Helper was created.

Sponsor Helper helps organizations manage the entire sponsorship pipeline—from selling, to invoicing, to tracking, and ultimately renewing sponsors year after year. You do less work, you look professional while doing it, and sponsors get a smooth, easy experience.

Because when you make it easy for a sponsor to say “Yes,” you’ll see the growth in sponsorships that you’re looking for.

Sponsor Helper is free and open to everyone, built specifically for nonprofit youth sports organizations.

Free Resources for Your Organization

We also offer free resources to help your organization run a stronger, more successful sponsorship program.

SponsorHelper.com Learn more about how you can manage your entire sponsorship program—from selling and invoicing to tracking and renewals—all in one place.
SponsorHelper.com/sponsorship Sign your organization up for sponsorship opportunities. We are frequently asked to connect sponsors with organizations, and this helps ensure we always have the most up-to-date information for your league or program.

To stay informed on best practices, tips, and opportunities to connect with sponsors, follow us online: