Sponsorship is crucial for the survival and success of our leagues. As we wrap up the current season and look ahead, it’s crucial to ensure continued support for the next year. One effective strategy is setting up automatic renewal invoices in December. While it might seem early given that most baseball and softball leagues start in the spring, this timing is strategic, especially for tax purposes.
Sending renewal invoices in December offers sponsors the flexibility to choose the tax year in which they’d like to record their sponsorship. By providing this option, we’ve seen retention rates soar to around 90%+. The key is to set the invoice due date for 30 days, allowing payments to be allocated to the current or the upcoming tax year.
Three Key Tips for Successful Auto-Renewal Invoices:
Personalized Thank-You Messages: Include a heartfelt email with your invoice that expresses gratitude for last year’s support and anticipates continued partnership. Also, clarify that they have the option to discontinue their sponsorship if circumstances have changed.
Flexible Payment Terms: Emphasize a relaxed approach to the payment timeline. Let your sponsors know there’s no rush—this isn’t about pressuring them but providing the convenience of choosing when to pay, potentially for tax benefits before the year ends.
Professional Presentation: Never underestimate the power of professionalism. Ensure that your invoice format is clean, clear, and official-looking. A professional appearance enhances credibility and trust, encouraging sponsors to continue their support.
Managing sponsorships doesn’t have to be overwhelming. With the right tools and strategies, like automated renewal invoices in December, you can reduce the workload on your volunteers and secure funding efficiently. If you’re looking for more guidance or need help implementing these strategies, Sponsor Helper is here to take care of sponsorships for your league, visit sponsorhelper.com/youthsports to learn more.
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