Email Templates #
Following up #
We should follow up with sponsors after our event. It is important to know what we did right and wrong. This will help us better understand the wants and needs of our sponsors. These companies were willing to give us a chance and give us a considerable amount. It is important that we try to mitigate all damages that might have occurred during the event. This way sponsors will feel appreciated and sponsor again in the future.
Time-sensitive follow-up!
- We should send this email within a week of the event.
- We should also schedule a follow-up meeting with sponsors for feedback. ( Retrospective )
Email Response #
Hi [Sponsor],
Thank you for supporting HackUNT [ CURRENT YEAR ]! Your contribution of funds, time, challenges, and mentorship made our event a success. We hope you enjoyed HackUNT as much as we did; here’s an update on our event numbers!
Attendance #
HackUNT [ CURRENT YEAR ] received [ Registration Numbers ] registrations. We checked in [ Registration Checked in] from our RSVPs along with [ Walk-in Number ] walk-ins for a total of [ Total Check-In Number ] check-ins. From this, we’ve collected [ Number of Resumes ] resumes which you can access [ Link to Resumes ]!
Photos #
We’ve just uploaded our photos on [ Facebook Link ]. Please tag yourselves and your colleagues! We’ve also posted on [ Twitter Link ], [ Instagram Link ], [ LinkedIn Link ].
Submissions #
We received lots of great submissions this year! You can see all of the submissions on our HackUNT 2019 DevPost: [ Link to DevPost ].
Some notable projects are [ 1st Place Title ], [ 2nd Place Title ], and [ 3rd Place Title ].
[ 1st Place Title ]
Description of the 1st place submission. Grab it from DevPost
[ 2rd Place Title ]
Description of the 2nd place submission. Grab it from DevPost
[ 3rd Place Title ]
Description of the 3rd place submission. Grab it from DevPost
Follow up Survey #
We would love to hear from you! Please let us know what you thought about the event, what we did well, and what we could do better in the future.
[ Typeform Link Here ]
Thank you so much again for your investment and support! We loved having you at HackUNT 2019. Please reach out with any feedback (positive or negative) and we can’t wait to see you again next year!
Thank you,
HackUNT Team
Sponsorship Onboarding #
Sponsorship Onboarding is the next step after sponsors agree to participate in the hackathon!
It is very important that you follow up quickly and respectively during these times.
Sponsors will have quite a few questions but most can be answered by giving them the Sponsor Onboarding Packet.
Email Templates #
Initial Reachout #
This is your first email to your sponsor. Triple-check all dates, forms, and names. If you make a poor impression, expect to not get the sponsor.
New sponsorship #
This is an example of an initial reachout email sent by Leslie. Keep in mind that your sponsorship packet should be added to this email as well. This email was a great way to pull them in.
Hello Andrew,
My name is Leslie Cruz. I am reaching out on behalf of HackUNT 2023.
We are a student organization running a competitive coding competition at the University of North Texas and are looking for sponsorship for our event.
HackUNT is a student-run, non-profit event striving to bring together students of all backgrounds to innovate and solve real-world problems. Within 24 hours, talented students from all over the country come together at HackUNT to strengthen their leadership skills, work and grow in a team, and develop real-world solutions for industry leaders like yourself. HackUNT 2023 is the sixth annual UNT hackathon.
Your support as a sponsor for HackUNT will help every aspect of the event. Contributions from sponsors go towards the costs of the venue, food, t-shirts, staffing, and many, many other things that make a hackathon successful and exciting.
We look forward to your response.
Legacy Sponsor #
This is an example of an initial reachout email for a legacy sponsor sent by Tyler. Keep in mind that your sponsorship packet should be added to this email as well.
Hello Sebastian,
I am your sponsorship coordinator for HackUNT 2023. We were very pleased to have RESPEC as a sponsor for HackUNT for the past two years and hope to have the chance to work with you again. The event will be held February 4-5, 2023 and we would be thrilled to have RESPEC involved. As a legacy sponsor, we’re reaching out to you to ensure you get priority to sponsor the event.
If you’re interested in participating this year, I’ve attached the sponsorship information packet. We were very impressed with the agility and imagination of the projects last year and are hoping for an even larger and more impressive turnout this year! Additionally, we are grateful to have RESPEC as a sponsor, and your experience is very important to us. Please reach out if any additional/niche benefits can be added to your package to meet your needs as a sponsor.
Thank you and we look forward to working with you,
After Connection is Made #
This is an example of a follow-up email after I made a connection at OMG. Do with it as you will but keep in mind that your sponsorship packet should be added to this email as well. Since OMG has never been a member of our hackathon before this was a great way to pull them in.
Good Morning,
Happy Monday Charis,
Thank you for responding back to me. I have attached our sponsorship packet to this email to make it a bit easier to see our options. We are not in a big rush but we would like to know before April 1st so we can finalize booths, and meeting times.
If you all do not see something in the sponsorship that does not fit all of your needs / wants, we are willing to make adjustments as needed.
We will have all types of students attending the event as well. So OMG will have an opportunity to see students from all types of majors as well. We will have showcases at our event from some of our other organizations on campus as well ( fingers crossed all goes well and we get to shoot off a rocket! )
If you have any questions, please let me know. I would be happy to help.
Best Wishes,
Andrew Hooker
Slow Response #
Send this email if they don’t respond back after a week and a half.
Hi [ ENTER NAME HERE ],
It’s [ Name Here ] from HackUNT! I’m sure things are busy on your end, I sure know that we are building this wonderful opportunity.
If there are any questions you may still have, I am happy to accommodate your busy schedule. When do you have a few minutes to connect?
Best Wishes,
[ Name Here]
Ghosted #
Send this email if they have gone dark and have not responded in 3 weeks or more.
Subject: Have you given up on HackUNT?
Hello [ Name ],
Just wanted to check in one more time before our final days of onboarding.
We would really love to have [ Company Name ] with us again this year and have already included you on our website. If this is still something you are interested in sponsoring please reach out to me.
Best Wishes,
[ Your Name ]
HackUNT [ YOUR ROLE ]