The Sponsorship Tab

The following highlights how to create invoices, display sponsors, and keep track of who has submitted their money.

Adding a Sponsorship

  1. Click “+ Add a Sponsorshipclt-sponsor-add.gif

  2. Fill in the appropriate information Screen Shot 2016-05-17 at 1.56.15 PM.png

Making the Sponsorship Visible on the Event Pages

  1. Input:

    1. The name of the Company

    2. Select the desired Sponsorship Tier, those without a Tier will be named “Other”

    3. Check off the Visibility box

    4. (Optional) Upload an Avatar Image clt-sponsor-visibility.gif

    5. Select Save and Close if finished

  2. The Sponsorship will show up on your event page, this may take up to 20 minutes and should appear in the Event Sponsors, and Partners Section Screen Shot 2016-05-17 at 2.03.51 PM.png

Inputting a Website link for a Sponsorship

Some sponsor’s want links to their websites in the event page, some organizer’s have trouble creating links. Just ensure the following to create a successful link to your sponsorsclt-sponsor-website.gif

  1. Select the Sponsor in CLT

  2. In the first Tab (General Information) input the full url for the sponsorclt-sponsor-website-edit.gif

    1. Do not provide half a url: eg. will generate a broken link

    2. Always remember to include “http://www.

  3. Ensure visibility is checked off

  4. Hit save

Changing the Position of Sponsors in the Event Pages

You can change the position of sponsors on the Event Page, their order within a Tier determines how they are displayed for example see below


Screen Shot 2016-05-17 at 2.28.28 PM.png

In the Event Pageclt-sponsor-order.gif

  1. To change the order simply hover over the Sponsorship and drag it to the desired position clt-sponsor-drag-order.gif

  2. CLT will save the order, you should see a notification saying “Sponsor Order Saved” at the bottom right of the screen

  3. The changes may take up 20 minutes to see Screen Shot 2016-05-17 at 2.40.28 PM.png

Tier Order

An important note regarding Tier Order. Signature Sponsorship will always be first on the Event page, followed by Platinum, Gold, and Silver. You have the power to change the order within a Tier but the order of the Tiers

Remember Signature > Platinum > Gold > Silver > Other

Signature Tier

A sponsor with a Signature Tier gets the added benefit to include a Description in the Event Page, unlike other Tiers



Creating a new Sponsorship Tier

You have the ability to create a new Tier than the ones provided

  1. Scroll down to the Tier tab and in the Open Text write down the Tier you wish to Add clt-new-order.gif

  2. Select Save, then select where the Custom Tier will be on the Event Page

  3. Custom Tiers cannot outrank Signature Sponsors, they will always fall below in the Event Page

Creating an Invoice

It’s important to fill in any required information, in order to reach the end of the process to create an invoice

  1. Click “Add a Sponsorship” or select the draft Sponsorship. Fill out the General Information Section as seen in previous sections.

  2. Address: Fill out the required address information Screen Shot 2016-05-17 at 3.23.47 PM.png

  3. Contacts: Fill out the contact information for the Sponsor Screen Shot 2016-05-17 at 3.26.22 PM.png

    1. Ensure that there is no extra space after the email addressclt-email-error.gif

    2. Add an extra contact if desired, you can add yourself to receive a copy of the invoice to ensure it was deliveredclt-extra-contact.gif

    3. If SWOOP does not recognize an email, please email us at as this may be an error in the system

  4. Payment:  Fill in the amount of money to be received, currency, whether it’s in-kind, and the description

    1. Select the Currency the invoice will be paid in

    2. Only check the “In-Kind” Box if the invoice was a donation, such as a venue space, promotional gifts, food, drinks, and or prize

    3. Input the description of the Sponsorship

    4. Input the monetary amount, for international people use a period instead of a comma clt-payment-info.gif

    5. You cannot proceed to the final Tab until the bar at the bottom of the screen showcases 100%, this means you missed required information or the information was erroneous

  5. Confirm & Send Invoice: Make sure to glance at all your inputted information one more time, the select “Confirm and Send Invoice” once you are ready.Screen Shot 2016-05-17 at 4.04.48 PM.png

    1. You cannot delete an invoice after it has been created so make sure you are fully confident

    2. Invoice emails will be sent to the ones provided, cc yourself to ensure delivery

Deleting a Sponsorship

The following highlights how to delete a Sponsor from CLT

  1. If the Sponsorship is set to Draft or “In-Kind” you can easily remove them from CLT

  2. Simply select desired Sponsor and then select the “X” icon under the Remove columnclt-delete-draft.gif

  3. You will be asked to confirm this decision, select OKAY

If the sponsorship has already created and it’s set as “Invoiced” or “Paid” you do not have the option to delete it. However, issues arise when a Sponsor pulls out or never pays

  1. Email and inform them of the issue, ask them to delete the Sponsor from your event, include the city, date, and if possible SWOOP ID of your event

  2. Go to the selected Sponsor and make sure the “Visibility” is not checked off clt-visibility.gif

  3. Select “Save and Close”

Checking Sponsorship Status

To check whether a Sponsor has paid, you can check in CLT in the Sponsorship tab. SWOOP is updated once a day. So make sure to remain patient. Typically we recommend organizer’s to submit invoices as soon as possible as most corporations take between 14-40 days to process an invoice.

Under Status you can track the Sponsorship

  1. Draft: Sponsors you might invoice, more information is needed before it can be invoiced

  2. Invoiced: Sponsors you’ve invoiced, who are awaiting payment

  3. Paid: Sponsors have sent their payment, the funds are available

  4. In-Kind: Sponsors that agree to fund your event, but are not invoice