Race Sponsor Administrator’s Guide
The system is used to manage sponsors for the Steeplechasers signature races. The primary functions provided by the system include:
maintain database of benefits for sponsor levels
maintain record of race sponsorships
generate sponsor agreement based on sponsor benefits
automatically configure free entry coupons in the race registration system (RunSignUp only)
automated initialization of possible sponsorships for the next year from the current year’s sponsors
This system is designed to significantly reduce the administrative workload required to manage sponsorships by signature race race directors.
All emails generated by the system use firstname.lastname@example.org as the from address. Emails that are generated for the sponsor agreement are addressed TO email@example.com. This email address is associated with one or more individuals in the steeplechasers.org organization, and those individuals will receive the email. When responding to this email, individuals should ALWAYS respond from their steeplechasers.org email address and copy firstname.lastname@example.org to ensure that all communication is shared with the races team.
Sponsor Life Cycle
Signature Race Director enters data into contractility system and uses system to generate and send sponsor agreement
FSRC Treasurer generates invoice
Event State Flow
Sponsor Use Cases (What To Do…)
When We Learn About a Potential New Sponsor
We learn about a completely new sponsorship that we haven’t worked with before. The inquiry could arrive through email generated by the Sponsor Query Form a direct email, etc., or the signature race director could determine a potential sponsorship through other means. The race director should create a sponsorship with whatever information is known.
From Sponsorship Overview view click New
Once the form is displayed
fill in as much information as you have available to you
If the sponsor client has already agreed to a sponsorship, fill in Level and Amount appropriately and set the state to tentative. If the sponsor client has been contacted but hasn’t responded, set the state to tentative, but you probably want to set Level to none and Amount to 0.
When We Contact a Potential Sponsor
Here the sponsor client and sponsorship was in the system from a previous year, or by creating this as noted under When We Learn About a Potential New Sponsor. On Sponsorship Overview view the admin can search for the sponsor client in the search box. When the correct sponsorship is found, click on the row, then click Edit.
To record that the potential sponsor client has been contacted, do the following
- set the Coupon Code
this field must be set at this time, but won’t be configured to the registration service 1 until the sponsor agrees and Send Agreement is clicked
change the State to tentative
When a Potential Sponsor Agrees to a Sponsorship
Here the sponsor client agrees to the sponsorship. The admin needs to make sure the sponsorship is in the system before this step. On Sponsorship Overview view the admin can search for the sponsor client in the search box. When the correct sponsorship is found, click on the row, then click Edit.
- set the Coupon Code if not already set
this will be automatically configured to the registration service 1
set the Level and Amount appropriately
click Send Agreement
The sponsor agreement containing appropriate sponsor benefits based on sponsor level and coupon code will be emailed to the sponsor client contact email, and the state will automatically be changed to committed.
To Review the Sponsor Query Log
When the sponsor client fills out the Sponsor Query Form, an email is sent to the signature race director with the information from the form. If the race director is interested in reviewing the forms which have been filled out, these are also saved in the Sponsor Query Log.
To Set Up Race for New Year
Each year there is some maintenance required, to set up dates for the agreement, beneficiary, etc. This operation is accessible to administrators with super-admin privilege only.
To set up the race dates, beneficiary, locations for the next year’s race, go to Sponsor Race Dates Overview and click New or Edit as appropriate.
To set up other race variables which are rendered in the agreement, go to Sponsor Race Variables Overview. In this case, the variables should be edited only, using the Edit button.