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Sponsor Asset And Approval Register

Control sponsor logos, artwork, copy, video, web and signage approvals with this editable Sponsor Asset And Approval Register. Brand and commercial teams complete Event Setup, then track each Asset Register row through specifications, source files, approval deadlines and revision rounds. It prevents outdated placements and missed approvals — and is not a hospitality guest planner, fulfilment delivery tracker or ROI valuation model.

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Format
XLSX
Difficulty
Advanced
Time
45 min
Stage
Build → Promote

What this resource helps you do

  • Capture the essential sponsor asset and approval register inputs in one place
  • Hand off a consistent template across event revenue owners
  • Reduce last-minute gaps before the build milestone
  • Track statuses, owners, and follow-ups across the full planning cycle
  • Export a shareable view for stakeholders and suppliers

When to use this resource

  • When contracted placements require sponsor logos, artwork, copy or video
  • While setting internal and sponsor approval deadlines before artwork freeze
  • During revision rounds until the final approved version is confirmed for production

What is included

  • sponsor-asset-and-approval-register.xlsx
  • XLSX download package
  • Instructions: Steps to list assets, capture specifications, set deadlines and confirm approved versions.
  • Event Setup: Shared commercial context including brand lead, sponsor lead and artwork freeze date.
  • Asset Register: Sponsor Asset and Approval Register for placements, specifications, owners and approval status.

Information required before starting

  • Brand lead, sponsor lead, agency and artwork freeze date from Event Setup
  • Asset type, placement, technical specification and source file link
  • Internal owner, sponsor approver, deadlines and revision status

What you produce

  • Sponsor asset and approval register
  • Revision and final-approved version status
  • Production or publication readiness view for placements

Who this is for

This resource is designed for Event organisers and sponsorship-manager who need a practical, reusable document for event revenue.

  • sponsorship manager

    Ensures contracted placements have approved assets before delivery deadlines.

  • marketing manager

    Coordinates specifications, revision rounds and artwork freeze timing.

  • event organiser

    Checks that approved assets are ready for on-site and digital placements.

Event-type use cases

  • conference

    Controls sponsor logos and digital placements across programme and venue media.

  • festival

    Tracks stage, signage and web assets through approval before site install.

  • exhibition

    Manages sponsor artwork approvals for show branding and partner placements.

How to use this resource

  1. 1

    Complete Event Setup

    Record brand lead, sponsor lead, creative agency and artwork freeze date.

  2. 2

    List required assets

    Create an Asset Register row for every required logo, artwork, copy, video, web or signage placement.

  3. 3

    Capture specifications and source files

    Record technical specifications and link the current source file for each asset.

  4. 4

    Set approval deadlines

    Agree internal and sponsor approval dates early enough for revision rounds.

  5. 5

    Track revisions to final approval

    Update revision rounds and confirm the final approved version before production or publication.

Common mistakes to avoid

  • Using a general marketing asset register for contracted sponsor placements — Track sponsor-specific placements and approvers here so commercial commitments stay visible.
  • Confusing asset approval with hospitality guest planning — Approve logos and artwork here; manage guest lists in the sponsor hospitality planner.
  • Sending assets to production without a final approved version — Confirm the final approved version and production status in Asset Register before release.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Sponsor asset and approval register — editable XLSX

Editable Excel workbook with Instructions, Event Setup and Asset Register sheets for sponsor logo, artwork and placement approvals.

When to choose it: Use to prevent outdated logos and unapproved placements before production.

XLSX · 8 KBLocked

Continue your planning workflow

← Previous stepRevenue Stream PlannerNext step →Sponsor Hospitality PlannerNext step →Accessibility Planning WorkbookNext step →Accreditation And Credential Matrix

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Payments

Process payments securely and manage cashflow.

Venue management

Manage space bookings, floor plans, and venue operations.

Venue booking management

Connect enquiries, holds, contracts, deposits, and operations handoff.

Frequently asked questions

Frequently Asked Questions

Is this the same as a general marketing asset register?+

No. It focuses on sponsor assets and commercial placement approvals rather than general marketing creative.

Does it calculate sponsor ROI?+

No. It tracks approvals. Use the sponsor ROI report model for estimated value and value-multiple calculations.

Which sheets track sponsor assets through review and approval?+

Instructions, Event Setup and Asset Register.

When should sponsor artwork move to production?+

Move it only when placement, specification, source file and final approval are recorded. Keep prior versions distinct from the approved asset.

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