In short
- You enter only commitments the organiser actually made, in the organiser's words.
- Each commitment needs its own kind of evidence.
- A logo in a highlight film does not complete a requested interview.
- The sheet lists tasks and evidence gaps. It never creates a contractual obligation.
This checklist turns the promises made to your sponsors into a sheet of capture tasks, delivery tasks and evidence gaps. It keeps a sponsor’s interview from being marked done just because a logo appeared on screen.
What is it for?
Sponsors are often promised several things: signage on camera, a short interview, a thank-you, time at a booth. Each needs a different shot and a different kind of proof. The checklist lays them out per sponsor so the crew and the organiser see the same list.
How do I use it?
- Add one row for each commitment the organiser actually made. Use the organiser’s own words for what was promised.
- Pick the kind: logo, interview, speech mention, booth, product, thank-you or other.
- Say when or where it happens, where it should appear and what proof the sponsor expects.
- After the event, tick only the evidence you can point to, such as a recorded interview or a sponsor sign-off.
How do I read the result?
The summary counts, for each sponsor, how many commitments are covered, partly covered or without evidence. The gaps list shows what is still needed and names any evidence that does not count for that commitment. Tasks list what to capture, where to deliver it and what proof to prepare.
What are the assumptions and limits?
- Each kind of commitment is matched to its own kind of evidence. Nothing else completes it.
- Organiser confirmation counts only for commitments of kind Other.
- The sheet never creates, reads or checks a contract.
- Tasks are requests to discuss. What the crew can film is confirmed for each event.
- It records what you tick. It cannot see your footage.
A worked example
This is an illustrative example. A sponsor was promised a short interview and a logo on the stage backdrop. You add both. After the event, on both rows, you tick only “Logo seen in footage”.
The logo row shows as covered. The interview row shows as partly covered, because the logo does not count for an interview. The sheet lists the interview clip as still needed. It also asks who is to be interviewed and when, if you left that blank.
Where to go next
The Must-capture moments checklist sets priorities for the whole day, and the Event interview schedule builder plans interview slots. For reports, read the guide to planning sponsor evidence and reporting clips.
If sponsors have been promised video coverage, send us the list before the event. We will tell you what we need to confirm so each item can be filmed and shown.
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