Sponsorship Policy Sept 24 agreed

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Sponsorship Policy and Procedure
Approved by The Town Council 9 September 2024

This policy and procedure sets out the way in which the Town Council will deal with request
to provide sponsorship and how the Town Council will go about seeking sponsorship for
activities, events and equipment

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Policy
1. In the context of this policy, sponsorship is a contribution, financial or in kind, to
the costs involved in a project or activity in return for advertising:
2. (a) The Town Council may seek and accept offers of sponsorship (b) The Town
Council may provide sponsorship
3. The Town Council will endeavour, where possible and appropriate, to work in
partnership with local and national businesses to identify opportunities for
sponsorship that will be of mutual benefit.
4. The Town Council will not enter into sponsorship agreements with any business
which is in legal or financial conflict with the Council or which connects the
Council with any political party or pressure group.
5. Sponsorship agreements must not be regarded by any business as a means of
gaining favourable terms from the Town Council in relation to any of the Town
Council’s functions or activities.
6. The Town Council should only seek to enter into sponsorship agreements with
businesses whose values, practices and products are not in conflict with any
agreed Town Council policy, procedure or viewpoint.
7. The Town Council reserves the right to refuse any offer of sponsorship.
8. The Town Clerk will maintain a list of all sponsorship agreements.
Procedures
Ad Hoc Requests to Provide Sponsorship for a Town Council Project, Activity
e.g. sponsorship of bins, signs and equipment.
9. The Town Clerk will liaise with potential sponsors to establish the relevant
information e.g. the nature of the sponsorship, location(s), proposed duration of
the agreement
10.The sponsor is responsible for submitting a sign design for approval by the Town
Council and obtaining the agreed signs
11. Before the proposal is considered by the relevant Committee, the Town Clerk will
• check to ensure that the potential sponsor is not in legal or financial conflict
with the Council
• consult with the any appropriate organisation e.g trade body to determine
whether the potential sponsor is known to operate in a manner that may be
considered as prejudicial to the best interests of consumers or in breach of
any trading standards legislation.

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12. The relevant Committee will be consider the terms of the proposed sponsorship
agreement e.g. locations, duration, size and type of sponsorship sign and decide
the value and make recommendations to Council
13. The Town Council (full Council meeting) will decide whether or not to enter into
the sponsorship agreement.
14. The Town Council is responsible for arranging the erection / display of the agreed
signs
When the Town Council is seeking to obtain Sponsorship for a Town Council
Project, Activity or Equipment
15. The relevant Committee should identify at the outset the sum which they are
seeking to raise
16. The relevant Committee should determine any set parameters for the
sponsorship agreement and which terms are open for negotiation
17. Information on Town Council projects seeking sponsorship will be available on the
Town Council website. In cases where it is proposed that more than £10,000
should be raised from a sponsorship deal, additional steps may need to be taken
to advertise the opportunity to potential sponsors (to meet Financial Regulations).
18. Before approaching potential sponsors the Town Clerk will
• check to ensure that the potential sponsor is not in legal or financial conflict
with the Council
• consult with any relevant organisations to determine whether the potential
sponsor is known to operate in a manner that may be considered as
prejudicial to the best interests of consumers or in breach of any trading
standards legislation.
19. The relevant Committee will consider the terms of any proposed agreement and
make recommendations to the Town Council
20. The Town Council (full Council meeting) will decide whether or not to enter into
the sponsorship agreement.
Town Council Providing Sponsorship or Support for Events or Activities e.g.
market, carnival, festival
21. Opportunities exist for the Town Council to support local organisations, activities
and events by making a contribution either financial or in kind. (Note: financial
support may be through the Town Council’s grant policy).
22. Before the proposal is considered by the relevant Committee, The Town Clerk will
• check to ensure that the potential sponsor is not in legal or financial conflict
with the Council

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consult with relevant organisations to determine whether the potential sponsor
is known to operate in a manner that may be considered as prejudicial to the
best interests of consumers or in breach of any trading standards legislation.

23. The relevant Committee will consider the terms of any proposed agreement and
make recommendations to the Town Council. As a standard part of the
agreement, the recipient organisation must clearly state on all their literature and
advertising that the event / activity is being supported by the Town Council.
24. The Town Council (full Council meeting) will decide whether or not to enter into
the sponsorship agreement.
Withdrawal from Sponsorship Agreements
25. The Town Council reserves the right to withdraw from any sponsorship
agreement, such withdrawal will be considered at a Town Council (full Council)
meeting. Reasons for withdrawal include but are not limited to financial, legal or
safety matters.