Skip to content

Sponsor Deliverable Tracker

Example prompt: "Every Tuesday and Friday, check our sponsor tracker in Airtable for any sponsor who hasn't submitted their logo, booth specs, ad copy, or staff names yet. Email each one a polite reminder listing exactly what's outstanding and when it's due. If anything is overdue or the event is less than 14 days away, also ping the account manager on Slack."

The Problem

Sponsors are paying customers with contracted entitlements — a logo in the programme, a booth at a specific size, an ad in the digital pack, lead retrieval registrations for their booth staff. Each one has its own deadline, and chasing 20 or 30 sponsors for assets that arrive in the wrong format, late, or not at all is a job in itself. Miss a sponsor deliverable and you have an angry phone call from someone who has paid five figures for a service they didn't fully receive.

How GloriaMundo Solves It

We build a scheduled workflow that runs twice a week. An integration step reads the sponsor tracker from Airtable, including each sponsor's tier, contracted deliverables, and their submission status. A code step works out exactly which items are still outstanding for each sponsor and how close each one is to its deadline. An LLM step drafts a personalised reminder email for each sponsor, naming the specific items missing, the deadlines, and any items the operations team flagged as urgent. A conditional step decides whether to escalate — if anything is overdue, or if the event is within 14 days and items are still missing, the workflow also notifies the relevant account manager on Slack. Final integration steps send the emails, post the Slack messages, and stamp the chase date back in Airtable. Glass Box preview shows every email and Slack message before anything sends, so you can soften the tone for a key account or skip a sponsor who has already been in touch.

Example Workflow Steps

  1. Trigger (scheduled): Runs every Tuesday and Friday at 09:00.
  2. Step 1 (integration): Read sponsor records from Airtable, including tier, contracted deliverables, deadlines, and submission status.
  3. Step 2 (code): For each sponsor, list the outstanding items, calculate days remaining, and flag overdue or near-deadline entries.
  4. Step 3 (LLM): Draft a personalised reminder email per sponsor, listing exactly what is owed and when it is due.
  5. Step 4 (conditional): If any items are overdue, or the event is within 14 days, route those sponsors to the escalation path.
  6. Step 5 (integration): Send the reminder emails via Gmail and post escalations to the #sponsorship Slack channel, mentioning the account manager.
  7. Step 6 (integration): Update each sponsor's last-chased date in Airtable.

Integrations Used

  • Airtable — sponsor tracker holding contracted entitlements and submission status
  • Gmail — delivers the personalised reminder emails to each sponsor
  • Slack — escalation alerts to the account managers when deadlines are at risk

Who This Is For

Event producers and sponsorship leads on conferences and trade shows with double-digit sponsor counts, where each sponsor has several contracted deliverables and the team cannot track every one by eye.

Time & Cost Saved

For a 20-sponsor event, manual chasing tends to take 2-3 hours per week across reviewing the tracker, drafting individual emails, and posting team updates. This workflow reduces that to a quick review of the Glass Box preview twice a week — roughly 20 minutes total. The combination of integration, code, LLM, and conditional steps costs a moderate number of credits per run.