What are effective negotiation strategies for sponsors who are not meeting their obligations?

Negotiating with sponsors is a crucial skill for conference organizers, especially when the sponsors are not fulfilling their contractual obligations. Whether it is a delayed payment, a missing logo, or a change of plans, you need to be able to communicate effectively and assertively to resolve the issue and maintain a positive relationship. In this article, we will share some effective negotiation strategies for sponsors who are not meeting their obligations, based on the principles of interest-based negotiation.

1 Identify the problem

The first step in any negotiation is to identify the problem and its causes. You need to understand why the sponsor is not meeting their obligations, and how it affects your conference goals and budget. You also need to clarify your expectations and rights, and what you are willing to compromise on. To do this, you can use tools such as a problem statement, a SWOT analysis, or a force field analysis, which help you to define the situation and the stakeholders involved.

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2 Prepare your strategy

The next step is to prepare your strategy, which includes your objectives, your alternatives, and your criteria. Your objectives are what you want to achieve from the negotiation, such as getting the sponsor to pay on time, provide the agreed materials, or honor their commitments. Your alternatives are what you can do if the negotiation fails, such as finding another sponsor, reducing the scope of the conference, or taking legal action. Your criteria are the standards or principles that guide your decision-making, such as fairness, transparency, or quality.

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Joel K. Douglas

Ranch hand kid | Decorated combat veteran | I believe in America
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Preparing a negotiating strategy starts with identifying your Best Alternative To a Negotiated Agreement (BATNA). Your BATNA establishes paths forward to proceed without your partner. You might identify a new source that can replace the unreliable one. You might identify how you can no longer need their particular component. You might even identify how you could make the component yourself! Then, when you go to the negotiating table, you have options. You can walk away from the partnership knowing you have another way forward. Or you can choose to stay on terms acceptable for your business. No matter the outcome, identifying your BATNA is the most critical step to preparing your negotiating strategy.

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3 Communicate effectively

The third step is to communicate effectively with the sponsor, using skills such as active listening, empathy, and assertiveness. You need to establish rapport and trust with the sponsor, and show them that you understand their perspective and interests. You also need to express your own needs and concerns, and explain how the sponsor's actions affect your conference. You can use techniques such as open-ended questions, paraphrasing, and reframing, which help you to explore the problem and generate solutions.

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4 Negotiate collaboratively

The fourth step is to negotiate collaboratively with the sponsor, using skills such as brainstorming, evaluating, and bargaining. You need to work with the sponsor to find a mutually beneficial solution that satisfies both parties' interests and needs. You can use techniques such as joint problem-solving, criteria-based decision-making, and trade-offs, which help you to create value and reach agreement.

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5 Follow up and review

The final step is to follow up and review the negotiation, using skills such as documenting, implementing, and feedback. You need to confirm the outcome and the action plan with the sponsor, and make sure that both parties fulfill their obligations. You also need to monitor the progress and the results of the negotiation, and provide feedback to the sponsor and yourself. You can use tools such as a contract, a checklist, or a survey, which help you to track and evaluate the negotiation.

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Olutayo Fasipe (M. Phil, MPSM, FIPMA, ACIA)

Public Procurement Professional
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When sponsors are not forthcoming with their commitments a good approach would be to draw attention to the commitments and the negative implications of reneging on the promises. Another thing to do is to come up with possible options for solving identified challenges of the sponsors. A more pragmatic approach is the option of co-sponsorship where the burden may be spread or shared by others with the original sponsors. This option will naturally be rebuffed but with effective communication skills and forecasting, the option may save the day. The project is delivered on time and accolades are shared.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Joel K. Douglas

Ranch hand kid | Decorated combat veteran | I believe in America
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What’s a leader's role in negotiation? Twofold. First, drive your team to identify a strong negotiating position. Don’t approach a negotiation thinking, “I always seal the deal!” This attitude isn’t helpful. The point of negotiation isn’t to “seal the deal.” The point is to improve your organization. Drive your team. Innovate. Think outside the box. Be relentless. Then negotiate. Your second role in negotiation is to identify what’s an acceptable, and what’s not an acceptable, agreement. If you fail to communicate what is acceptable to your team, you will sometimes end up agreeing to something you didn’t really want. Prepare your team with clear expectations. Communicate. Train and educate them!

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What are effective negotiation strategies for sponsors who are not meeting their obligations?

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4

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1 Identify the problem

2 Prepare your strategy

3 Communicate effectively

4 Negotiate collaboratively

5 Follow up and review

6 Here’s what else to consider

Conferences

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What are effective negotiation strategies for sponsors who are not meeting their obligations?

1

2

3

4

5

6

1 Identify the problem

2 Prepare your strategy

3 Communicate effectively

4 Negotiate collaboratively

5 Follow up and review

6 Here’s what else to consider

Conferences

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