Signing example
Sign a sponsorship agreement online
Signing a sponsorship agreement online is about pinning down the benefits, because that table is what the sponsor will check the festival against months later. This five page major partner agreement for a Victorian twilight festival has the sponsor's marketing director initial the eight row benefits table behind an emailed code and sign a four line block, then the festival director signs.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Sponsorship Agreement
Parties
This agreement is made between Lanternbrook Festival Association Inc., an incorporated association registered in Victoria, of 3 Murray Esplanade, Echuca VIC 3564 (the Festival), and Fernvale Cycles Pty Ltd, ACN 609 447 120, of 52 Hare Street, Echuca VIC 3564 (the Sponsor). It sets out the fee the Sponsor pays, every benefit the Festival delivers with a quantity and a deadline, and what happens if the festival does not go ahead.
1. The event
| Event | Lanternbrook Twilight Festival 2026, a free community evening of lantern art, live music and a riverfront food market |
|---|---|
| Date | Friday 4 December 2026, 4.00 pm to 10.00 pm |
| Place | Lanternbrook Reserve and the Murray Esplanade, Echuca |
| Expected attendance | About 9,000 people over the evening, based on the 2025 festival's gate counts |
| Sponsor level | Major partner, the only sponsor at this level |
2. Term
This agreement runs from the date the last party signs until Thursday 31 December 2026. The promotional period, in which the naming and logo benefits are live, starts on Monday 19 October 2026.
3. Sponsorship fee
The Sponsor pays the Festival a fee of $12,000.00 plus GST, in two instalments, each on a tax invoice from the Festival.
| Instalment | Due | Amount, excluding GST |
|---|---|---|
| First instalment, 50 percent | Within 7 days of signing | $6,000.00 |
| Second instalment, 50 percent | Friday 6 November 2026 | $6,000.00 |
| Total fee, excluding GST | $12,000.00 | |
If an instalment is more than 14 days late, the Festival may pause the benefits in clause 4 until it is paid. A pause does not move a deadline in the benefits table or reduce the fee.
4. Why the benefits table is initialled
The benefits table on page 2 is the part of this agreement the parties are most likely to disagree about later: what was promised, how many, by when, and who had to deliver it. The Sponsor's marketing director initials directly under it, so the table the Sponsor approved is fixed on the signed copy. The Festival's director signs the whole agreement on page 5.
5. Benefits
The fee buys the benefits below. Each has a quantity, a deadline and the party responsible for delivering it. Two of the eight rows are the Sponsor's to deliver, because the Festival cannot deliver a benefit without them.
| # | Benefit | Qty | Deadline | By |
|---|---|---|---|---|
| 1 | Naming rights: the riverfront stage is presented as the Fernvale Cycles Stage on all material and announcements | 1 | From 19 October | Festival |
| 2 | Logo on the festival poster, program, website and site maps, at major partner size | All | From 19 October | Festival |
| 3 | Activation site beside the stage for a bike display and free bike valet parking, 8 by 6 metres | 1 | 4 December | Festival |
| 4 | Social media posts featuring the Sponsor, approved under clause 7 | 5 | By 3 December | Festival |
| 5 | Acknowledgement from the stage by the host | 3 | 4 December | Festival |
| 6 | Hospitality passes for the riverfront marquee | 12 | By 27 November | Festival |
| 7 | Logo files in print and digital formats | 1 set | By 12 October | Sponsor |
| 8 | Staff for the activation site and the bike valet, with their own equipment | 4 staff | 4 December | Sponsor |
A benefit the Festival does not deliver because the Sponsor missed row 7 or row 8 counts as delivered. A benefit the Festival does not deliver for any other reason is credited against the second instalment, at a value the parties agree in writing, or refunded if the second instalment has been paid.
6. Exclusivity
The Festival will not accept another sponsor in the bicycle, e-bike or scooter category, at any level, for the 2026 festival. Market stallholders may still display and use their own bicycles in their own businesses, and that is not a breach of this clause.
7. Brand use and approval
Each party sends the other any use of its name or logo for approval before publication, and the other replies within three business days. Approval may be refused only for a real reason, such as a wrong logo, a false claim, or a clash with the Festival's community values, and not to renegotiate this agreement. No reply within three business days counts as approval.
Neither party recolours, stretches, crops or redraws the other's logo. The logo files supplied under row 7 are used as delivered.
8. The activation site
The Sponsor's activation site is marked out by the Festival's site manager by 3.00 pm on the day. The Sponsor's staff follow the Festival's site rules and the directions of the site manager and the event safety officer. The bike valet is free to festival goers. The Sponsor may display and talk about its products but does not sell on the site, because the festival's market is reserved for its stallholders.
9. Promotion
The Festival includes the Sponsor in its media release announcing the program, and the Sponsor may describe itself as "major partner of the Lanternbrook Twilight Festival 2026" in its own advertising during the promotional period. Neither party speaks to the media on the other's behalf.
10. Reports
Within 30 days after the festival the Festival sends the Sponsor a short report with the attendance count, the reach of the social posts in row 4, photographs of the stage and activation site, and the number of bikes parked by the valet.
11. Conduct
Neither party does anything in connection with the festival that would bring the other into disrepute. The Festival may ask a person to leave the site for a safety reason, including a member of the Sponsor's staff, and doing so is not a breach of this agreement.
12. Intellectual property
Each party keeps ownership of its own name, logos and trade marks. Each gives the other a licence to use them only as this agreement allows and only during its term. Photographs and video taken by the Festival belong to the Festival, and the Sponsor may use those showing its activation site for its own promotion.
13. Cancellation and postponement
- Festival cancelled. If the Festival cancels the festival, it refunds the fee in proportion to the benefits not delivered, within 30 days. Benefits already delivered, such as the promotional period, are kept and valued at the amount the parties agree in writing.
- Postponement. If the festival is postponed to a date before Thursday 31 December 2026, this agreement carries over to the new date with the benefits unchanged and no refund is due. A later postponement is treated as a cancellation.
- Severe weather. If the event safety officer closes the site on the day for weather, the festival is treated as having taken place if it opened, and as cancelled if it did not.
- Sponsor withdraws. The Sponsor may withdraw before Friday 6 November 2026 and pay only the first instalment. After that date the full fee remains payable, because the benefits have begun.
14. Insurance
The Festival holds public liability insurance of $20 million for the festival site. The Sponsor holds public liability insurance of $10 million covering its activation site, its staff and its equipment, and gives the Festival a certificate of currency by Friday 20 November 2026.
15. Liability
Each party's total liability to the other under this agreement is capped at the sponsorship fee, except for personal injury or property damage caused by its negligence, which is not capped. Neither party is liable to the other for lost profits or indirect loss. Nothing in this agreement excludes a right that cannot be excluded under the Australian Consumer Law.
16. Ending the agreement for breach
If a party seriously breaches this agreement and does not fix the breach within 14 days of written notice, the other party may end it by written notice. Amounts owing up to that date stay payable, and any refund is worked out under clause 13 as if the festival were cancelled.
17. Disputes
The two signatories meet within 10 business days of a written notice of dispute to try to resolve it. If they cannot, either party may refer it to mediation in Victoria, with the cost shared equally, before going to court.
18. General
This document is the whole agreement. The sponsorship proposal and the emails that led to it add no terms. A change is agreed in writing by both signatories, and a change to the benefits table is initialled by the Sponsor. Notices go by email to the signatories below. The law of Victoria governs this agreement. Each party may sign an electronic copy, and the electronically signed copy is the original.
19. Contacts
| For | Contact |
|---|---|
| Festival director | Margot Ellery, director@lanternbrookfestival.example, 03 5482 7731 |
| Site and activation | Festival site manager, site@lanternbrookfestival.example |
| Sponsor | Tobias Halvorsen, marketing director, Fernvale Cycles, 03 5480 2219 |
| Invoices | accounts@lanternbrookfestival.example |
20. Signatures
Signed for each party by a person authorised to sign for it. The Sponsor signs first, after initialling the benefits table on page 2, and the Festival signs second.
Agreement RTF26-SPN-01 · Lanternbrook Twilight Festival 2026 · Friday 4 December 2026, Echuca
Who signs what
- Tobias Halvorsen, marketing director, Fernvale Cycles Pty Ltd
- Initials under the benefits table on page 2 · Signature block on page 5: Name, Title, Company and a stamped Date · Verified by an emailed six digit code
- Margot Ellery, festival director, for Lanternbrook Festival Association Inc.
- Signature block on page 5: Name and a stamped Date · Email link
The signing journey
Step 1
Three fields, two parties
Initials under the benefits table and a four line block for the sponsor, a two line block for the festival.
Step 2
A code for the sponsor
Tobias's link asks for a six digit code sent to his work email before the agreement opens. The code lasts 10 minutes.
Step 3
Initials, then the block
One drawing fills his initials on page 2 and the signature area of his block on page 5, where he types his Title and Company.
Step 4
The festival signs second
Sign in order is on. Margot is invited once the sponsor's block is stamped, and her signature completes the envelope.
Every field, and who fills it
Tobias Halvorsen initials the box under the benefits table on page 2. On page 5 his block prints FOR THE SPONSOR, then his name, the Title and Company he types, and the stamped date. Margot Ellery's block beside it prints FOR LANTERNBROOK FESTIVAL ASSOCIATION INC. with her name and the date. The two $6,000.00 instalments, the eight benefits, the bicycle category exclusivity, the Friday 4 December 2026 date and the cancellation terms are printed.
How to adapt this envelope
A sponsor whose contracts need two directors adds a second signer with their own block. A festival with several sponsor levels sends one envelope per sponsor, each with its own benefits table. If the festival wants to sign first to present a firm offer, swap the order. A change to the benefits after signing goes in a short variation, initialled by the sponsor, as clause 18 requires.
What makes this valid in Australia
The Electronic Transactions Act 1999 and the Victorian equivalent accept an electronic signature that identifies the signer and shows intention reliably. Logos and names in the benefits are trade marks, protected under Australian trade mark law, which is why clause 12 limits each party's use of the other's marks to this agreement and its term.
What makes this signing flow work
The table is fixed by initials
Eight benefits, each with a quantity, a deadline and who delivers it, are where a sponsorship goes wrong. Initials directly under the table record that this version, including the two rows the sponsor must deliver, is the one the sponsor approved.
The company line is typed in the block
A sponsorship binds a company, not a person. The block's Company line, typed by Tobias himself, prints Fernvale Cycles Pty Ltd under his name and title on the signed copy, so it is clear he signed for the business.
A code where the money comes from
The sponsor pays $12,000 plus GST. Requiring an emailed one-time code for the sponsor's signatory shows the commitment came from someone with access to that work inbox, and the certificate prints Email link + emailed one-time code against him.
Questions people ask
Can a sponsorship agreement be signed electronically by a company?
Yes. A person authorised to sign for the company signs electronically, and the block records the company name and the person's title. Australian electronic transactions law accepts that signature where it identifies the signer and shows their intention by a reliable method.
Can the sponsor and the festival sign from their own offices?
Yes. Each receives a link by email and signs in a browser with no account to create. The sponsor also enters a six digit code from his own inbox before the agreement opens. The festival director is invited automatically once the sponsor has signed, wherever either of them happens to be.
What if the sponsor has not signed before the promotional period?
The envelope stays open for 30 days from when it was created, and the app does not let the festival change that. The promotional period starts Monday 19 October 2026, so a festival chasing a late signature can resend the invitation to the same address.
What happens if the sponsor declines the agreement?
The envelope moves to declined and the festival is emailed with the sponsor's reason, if one was given. The festival director is never invited and no certified copy is made. The parties negotiate, the festival withdraws the envelope, and sends a revised agreement with the new terms.
Why initial only the benefits table and not every page?
Because that table is the operational heart of the deal and the part most likely to be disputed. The block on page 5 signs the whole agreement. Initialling five pages would add effort without adding much evidence about what was promised.
What if the sponsor mistypes the code?
The portal simply asks again. After five wrong entries the sponsor is locked out for 15 minutes, and up to five codes can be sent in any ten minute window. The failed attempts are recorded in the envelope's audit trail, so the festival can see what happened.
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