Corporate Relations Committee

As a Corporate Relations Associate deployed in a project, you are responsible for securing partnerships between AMS and external companies to support the project’s goals through sponsorships or collaborative engagements. It must be noted, however, that deciding which parties to contact will not be solely done by the Corporate Relations Committee; rather, the decision would often mostly be made by the project heads, pool heads, department/office heads, or the Programs Committee. A meeting will be held to finalize the list of target partners and align outreach efforts accordingly.

Your core duties include:

• Contacting assigned partners via email

• Assisting in the preparation of sponsorship decks and MOAs

• Updating of partnership database to reflect the latest status and progress

• Coordinating deliverables with relevant internal committees (e.g., Project Heads)

• Maintaining professional and timely communications with external stakeholders

Coordinating with Corporate Partners

If a core team includes the Corporate Relations Committee, this committee will be primarily responsible for handling communications with companies, sponsors, and brand partners on behalf of the project. This includes initial outreach, formal correspondence, negotiation of terms, and post-event follow-ups.

Email shall remain the primary mode of communication, unless otherwise specified. Communication with corporate entities must maintain a high standard of professionalism, brand alignment, and clarity.

The following general protocols must be observed when coordinating with corporate partners:

• Always use ateneomathsociety.externals@gmail.com (AMS external email address) for official communication on all sponsor-related correspondence.

• Log all communication and status updates in the centralized partner tracker.

• Use pre-approved sponsorship decks and email templates as a starting point, and customize as needed based on the brand or company. See sections below for the templates and their corresponding guides.

• Always inform the Project Heads and CorRel Head of any ongoing discussions or confirmed partnerships before finalizing deliverables.

Message Templates

A template for general outreach and follow-up messages is provided here: Corporate Relations Email Template Document.

MOA Fulfillment

Input all duties and benefits as stated in the MOA in the Project Sponsorship Masterfile. You may add rows/columns if necessary. Monitor and spearhead the fulfillment of AMS’ responsibilities, and act as the middleman between AMS and the company. Make sure to document everything through screenshots and recording clips whether or not it is explicitly stated by the company.

Documentations

Compile a Documentation Package folder to be sent to the company after everything in the MOA has been completed from both sides. Make a copy of the sponsor’s tab from the Sponsorship Masterfile and include it in the Documentation Package folder. 

Send the Documentation Package folder to the company via email following the template from the Corporate Relations Email Template Document. 

Message of Gratitude

The closing email to the partner must include a clear message of appreciation, regardless of the scale of their sponsorship. For sample wording, refer to the Message of Gratitude section in the Corporate Relations Email Template Document.

Post-event Evaluations

After the project, Corporate Relations Associates are expected to reflect on their engagement with partners by answering a Post-Event Evaluation Form. This will be created by [insert office in charge of evals].