Esports Sponsorship Event Hospitality Request Form Template

In the fast-paced world of esports, brand partnerships and sponsorship activations demand precision, professionalism, and seamless coordination. Whether you're hosting a partnership announcement reception, coordinating influencer collaboration events, or managing hospitality for major tournament activations, every detail matters—especially when it comes to food and beverage.

This Esports Sponsorship Event Hospitality Request Form is purpose-built for esports organizations, gaming teams, tournament organizers, and brand marketing teams who need to coordinate catering and hospitality for high-stakes sponsorship events. It streamlines the entire process from initial request through dietary profile collection, influencer coordination, and final logistics.

Why Esports Events Require Specialized Hospitality Planning

Esports sponsorship activations bring together diverse stakeholders—professional players, content creators, brand executives, media personnel, and VIP guests—each with unique dietary requirements and scheduling constraints. Unlike traditional corporate events, esports activations often span multiple days, include streaming schedules, and require coordination across time zones for international participants.

This template addresses the unique challenges of esports hospitality:

Brand partner dietary profiling for executives attending partnership announcements
Influencer and content creator coordination with dietary preferences and streaming schedules
Multi-day tournament catering with quick turnaround requirements
Green room and VIP hospitality for players and special guests
Streaming-friendly food options that work for on-camera talent
Late-night gaming sessions requiring extended catering hours

Who This Template Is For

This form is ideal for:

Esports organizations and teams managing sponsorship activation events
Tournament organizers coordinating hospitality for brand partners and VIPs
Gaming marketing agencies planning influencer collaboration events
Brand partnerships teams organizing partnership announcement receptions
Esports venue managers handling catering for sponsored events
Content creator networks coordinating collaborative events with brands

How Paperform Powers Your Esports Event Operations

With Paperform, you're not just collecting dietary restrictions—you're building a complete hospitality coordination system that integrates with your broader event operations:

Conditional logic adapts the form based on event type, number of attendees, and dietary complexity, ensuring you capture exactly the information needed without overwhelming requesters. When someone selects "Influencer Collaboration Event," the form automatically displays fields for creator profiles and streaming schedules.

Product fields and payment calculations let you set up tiered catering packages or add-on options, with automatic pricing for different service levels, dietary accommodations, and after-hours staffing.

File upload fields allow requesters to submit brand guidelines, sponsorship deck materials, or venue layout diagrams—keeping all event documentation centralized with the catering request.

The doc-style editor means you can embed your brand's visual identity throughout the form, include sponsor logos, add video explainers about your catering options, and create an on-brand experience that reflects the professionalism of your esports organization.

Automate Your Event Workflow with Stepper

Once a catering request is submitted, Stepper (Paperform's AI-native workflow automation platform) can transform that submission into a complete multi-step process:

Automatically route requests to different catering vendors based on venue location and event size
Create event planning tasks in project management tools like Asana, Monday, or ClickUp
Send dietary profile summaries to catering teams with aggregated allergen information
Update event calendars in Google Calendar or Outlook with hospitality timings
Notify stakeholders via Slack or Teams when high-priority requests are submitted
Generate confirmation packets with menu details, timing, and dietary accommodations
Sync data to Airtable or Notion for comprehensive event tracking across all sponsorships

This automation eliminates manual data transfer, reduces errors in dietary accommodation tracking, and ensures every stakeholder—from catering vendors to brand partners—has the information they need when they need it.

Security and Compliance for Professional Organizations

When you're managing hospitality for major brand partnerships and high-profile influencers, data security matters. Paperform is SOC 2 Type II compliant and offers SSO, roles and permissions, and data residency controls through its Trust Center, giving esports organizations and brands the confidence to manage sensitive dietary information, contract details, and VIP guest lists securely.

For agencies managing multiple teams or brand partnerships, Agency+ features let you manage separate forms and workflows for each client while maintaining consistent branding and reporting across your portfolio.

Get Started with Professional Esports Event Management

This template is ready to use immediately or customize to match your organization's specific needs. Adjust catering packages, add your approved vendor list, incorporate brand partnership tier structures, or integrate with your existing event management stack.

With Paperform powering your esports event hospitality coordination, you can focus on creating memorable sponsorship activations and influencer collaborations while the platform handles the logistics, dietary tracking, and workflow automation behind the scenes.

Start coordinating world-class esports event hospitality today—because in competitive gaming, every detail counts, and exceptional hospitality can turn a sponsorship activation into a lasting brand partnership.