Web-Based College Fest Sponsorship Tracking Portal with Tier Benefits and Payment Records

The Web-Based College Fest Sponsorship Tracking Portal is a single web application where a college fest team records every sponsor, the tier the sponsor bought, the benefits promised for that tier, and every payment received against that sponsor. Fest sponsorship usually lives in scattered spreadsheets, chat messages, and notebooks, so nobody can answer the simplest questions quickly: how much has been pledged, how much has actually arrived, which benefits are still owed, and which sponsor needs a follow-up today. That confusion leads to missed follow-ups, double-promised benefits, and awkward conversations when a sponsor asks for proof of a logo placement or a stage mention that was never logged. This portal fixes that by keeping the sponsor record, the tier benefits, and the payment history together, so pledged, received, and pending amounts stay consistent, benefit delivery is visible, and the team works from one shared record instead of several private lists.

This is a built-to-order software project: the web portal, the demo records, and the complete documentation set are prepared fresh for you.

Concept
The portal is built around one idea: a sponsor is not just a name and an amount, but a deal with three linked parts — a pipeline stage, a set of promised benefits, and a payment history. An organiser creates the sponsor, picks a tier such as Platinum, Gold, Silver, or Bronze, and the portal generates the benefit checklist for that tier. Payments are added to the same record, so the balance is always derived from receipts rather than typed in by hand. Three roles keep the work organised: an admin who manages tiers and users, an organiser who updates sponsors and benefits, and a finance volunteer who records payments. The demo uses illustrative sponsor data so the workflow can be tried end to end before real fest data is entered.

Data enters the portal as sponsor records, tier definitions, and payment receipts, and the portal turns those records into a single sponsorship picture. An organiser creates a sponsor, assigns a tier, and the portal generates that sponsor's benefit checklist from the tier template, with items added or removed for that sponsor's deal. Payments are entered against the sponsor with a date, a mode, and an amount, and the portal updates the received total, the pending balance, and the pipeline stage automatically. Benefit items are ticked only when delivered, so the checklist becomes proof of delivery rather than a wish list. Dashboards then summarise pledged, received, and pending amounts by tier and by sponsor, and flag sponsors with pending balances or undelivered benefits, so follow-ups happen before fest week instead of after a sponsor complains.

1. The admin sets up the fest edition and the tier templates, defining the benefits each tier promises, such as logo placement, stall space, stage mentions, social media posts, and guest passes.
2. An organiser adds a sponsor with its company name, contact person, tier, and pledged amount in Indian rupees (₹), and the portal creates that sponsor's benefit checklist from the tier template.
3. As talks progress, the organiser moves the sponsor through the pipeline stages, from Lead through Negotiation and Committed, recording notes on what was discussed.
4. The finance volunteer records each payment against the sponsor, with a date, a payment mode, an amount in Indian rupees (₹), and a receipt reference; the portal updates the received total and the pending balance.
5. When a payment completes the pledged amount, the sponsor stage changes to Paid automatically; partial payments keep the stage at Partial until the balance is cleared.
6. Organisers tick benefit items only as they are delivered, and the dashboard reports pending balances and undelivered benefits so nothing is promised twice or forgotten.

Tech stack:

• HTML, CSS, and JavaScript (portal front end)
• PHP with Laravel or Node.js with Express (back end, one framework for the delivered build)
• MySQL or PostgreSQL (relational database)
• Responsive web design for desktop and mobile browsers
• Server-side validation and role-based access control
• Printable receipt and summary views

The portal's strongest capabilities are sponsor pipeline tracking, tier benefit checklists, and payment records that always reconcile with the sponsor total. Pipeline tracking moves each sponsor through clear stages, from first contact through negotiation and commitment to partial payment and paid status, so the team sees at a glance who needs attention next. Tier benefit checklists turn each tier's promises into tickable items, such as logo placement, stall space, stage mentions, and guest passes, and only a delivered item is ticked off. Payment records attach every receipt to one sponsor, with date, mode, and amount, so the pledged, received, and pending figures are computed from the same records rather than typed separately. Together, these three capabilities replace scattered spreadsheets with one auditable record that a fest team can defend in front of any sponsor.

• [Sponsor pipeline tracking] (Implemented) Each sponsor moves through defined stages — Lead, Negotiation, Committed, Partial, and Paid — and the list can be filtered by tier or stage, so follow-ups are assigned to the right sponsor at the right time.
• [Tier benefit checklists] (Implemented) Every tier has a benefit template, and each sponsor gets a tickable checklist generated from it, with items added or removed for that sponsor's deal; an item is ticked only when it has actually been delivered.
• [Payment records and reconciliation] (Implemented) Each payment stores a date, a payment mode, an amount in Indian rupees (₹), and a receipt reference, and the sponsor's received total and pending balance are recomputed from those receipts.
• [Dashboard and tier summaries] (Implemented) The dashboard totals pledged, received, and pending amounts, shows collection by tier, and lists sponsors by pipeline stage, so the team spots shortfalls before fest week.
• [Search, filter, and sponsor detail] (Implemented) Sponsors can be searched by name and filtered by tier or stage, and selecting a sponsor opens its benefits and payment history in one view.
• [Receipt export] (Optional add-on) Payment receipts and a sponsor summary can be exported as a printable document on request; this is not part of the base build and is quoted separately.
• [Sponsor self-service view] (Future scope) A future version could let a sponsor log in to view only its own benefits and payment status; this is not built in the current version and no sponsor login is shipped.

• Complete web portal: sponsor pipeline, tier benefit checklists, payment records, and dashboard
• Demo records with illustrative sponsors, tiers, benefits, and payment receipts for trying the workflow
• Project report PDF (background, system design, database design, workflow, testing, limitations)
• PPT presentation for final review
• Viva Q&A preparation document (web architecture, database design, validation, role-based access)
• Setup guide for running the portal on a local server

Requirements

• A computer with a current web browser and a local server environment for running the delivered web application
• A relational database server (MySQL or PostgreSQL, as chosen for the delivered build)
• Fest data entered by the organising team: sponsor names, contacts, tiers, pledged amounts, and payment details
• One admin user to manage tiers, users, and the fest edition; organiser and finance roles are assigned by the admin