Email outreach and CRM for event planners
Events are booked months ahead and decided by small committees. Reaching the right person early, and following up as dates approach, keeps your calendar full.
Who you're usually writing to
Office managers and HR leads planning team events, venues looking for planners to refer, and couples or families who inquired.
Sound familiar?
- Quotes go out and you never hear back.
- Inquiries arrive on Instagram, email and the phone, and some get lost.
- Busy season leaves no time for outreach, so the quiet season stays quiet.
An outreach routine that works for event planners
Plan outreach around the calendar
Email companies about holiday parties in early autumn and summer events in spring, when they're actually deciding.
Partner with venues
Venues get asked for planner recommendations all the time. A short, friendly email with your portfolio link is an easy yes.
Quote, then follow up twice
Many quotes go quiet because the committee hasn't met yet. Two gentle follow-ups, a week apart, catch most of them.
Example first email
An example to adapt, not a script. Words in {{double braces}} are filled in for each contact, with the fallback after the bar.
Subject: Holiday party at {{company | your office}}
Hi {{first_name | there}},
I plan corporate events here in town, from team dinners to full holiday parties. Most of our clients start booking now for December.
If you're organising something this year, I can send three venue ideas that fit your team size and budget. No cost to look.
Would that help?Follow-up, a few days later
Hi {{first_name | there}}, just checking in about the holiday party. Happy to send those venue ideas whenever it's useful.
Tips
- Write to the person who plans events (office manager, HR), not a general address, when they've published it for business.
- Put the event date on each deal so follow-ups match the timeline.
- Keep one short sequence per season instead of one long one.
How Montegra Reach fits in
Keep your contacts in one place, send short sequences from your own mailbox at sensible hours, see every reply in one inbox and move deals through a simple pipeline. The AI can draft emails and replies from a sentence, using only what you tell it about your business. $0 for 30 days, then from $49 CAD a month.
Start freeGuides
- How to write a cold email people actually reply to
- How many follow-up emails to send (and when)
- CASL and cold email in Canada: a plain-language guide
- CAN-SPAM checklist for B2B email