Venue outreach keeps your booking work in one place: the venues you want to play, every message you send them, and where each conversation stands. When a venue says yes, the gig is added to your calendar.
Open it from the Venue Outreach panel in your band page's left sidebar.
Who can use it
Anyone in the band can see your venues and outreach. Adding venues to the band takes permission to manage gigs and venues. Starting opportunities and logging interactions takes the booking permission, which the Principal, Core and Manager roles have. See Members and permissions.
1. Build your venue list
Click Pick Venues in the panel. Search the venue directory, filter by state, city or Has email, and click a venue to add it to (or remove it from) your band. Can't find one? Click Create Venue to add it to the directory. See Public venue pages for what a venue page holds and how to fill in missing details.
Contact Venue opens your band's venue list, which you can search and filter by city, state, type, stage and whether it has an email address. Click a venue to open your band's page for it, with its contact details, your opportunities there and any gigs you've played.
2. Start an opportunity
An opportunity is one booking you're chasing at one venue, like "Spring 2027 gig" or "Friday residency".
On your band's page for the venue, click Start New Opportunity, give it a name, and optionally pick how you made first contact and add a note. You can have more than one opportunity at the same venue.
3. Log each interaction
Every time you contact the venue (or they contact you), open the opportunity and click New Interaction:
- Previous Venue Response: paste or sum up what they last said, if anything.
- Purpose of Interaction: what this message is for, such as First Contact, Following Up, Negotiating, Confirm Booking or Declined. For Confirm Booking, enter the Gig Date too.
- How will you communicate? Pick one of the venue's saved contacts (email, phone, Facebook Messenger, contact form), or Phone Call (Venue), Text Message, In-Person Meeting, Note or Other.
- Your Response Message: write your message, or click AI Suggestions for a draft based on your band, the venue, your earlier interactions and what they last said. Add instructions in the box below it and click AI Suggestions again to refine the draft.
- Send it: for email, add an Email Subject and click the email button to open your message in Gmail or your mail app. For texts it opens your messaging app; for Messenger, copy the message and open Messenger; for a contact form, open the venue's form. The Band Plan doesn't send the message for you.
- Set When did this interaction happen?, add Notes and Next Steps, and click Log Interaction.
Every interaction stays on the opportunity's timeline, so you can see the whole conversation before you reach out again.
4. Status updates itself
The purpose you pick moves the opportunity along:
| Status | Set by |
|---|---|
| Prospecting | A new opportunity. |
| Contacted | First Contact, Try First Contact Again, Initiate Rebooking. |
| Negotiating | Following Up, Scheduling, Negotiating, Details, No Response. |
| Need Confirmation | Awaiting Confirmation. |
| Booked | Confirm Booking. |
| Archived | Declined, Rejected, Cancelled, Not Interested. |
Status only moves forward, so logging Details or Thanking after a booking keeps it Booked. Booking or closing always applies, and logging a new contact on an archived opportunity reopens it. To set the status, gig date, offer or name by hand, click Edit on the opportunity.
5. Booked: the gig is created
When you log Confirm Booking with a gig date, a confirmed gig is added to your band's calendar at that venue, with the opportunity's offer as the fee. From there, add times, a setlist and a poster; see Managing gigs.
Setting an opportunity to Booked with Edit doesn't create the gig; log a Confirm Booking interaction instead.
Keeping track
View All Outreach (or All Opportunities) lists every opportunity with its venue, status and latest interaction. Search it, or filter by status or venue. The sidebar panel shows your open opportunities and the date of the latest interaction on each.
