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Monday Motivation: Event Planning Email Outreach Tips That Actually Work

Are you an event planner looking to expand your client base and secure bigger budgets? Look no further! In this article, we will provide you with expert advice and practical examples to help you build...

Are you an event planner looking to expand your client base and secure bigger budgets? Look no further! In this article, we will provide you with expert advice and practical examples to help you build relationships, win contracts, and network effectively through email outreach.

20 Best Practices for Event Planning Email Outreach

To maximize your open and response rates and avoid your emails being marked as spam, follow these strategies:

1. Personalize your emails for the first 10-20 recipients

To avoid your email account being flagged for spam, it is essential to create unique messages for each recipient. Use a template, but ensure that each sentence is tailored to the individual. Vary the sending time of each email to avoid suspicion.

2. Gradually increase the number of outgoing emails

To maintain a good relationship with your email provider, gradually increase the number of emails you send over time. Start with one or two emails per day and gradually increase the volume every other week until you reach your desired volume.

3. Provide a link to your digital calendar for easy appointment booking

Always include a link to your digital calendar so that prospects can easily book a direct appointment with you. If you don't have one, consider using highly-rated appointment scheduling apps.

4. Keep subject lines conversational and under 10 words

The quality of your subject line is crucial in determining whether your email gets opened or trashed. Short and personalized subject lines create a sense of authenticity and make the recipient more willing to engage.

5. Use email prospecting tools to minimize bounce backs

To avoid having too many bounce backs, use email prospecting tools like VoilaNorbert or Hunter.io to verify email addresses before sending. These tools can also suggest alternative addresses if needed.

6. Focus on consistency rather than a specific time of day

While there may be claims about the best time of day to send emails, it's essential to establish a consistent outreach habit. Individual professions, industries, and age ranges can greatly influence response patterns, so make outreach a regular practice.

7. Follow up on every message you send

Plan to follow up at least once for every message you send. For a more ambitious approach, consider a drip campaign to maintain engagement with your prospects.

8. Keep your initial email introduction succinct (three sentences or less)

When reaching out to busy corporate clients, it's essential to keep your introductory email short and concise. Bold the event planner title and call-to-action to capture the reader's attention quickly.

9. Include a professional email signature with your business details and portfolio link

Add a professional email signature that includes your business details and a link to your portfolio. Wisestamp offers a customizable and visually appealing free version of an email signature.

10. Use a compelling call-to-action (CTA) to set up an exploratory meeting

The purpose of your email should be to grab the reader's attention, assess their needs, and move on to the next step as quickly as possible. Use a strong CTA that invites recipients to set up an exploratory meeting.

11. Mirror the tone and style of the recipient's company website

To establish rapport, mirror the tone and style of the recipient's company website in your email. This helps create a sense of familiarity and connection.

12. Foster dialogue instead of delivering a sales pitch

Focus on initiating a dialogue rather than pushing a sales pitch. Start with a brief introduction and follow it up with a specific question that shows your interest in helping them with their event planning needs.

13. Use conversational and authentic language

Ensure your email sounds conversational and true to life. Avoid being overly formal or polite. Imagine speaking to the recipient in person and use that tone to guide the body of your message.

14. Keep track of the people you've emailed using Google Alerts

Even if you don't receive an immediate response, use Google Alerts to stay informed about the people you've emailed. Congratulate them on promotions, new investments, or upcoming product launches to maintain a connection.

15. Embed links instead of sending them separately

When including links in your email, embed them instead of sending them separately. This adds a professional touch and reduces the likelihood of your email being flagged as spam.

16. Avoid mail merge and manually type names or details

To ensure proper formatting and avoid mistakes, manually type names or details into your email instead of using mail merge. Taking the time to personalize your message shows respect and attention to detail.

17. Offer relevant services based on the recipient's company or individual needs

Before reaching out, take a few minutes to review the recipient's event calendar or check their social media presence to understand their specific needs. Tailor your email to demonstrate that you understand their business and can offer relevant services.

18. Craft a personalized landing page pitch for each recipient

Create a personalized landing page pitch for each recipient to serve as an embedded link. This allows you to track the effectiveness of your emails and provide tailored information that addresses their unique requirements.

19. Utilize email analytics software to track click-through rates

Use email analytics software to track the click-through rates of your subject lines and embedded links. This data will help you refine your email outreach strategy for better results.

20. Demonstrate industry-specific knowledge to connect with prospects

To make your message even more personal, sprinkle in industry-specific knowledge that shows your prospects you understand their business. Referencing their competitors, popular industry events, or recent blog posts can help establish a deeper connection.

Five Email Templates and How to Use Them

Regardless of the relationship you have with the recipient, these five templates can help you land their business:

  1. Template for someone you've never met:

    • Personalize the email by introducing yourself as an experienced event planner.
    • Mention how you came across their website or any relevant information about their brand.
    • Provide a link for scheduling a quick phone call to continue the conversation.
  2. Template for someone you met in passing at a professional event:

    • Remind the recipient of your previous encounter.
    • Refer to a specific conversation topic or interaction.
    • Offer them the opportunity to connect and suggest using the link in your email signature to schedule a meeting.
  3. Template for someone whose work you admire from afar:

    • Express your admiration for their work and specificity about what you appreciate.
    • Ask if they are looking for an experienced event planner to join their team.
    • Show your interest in collaboration and await their response.
  4. Template for someone you have a mutual connection with:

    • Mention your connection to a shared person.
    • Explain why your mutual connection suggested connecting with them.
    • Provide a link for scheduling a quick phone call to explore opportunities.
  5. Template for someone you have previously worked with:

    • Remind the recipient of your past relationship and inquire about their well-being.
    • Highlight your increased experience as an event planner and your desire to expand your portfolio.
    • Offer to meet for coffee or have a phone call to catch up and discuss potential collaboration.

Mastery of Email Outreach for Event Planners

By following these tips, templates, and best practices, you will enhance your email outreach skills as an event planner. Remember to collect referrals, explore strategic partnership marketing, and diversify your approach to achieve business growth. Good luck in expanding your event planning business!