The short answer
Keep the email short: say who you are, why you're writing to that planner specifically, share one link that shows you at a similar event, and offer an easy next step, like a quick coffee or sending them your info sheet. Then follow up two or three times over a few weeks, each time with something useful.
See how to find venues and event planners for who to contact.
An example email
Subject: Live strings for your fall weddings
"Hi Megan, I loved the vineyard wedding you posted last week. I lead [your act], a string ensemble that plays ceremonies and cocktail hours around [your city]. Here's a two-minute video from a similar outdoor ceremony: [link]. I'd love to be a resource when your couples ask about live music. Could I send you our one-page info sheet, or buy you a coffee sometime this month?"
How to follow up
- About a week later: share a short new video or a review from a couple.
- Two weeks after that: offer something useful, like photos from a venue they work with.
- Then every few months: a short, friendly check-in.
What to avoid
- Long emails with your whole bio.
- Attachments instead of a link.
- Asking for referrals before they've seen your work.
How BookLive helps
- The Gig Vault. Find planners near you to reach out to.
- Email templates. Save your best outreach email and personalize it.
- Sales cadences. Multi-step follow-up that stops when they reply. See automating follow-up.
Your musicians use BookLive for free. Only the bandleader pays.
Frequently asked questions
How do musicians get referrals from wedding planners?
Reach out with a short personal email and a video, be easy to work with at their events, and stay in touch.
How often should I follow up with a planner?
Two or three times over a few weeks, then every few months.
Reach planners with BookLive
Find planners, send templated outreach and follow up automatically.
Your musicians never pay.