# What to include in a venue booking email

Publisher: The Band Planned (the product provider)

Source: https://thebandplanned.com/guides/what-to-include-in-venue-booking-email

A guide to writing venue booking emails that get responses—what to include, what to leave out and how to present your band professionally to venues.

Venues get dozens of booking emails. Here's how to write one that actually gets read and answered.

## Start with a clear subject line

The subject line should tell the venue exactly what the email is about. Include your band name, the date you're proposing and the word "booking."

Good: "Booking enquiry: [Band Name] — [Date]"

Bad: "Hey! We'd love to play at your venue!"

## Introduce your band in one sentence

The first sentence should say who you are and what you play. Don't make the venue read three paragraphs to figure out your genre.

Example: "We're a four-piece rock covers band based in [City], playing regularly at venues like [Venue 1] and [Venue 2]."

## Propose specific dates

Don't ask "do you have any dates available?" That puts the work on the venue. Propose one or two specific dates and let them say yes, no or suggest an alternative.

Check your band's availability before you email so you can commit to the dates you propose.

## Include a link to your EPK

Don't attach large files—photos, videos and audio get flagged as spam or bounce. Instead, include a link to your electronic press kit where the venue can see everything in one place.

Your EPK should have a hero image, bio, photos, video, audio samples and booking contact.

## Mention relevant experience

If you've played at similar venues in the area, mention them. Venues want to know you can draw a crowd and handle a professional show.

Keep it brief—two or three examples is enough. Don't list every gig you've ever played.

## Be clear about what you're asking for

State what you want: a booking on a specific date, a spot on an existing night, a spot in their rotation. Don't be vague.

If you have a fee expectation, you can mention it or say you're open to discussion. Don't make the venue guess.

## Keep it short

Your email should be short enough to read in under a minute. Three or four paragraphs is plenty. If the venue wants more information, they'll ask or they'll click your EPK link.

## Proofread before sending

Check the venue's name. Check the date. Check for typos. A sloppy email tells the venue you'll be sloppy on stage.

If you're using a pitch generator like the one in The Band Planned, read the draft carefully before sending—auto-generated emails can have errors.

## Frequently asked questions

### Should I follow up if I don't hear back?

Yes. Wait a week and send a short, polite follow-up. Venues are busy and emails get buried. One follow-up is professional; three is annoying.

### Should I attach my songs to the email?

No. Attachments get flagged as spam and many venues won't open them. Use a link to your EPK or streaming profiles instead.

## Related reading

- https://thebandplanned.com/guides/band-booking-email-templates

- https://thebandplanned.com/guides/how-to-follow-up-with-music-venues

- https://thebandplanned.com/venue-outreach-for-bands

- https://thebandplanned.com/find-gigs-for-your-band

- https://thebandplanned.com/electronic-press-kit