Event Opportunities is a BookLive Pro feature that gives you access to a curated catalog of upcoming events — conventions, festivals, galas, corporate gatherings, and more — hosted at venues where you could potentially perform. Instead of cold-calling every venue in your area hoping they have events coming up, BookLive’s research team surfaces real events for you to review and pitch. This article walks you through discovering events, adding them to your pitch list, and tracking each pursuit from first contact to a won booking.
Before You Begin #
- Event Opportunities is available on the BookLive Pro plan.
- You must be a group leader to access and manage your pitch list.
- For best results, make sure your group location is set — it’s used to calculate event distances and power the radius filter.
Step 1: Open Event Opportunities #
- Go to https://booklive.com/login and sign in.
- In the left sidebar, click your group name to open your group dashboard.
- Expand Gig Vault in the navigation.
- Click Event Opportunities beneath it. This is your pitch list — a running view of all the events you’re tracking.
Step 2: Discover Events in the Catalog #
The catalog is where BookLive’s team publishes events they’ve researched on your behalf. To browse it:
- From your pitch list, click Discover Events (or click Discover in the sub-navigation).
- The catalog shows upcoming events sorted by date. Each card displays the event name, date, venue, location, type (e.g., Festival, Convention), and distance from your group’s location.
- Use the filters to narrow results:
- Search — filter by event or organizer name.
- Type chips — click a category (e.g., Festival, Corporate) to show only that type.
- City / State — narrow to a specific market.
- Radius — show only events within a certain number of miles from your group’s location.
- From / To date — limit results to a specific date window.
- Upcoming only — toggle off to include past events.
- Events already on your pitch list are marked with a Tracking badge so you don’t add duplicates.
Step 3: Add an Event to Your Pitch List #
When you find an event you want to pursue, add it to your pitch list to start tracking it:
- On the event card in the catalog, click Add to Pitch List.
- The event is immediately added to your pitch list with a status of Lead.
- Any contacts the BookLive research team has attached to the event — such as the event coordinator or the organizer’s booking contact — are automatically copied to your pursuit so you have an outreach starting point.
Step 4: Record an Event Manually #
If you’ve heard about an event that isn’t in the catalog yet — from a client, a colleague, or your own research — you can add it yourself:
- Click Record a New Event from either the pitch list or the Discover page.
- Fill in the details:
- Event name (required)
- Event date (required)
- Event website URL — optional, but useful for your team’s reference
- Description — who attends, what the event is about
- Type — categorize the event (Festival, Convention, etc.)
- Host venue — search your Gig Vault prospects to link the venue; this keeps the event connected to the venue’s partnership record
- Organizer name and website — who’s putting on the event (a company, hospital, planner, etc.)
- City / State — auto-filled when a venue is selected
- Click Save Event. The event is created and automatically added to your pitch list as a Lead.
Step 5: Manage Your Pitch List #
Your pitch list shows all the events you’re tracking in one place. At the top, a progress bar and breakdown give you a live snapshot of how many pursuits are at each stage.
Pursuit Statuses #
Each pursuit has a status that reflects where you are in the outreach process:
- Lead — you’ve identified the event but haven’t started outreach yet
- Researching — you’re gathering information before reaching out
- Pitched — you’ve made contact and submitted your pitch
- Won — you’ve secured the performance
- Lost — you didn’t get the booking this cycle
- Paused — you’re holding off for now (e.g., the event is too far out)
To change a status, click the ⋯ menu on any pursuit card and select the new status.
Filtering and Searching #
- Use the status filter chips at the top of the list to show only pursuits at a specific stage.
- Use the type chips to filter by event category.
- Use the search bar to find a specific event or organizer.
- Toggle Upcoming only to hide events whose date has passed.
Step 6: Work a Pursuit #
Click any event name on your pitch list to open the pursuit detail. From here you can manage everything about your outreach for that specific event.
Overview Tab #
- Event Details — the event date, venue, organizer, description, and website URL are shown for reference. You can also assign or update the event type here.
- Next step date — set a date for your next planned action (following up with the organizer, confirming logistics, etc.). Overdue dates are highlighted in red; dates within 7 days show in orange.
- Notes — free-text field for anything you want to track about the pursuit. Notes save automatically when you click away.
Contacts Tab #
Contacts are the people you’ll actually reach out to — the event coordinator, the venue’s event manager, or the organizer’s booking contact. Contacts copied from the catalog at the time you added the event appear here automatically.
- To add a contact manually, click Add Contact and fill in the name, title, email, and phone number.
- Contacts with email addresses can be enrolled in workflows (see below).
- To remove a contact, click the delete icon in their row.
Workflow Enrollments Tab #
You can run a BookLive workflow directly from a pursuit — for example, a multi-step follow-up sequence that sends emails on your behalf leading up to the event date.
- Click Enroll Contact in Workflow.
- Select the contact to enroll and choose the workflow to run.
- Active and completed enrollments are listed here with their current status, last triggered date, and next scheduled step.
This works the same way as enrolling a contact from a Gig Vault partnership — the pursuit is the context, so any performance-date-relative timing in the workflow is anchored to the event date.
Tips & Notes #
- BookLive’s research team adds new events to the catalog on an ongoing basis. The catalog reflects research done for groups in your area, so the more groups in a city, the richer the catalog for that market.
- An event won’t appear on your pitch list more than once — if you try to add the same event twice, BookLive will direct you to the existing pursuit instead of creating a duplicate.
- Marking a pursuit as Won doesn’t automatically create a performance in your gig calendar. You’ll still need to create the performance manually once you’ve confirmed the booking details.
- Event Opportunities is a Pro-only feature. If you don’t see it in your sidebar, upgrade your plan from Account Settings.
