The Gig Vault is BookLive’s built-in venue relationship manager. It lets you discover venues and event planners in your area, track where you are in the relationship with each one, and systematically follow up until you’re on their preferred vendor list. This article walks you through finding prospects, adding them to your Gig Vault, and managing each relationship from first contact to active partnership.
What Is the Gig Vault? #
The Gig Vault organizes every venue and event planner you’re pursuing into a single view. Each entry is called a Partnership and has its own status, contact list, notes, task list, email inbox, and performance history. The dashboard shows a live count of how many prospects are at each stage so you always know where your pipeline stands.
Step 1: Open the Gig Vault #
- Go to https://booklive.com/login and sign in.
- In the left sidebar, click your group name to open your group dashboard.
- Click Gig Vault in the navigation. You’ll see a summary of your Leads, Engaged Leads, and Active Partners at the top, followed by a list of all partnerships.
Step 2: Find New Prospects with the Prospecting Tool #
If your Gig Vault is empty — or you want to add more venues — use the built-in Prospecting Tool to discover nearby opportunities.
- In the Gig Vault, click Add Partner (or the + button).
- The Prospecting dialog will open. Set your search location using the Country, State/Province, and City dropdowns. BookLive defaults to your act’s saved location.
- Use the Maximum Distance filter to narrow results to venues within a specific radius.
- Set the Prospect Type to either Venues or Planners, depending on who you’re targeting.
- Optionally, set a Gig Type (e.g., weddings, corporate) to filter by the kinds of events a venue hosts.
- Use the search bar to look for a specific name. If a venue doesn’t appear in the results, you can type it into the Google Places lookup field to add it manually.
- Click the + icon next to any prospect to add them to your Gig Vault. You’ll be prompted to confirm the Gig Types and whether the entry should be added as a Venue or Planner.
Step 3: Understand Partnership Statuses #
Every partnership in your Gig Vault has a status that reflects where the relationship stands. You can change the status at any time by opening the partnership and clicking the current status label.
- Lead — You’ve identified this venue but haven’t reached out yet.
- Engaged — You’re in active communication with this venue.
- Active — This venue is actively referring gigs to you (you’re on their preferred vendor list).
- Paused — You’re not currently pursuing this relationship but want to keep it on record.
Step 4: Manage a Partnership #
Click any venue name in your Gig Vault to open its detail view. Each partnership has five tabs:
Notes #
Use the Notes tab to log anything relevant to the relationship — a conversation you had at a gig, a contact’s preference, or a follow-up commitment you made. Notes are timestamped and visible only to your team.
Contacts #
The Contacts tab stores the specific people you’re in touch with at each venue — their name, title, email address, and phone number. BookLive automatically copies contacts from the venue’s record when you add a partnership. You can add or remove contacts as your relationships evolve.
Tasks #
Use the Tasks tab to create to-dos tied to this partnership, such as “Send follow-up email” or “Drop off business cards.” Each task has a due date. Overdue tasks are highlighted in red so nothing falls through the cracks. Upcoming tasks across all your partnerships also appear on the main Gig Vault dashboard.
Performances #
The Performances tab shows every gig you’ve logged at this venue in BookLive. This gives you a quick history of how many events you’ve played there and their total value — useful context when pitching yourself to a new contact at a venue you’ve already worked with.
Inbox #
Every partnership has a dedicated Inbox — a unique email address that captures all correspondence with that venue in one place. You can compose and reply to emails directly from this tab without leaving BookLive. You can also trigger automated workflows from the inbox panel, such as enrolling the contact in a follow-up email sequence.
Step 5: Send Emails Using the Template Library #
To send a pre-written outreach email, click the book icon (Template Library) in the partnership header. This opens your saved email templates so you can select one, review it, and send it to the venue’s contacts without starting from scratch. Templates can be created and managed in your group’s Templates section.
Tips & Notes #
- Use the Status, Type, and Gig Type filters on the main Gig Vault list to focus on specific segments of your pipeline.
- The distance shown on each partnership card is calculated from your act’s saved city. If it looks wrong, open the partnership and select Recalculate Distance from the distance menu.
- If a venue has closed permanently, it will be flagged as Permanently Closed in your Gig Vault. You can keep the record for reference or remove it from your active pipeline by changing its status to Paused.
- Use Tasks consistently — the upcoming task list on the Gig Vault dashboard is the fastest way to keep your outreach moving forward every day.
