Use this when you want a wedding or event venue to recommend you to its clients, or to buy from you directly: florists, photographers, celebrants, cake makers, hire and AV companies, and cleaners or gardeners who look after the venue itself. Write to the events or wedding coordinator by name. The bookings inbox rarely passes supplier emails on.
It works best with venues where you've already worked an event, so start there. If you haven't, use the line about similar venues and be honest about it. The email asks one thing: how they add suppliers. Have a current certificate of currency in your trading name ready to send the same day. The venues page covers what coordinators look for, and wedding supplier referrals covers the wider network.
The template
Hi [First name], I’m [Your name], a [Your trade] in [Your town]. [Your link to the venue] If you keep a list of suppliers you send couples to, I’d like to be considered. I [What you know about the venue], and I’m happy to send my certificate of currency and [Something useful for them]. Is there a form I should fill in, or would a quick chat be easier? Thanks, [Your name] [Business name], ABN [ABN] [Phone] If you’d rather not hear from me, reply ’unsubscribe’ and I’ll take you off my list.
What to put in each part
| Part | What to put there |
|---|---|
| [What you do] | Your work in the venue’s terms: ’Flowers’, ’Wedding photos’, ’Furniture hire’. |
| [Space or event type] | The room, garden or kind of event you want: ’courtyard weddings’, ’long lunches in the barrel room’. |
| [First name] | The coordinator’s name, often on the venue’s weddings or events page. |
| [Your name] | Your first name. |
| [Your trade] | Florist, photographer, celebrant, cake maker. |
| [Your town] | Where you’re based. |
| [Your link to the venue] | One true sentence: ’I did the flowers for a wedding in your courtyard on 14 March.’ If you haven’t worked there: ’I work mostly at garden venues around the Hills and would like to work at yours.’ |
| [What you know about the venue] | Something that shows you’ll be easy on the day: ’know your bump-in rules and finish times’. Only if it’s true. |
| [Something useful for them] | An offer they can use, such as ’a few photos of your garden from that day for your own use’. |
| [Business name] | Your trading name, matching the name on your certificate of currency. |
| [ABN] | Your ABN. |
| [Phone] | A mobile you answer on weekdays. |
Filled in, for a made-up business
Hi Mia, I’m Ben, a wedding photographer in the Barossa. I shot a wedding at your vineyard ceremony site on 14 March, and the late light through the vines was lovely. If you keep a list of suppliers you send couples to, I’d like to be considered. I know your timings for ceremony photos and where guests can and can’t go, and I’m happy to send my certificate of currency and a few images of the site from that day for your website. Is there a form I should fill in, or would a quick chat be easier? Thanks, Ben Vine and Light Photography, ABN 00 000 000 000 0400 000 000 If you’d rather not hear from me, reply ’unsubscribe’ and I’ll take you off my list.
Tips
Name the date and the space
A coordinator remembers events, not businesses. A date and a room let them place you.
Make the photos easy to use
If you offer images, say they can use them with a credit, and send a handful, not a full gallery.
Check your certificate first
It should be current, in your trading name, and for the amount the venue asks for. Many venues ask for $20 million public liability.
Keep in touch once a season
A short note with new photos of their space or a date you have free. Not every week.
Or have it done for you
Curlew writes and sends emails like this in your business name, up to 50 a day, and passes on anyone interested.
Mistakes to avoid
Sending a catalogue to the bookings inbox
It lands with whoever handles enquiries, not the person who recommends suppliers. It rarely gets passed on.
Asking to be their only supplier
A coordinator won’t drop people they trust for someone they haven’t seen work. Ask to be considered, not to be exclusive.
Offering a cut without thinking it through
If a venue is paid for recommending you, the client should be told. Secret commission laws apply in every state.