Show Booking Email Templates, India
A set of email templates for different stages of the booking process. Adapt each one to the specific artist and venue. Never send a generic copy-paste, always customise the opening line at minimum.
Template 1: Initial Outreach to Venue / Promoter (Cold)
Subject: [Artist Name], Show Enquiry for [Month/Season]
I manage [Artist Name], a [genre] artist based in [city]. [One sentence about what makes this artist specific, a recent release, a notable show, a notable feature. Do not use generic phrases like "incredible talent".]
[Artist Name] is [monthly listener count] monthly listeners on Spotify and has performed at [2-3 notable venues or festivals]. [Link to most representative track or video.]
I'd love to explore whether there's an opportunity for [Artist Name] to perform at [Venue Name] in [Month range]. We're targeting [city] as a priority market this season and [Venue Name] feels like the right fit for the audience [Artist Name] is building.
Could you let me know: 1. Whether you're booking for [Month/Season] and if so, what your programming focus is? 2. The best way to submit a proper proposal if there's interest?
Happy to send an EPK, rider, and any other materials you need.
Thanks, [Your Name] Manager, [Artist Name] [Phone / WhatsApp] [Website or streaming link]
Template 2: Follow-up After No Response (10-14 Days Later)
Subject: Re: [Artist Name], Show Enquiry
Following up on my note from [date]. I know inboxes get busy.
[Artist Name] is still available for [Month range] in [City] and I wanted to make sure this landed before the slot gets taken elsewhere.
[One new piece of information since last email, a new release, a show announcement, a press mention.]
If now isn't the right time, happy to stay on your radar for a future season.
Template 3: Responding to an Inbound Enquiry
Subject: Re: [Artist Name], Show on [Date]
Thanks for reaching out, [Artist Name] would be happy to perform at [Venue] on [Date].
Performance fee: INR [amount] + applicable GST Set length: [X] minutes Band size: [X] members on stage Technical rider: [Attached / Will send separately] Hospitality rider: [Attached / Will send separately]
- Load-in and soundcheck time?
- PA and backline situation, what does the venue provide?
- Ticketing, how are you handling this, and what is the expected capacity?
- Payment terms, do you work on a 50/50 split or full payment at show?
Once we've confirmed the basics I'll send a booking advance sheet to lock everything in.
Template 4: Sending the Booking Advance / Deal Memo
Subject: [Artist Name] x [Venue], [Date] Booking Advance
Confirming the booking for [Artist Name] at [Venue] on [Date]. Please find the booking advance sheet attached.
- Fee: INR [amount] + GST
- Set time: [time] for [X] minutes
- Payment: [Terms]
- Soundcheck: [Time]
Please review and confirm all details by [Date]. If anything needs adjusting, let me know and I'll update.
- Comp tickets: [Artist Name] will need [X] comps. I'll send the guest list by [Date].
- Green room access from [Load-in time].
Looking forward to a great show.
Template 5: Payment Follow-up After Show
Subject: [Artist Name] x [Venue], [Date], Fee Outstanding
Hope the show went well from your end, [Artist Name] had a great night.
Just following up on the performance fee of INR [amount] + GST [INR amount] = INR [total]. As agreed, payment was due [on the day / within X days].
GST invoice is attached. Please process at your earliest convenience and send a payment confirmation.
Template 6: Festival Application Submission
Subject: [Artist Name], [Festival Name] [Year] Submission
I'm writing to submit [Artist Name] for consideration for [Festival Name] [Year].
[Artist Name] is a [genre] artist from [city] with [X] monthly listeners on Spotify. [One sentence on what makes them stand out, specific and true, not marketing language.]
- Notable release / show / feature]
- Notable release / show / feature]
- Notable release / show / feature]
Why [Festival Name] is the right fit: [One genuine sentence about the audience fit or the programming context, show you know the festival.]
- EPK (includes bio, photo, links)
- Rider
- Recent live video: [link]
Happy to answer any questions or jump on a call.
[Your Name] Manager, [Artist Name]
Notes on Booking Email Etiquette in India
1. WhatsApp is often more effective than email for first contact with venue managers and local promoters. Use email to formalise agreements. 2. Always follow up. One email rarely gets a response. Two or three, spaced 10-14 days apart, is normal. 3. Name-dropping works. If a mutual connection suggested you reach out, lead with that. 4. Attach an EPK only if specifically requested in a first cold email, it can trigger spam filters and feels presumptuous. Offer it instead. 5. For festivals, apply 6-9 months ahead of the festival date. Most Indian festivals programme well in advance. 6. Keep fees confidential in email unless in a direct negotiation thread, CC'd parties should not see your rate card.
Free to use · Part of the Indie Music India toolkit · Updated September 2026