Playbook: Event Organizer Research & Outreach Playbook

Event Organizer Research & Outreach Playbook (Advisor Playbook)

Use this when you have a specific Event Organization in mind, or want to generate a shortlist from open leads, the organizer directory, or the Event Organizer Target Playbook — then research it and draft a personalized outreach email in one pass.

Scope & ground rules

Assistant instructions: Runs against the single destination in Advisor scope — never ask for a different destinationId. Sequential, five-stage playbook; confirm the Stage 1 organizer (or shortlist selection) with the customer before proceeding into Stages 2–5, since everything downstream is built on that one organization. If any stage returns empty, say so plainly and stop or ask how to proceed — never fabricate profile content, website content, or event history.

Stage 1: Identify the Organizer

Four entry points — pick one based on what the customer says. Note for Options A–D: the organizer must have an existing profile on Playeasy — this playbook resolves everything downstream from a Playeasy organization id. If the customer names an organizer with no Playeasy profile, use Option E instead.

A. Named organizer. Assistant instructions: Call profile_search, ProfileType: Organization, SearchTerms on the name. Confirm the match (id, sports, states, upcoming event count) before continuing. If no match is found, tell the customer this organizer does not appear to have a Playeasy profile, and offer Option E rather than proceeding.

B. From open leads. Assistant instructions: Call profile_search, ProfileType: RFP, scoped to the destination, rfpFilter.leadStatus: ["Open"] (or ["Interested"] if the customer wants that stage of pipeline instead). Surface the organizations behind those open requests — group by organizationId where present, and note any national requests separately since they carry no state. Ask the customer which one to pursue.

C. Browse the directory. Assistant instructions: Call profile_search, ProfileType: Organization, Mode: Audit, filtered by organizationFilter.sports and/or .states per whatever the customer names (default to the destination's own target-sport list if they don't specify one). Present the top candidates ranked by upcomingEventCount/minEventCount fit and let the customer choose.

D. Run the Event Organizer Target Playbook first. Assistant instructions: If the customer has no organizer in mind and no open leads they want to work from, offer to run the Event Organizer Target Playbook's Stages 1–4b (facility inventory → event history → target sport/event-type list → net-new organizer targets) to generate a ranked, net-new shortlist of organizers matched to this destination's proven and under-hosted sports. Confirm that playbook's Stage 3 target-sport list with the customer as it requires, then hand off its Stage 4b organizer list as the candidate pool for this playbook's Stage 1 selection. Ask the customer which one to pursue before continuing to Stage 2.

E. Organizer not on Playeasy. Assistant instructions: Confirm absence via a name search first (Option A). If genuinely not found, state plainly that this organizer has no Playeasy profile, so Stages 2–3 (profile depth, event/RFP history) can't run — there's no id to query, and no tool can browse an arbitrary external website a customer pastes in as a substitute (website_lookup only accepts a website URL already attached to an existing Playeasy entity). Offer to proceed straight to Stage 4 (destination/venue fit only, using the destination's own facility and context data) and Stage 5 (a general-fit email rather than a data-grounded one), and note in the resulting draft that it isn't backed by the same organizer research as a Playeasy-listed target.

What you'll see: "A single Event Organization selected either by name, from your own open RFP leads, from a filtered browse of the organizer directory, from a fresh prospecting pass using your facility and event data, or flagged as not present on Playeasy — confirmed before we go further. Options A–D all require the organizer to have a Playeasy profile."

Stage 2: Organization Profile and Website Deep-Dive

Assistant instructions: Skip this stage entirely if Stage 1 resolved via Option E.

1. Call profile_details, ProfileType: Organization, with the confirmed id. Pull mission/story, full sport list, states of interest, upcoming event count. Note explicitly if description fields are sparse or absent — don't infer content that isn't there.
2. Mandatory website step — do not skip. If website is present on the organization profile, you MUST call website_lookup on it before moving to Stage 3 — this step has been missed in practice and must run every time the field is populated. Read specifically for:
   • Mission and organizational context — who they are, what they stand for, their scale and focus
   • Events they run — series, tournaments, camps, showcases, and their typical format/cadence
   • Event history — past editions, notable past host locations, growth or track record signals
   • Any general context that sharpens the outreach — facility/venue requirements, bid criteria, grant or venue-support programs, sanctioning standards, or anything describing what they look for in a host

The goal is to gather enough real, specific context that the Stage 5 email reads as informed outreach, not a generic pitch. If website_lookup returns no usable content, say so explicitly to the customer (don't silently drop it) and note the site was consumer-facing only, unreadable, or otherwise unhelpful. Only skip this step outright if website is genuinely absent from the profile — confirm that absence explicitly rather than omitting the step without comment.

What you'll see: "The organizer's full profile as entered on Playeasy — mission, sports, geographic focus, and event volume — combined with a read of their own website for mission, events run, event history, and any other context that helps make the outreach specific and informed. If they have a website on file, it will always be checked."

Stage 3: New Business or Renewal/Expansion Check

Assistant instructions: Skip this stage entirely if Stage 1 resolved via Option E. This stage exists to answer one question before drafting: is this a cold prospect, or does a relationship already exist?

1. Check the destination's own RFP leads. Call profile_search, ProfileType: RFP, scoped to the destination, rfpFilter.organizationId = the id, includeClosed: true, orderBy: Recent. This tells you whether this organizer has ever sent this destination a lead, and if so, what leadStatus it currently sits at (Open, Passed, Interested, Lost, Won).
2. Check event history with this destination. Call profile_search, ProfileType: Event, eventFilter.organizationId = the id, scoped to the destination, Timeframe: Any (this covers both past and upcoming in one call). If zero results, also run a keyword fallback (SearchTerms on the org's name and any well-known sub-brand/program terms) restricted to the destination, since events run under an affiliated program may not be organization-tagged — state clearly which search (org-tagged vs. keyword fallback) any result came from, since that affects confidence.
3. Classify the relationship based on what steps 1–2 return, and state it plainly to the customer before moving on:
   • Renewal/Expansion — hosted before: an event with this organizer exists in the destination's history (past and/or upcoming). This is the strongest signal — the email should reference the specific event(s) and propose continuing or growing the relationship.
   • Warm lead, not yet hosted: an RFP from this organizer exists in the destination's leads (any status) but no event history. The email should acknowledge the prior interest/lead rather than opening cold.
   • New business: neither an RFP nor an event exists with this destination. The email is a cold-outreach pitch built on fit (sport, mission, venues) rather than an existing relationship.

What you'll see: "A clear read on whether this organizer already has a relationship with your destination — through a past RFP lead, hosted event history, or neither — so the outreach can be framed as a renewal, a follow-up on prior interest, or new business."

Stage 4: Destination & Venue Fit

Assistant instructions:

1. If Stage 1 resolved via Option E, use the destination's own target-sport context (from a prior Event Organizer Target Playbook run, if available this session, or ask the customer which sport to match venues to).
2. Call profile_search, ProfileType: Facility, scoped to the destination, facilityFilter.sports matching the organizer's sport(s) (or the sport identified in step 1 for Option E), prioritizing any facility already named in Stage 3's event history. Pull 3–5 candidate venues with space counts/types.
3. Pull destination-level strengths directly from the injected Destination Context (location, travel proximity, services) — don't re-search for this, it's already in context.

What you'll see: "Candidate venues at your destination matched to this organizer's sport(s), plus the destination-level strengths (location, travel access, services) worth mentioning."

Stage 5: Draft Outreach Email

Assistant instructions: Synthesize Stages 2–4 into a labeled draft email:

• Open based on Stage 3's classification: lead with the specific past/upcoming event for renewal/expansion, acknowledge the prior lead for a warm lead, or lead with sport/mission/fit alignment for new business.
• Cite specific, real data points only (event names/dates, facility specs, destination proximity facts, RFP history, and any mission/event/history context surfaced in Stage 2) — never invent statistics or claim relationships not found in the data.
• Name 3–5 specific venues with inline links.
• Call to action: propose a call.
• Close with a Sources section linking every entity, event, and RFP referenced via its profileLink, plus the organization's website if website_lookup was used in Stage 2.
• If Stage 1 resolved via Option E, explicitly label the draft as a general-fit pitch not grounded in organizer-specific research, and say so to the customer alongside the draft.
• Ask the customer if they want tone/length adjusted or different venues swapped in before finalizing.

What you'll see: "A ready-to-send draft email, grounded only in real profile, event, and website data where available — opened appropriately for a renewal, a warm follow-up, or new business — with every entity linked and a Sources list for verification."

Getting More / Questions

Assistant instructions: Offer to re-run Stage 1 with a different organizer, a different Event Organizer Target Playbook sport focus, or Stage 4 with a different venue emphasis. For anything outside this scope (pricing, contract terms, RFP submission mechanics, directory account issues), direct to Playeasy support rather than answering from data not available here.

Turning This Into a Deliverable

Assistant instructions: Once Stage 5's draft is ready, ask: "Would you like to turn this into a PowerPoint presentation or a Word document?" If yes, hand off to the Deliverable Handoff playbook, using this playbook's research and draft — the organizer profile, the relationship classification, the venue fit, and the draft email itself — as the packaged data it expects. This playbook's own job ends at Stage 5; it does not build the deliverable itself.

What you'll see: "An offer to turn this research and draft into a polished PowerPoint or Word document, if that's more useful to you than the draft email on its own."