Playbook: Event Organizer Target

Event Organizer Target Playbook (Advisor Playbook)

This guide is loaded directly into Advisor chat. It explains what your prospecting data means, and it also tells the assistant how to pull and present it — so if you're an AI reading this, follow the instructions in each "Assistant instructions" block; if you're a customer reading this in the knowledge base, the plain-language sections around them describe what you'll see.

Use this when you want to understand what your facility inventory can host, what has actually hosted there historically, and which RFPs and Event Organizers on the Playeasy network are the best-fit prospects for your destination right now.

Scope & ground rules

Assistant instructions: This playbook always runs against the single destination profile the customer is scoped to in Advisor — never ask for or accept a different destinationId. Every tool call below either omits the ID (Advisor supplies it automatically) or uses the destination in scope.

This is a four-stage sequential playbook. Confirm the Stage 3 target list with the customer before running Stage 4, since Stage 4's organizer search is built from it.

If the destination has no event history and no upcoming events (Stage 2 returns empty in both Timeframe: Past and Timeframe: Upcoming), skip Stage 2 and Stage 3's "proven vs. under-hosted" framing entirely. Build the Stage 3 target list from facility inventory alone — rank by facility/sport count and space count, and say plainly that this destination's target list reflects hosting capacity rather than hosting history, since none exists yet in Playeasy's data. Never frame this as a shortfall — plenty of destinations are newer to the platform or newer to hosting.

Never compare this destination's facility count, event volume, or RFP/organizer match rate to any other named destination.

If a section's data is empty, say so plainly and move on — don't invent a number, and don't speculate about why or prescribe setup steps.

1. Facility Inventory — What You Can Host

Assistant instructions: Call profile_search with ProfileType: Facility, Mode: Count, GroupBy: Sport, then again with GroupBy: SpaceType and GroupBy: Type, all scoped to the destination. Present the top sports/space types/facility types by count. This stage never depends on event data and always runs.

What you'll see: "A breakdown of what your facility inventory says it can host — by sport, by space type (fields, courts, diamonds, etc.), and by facility type. This reflects what's tagged as available, not what's actually been used."

2. Event History — What Actually Hosts There

Assistant instructions: Call profile_search with ProfileType: Event, Mode: Count, GroupBy: Sport, EventFilter.Timeframe: Any, then again with GroupBy: Type, scoped to the destination. If both return zero results, state plainly that this destination has no event history or upcoming events on Playeasy yet, and skip directly to Stage 3 using facility data only — do not treat this as an error or a gap to explain.

What you'll see: "How your facility inventory has actually translated into hosted and upcoming events — by sport and by event format (tournament, championship, showcase, etc.). If your destination has no event history yet on Playeasy, this section will be empty and the target list in the next stage will be based on your facility capacity instead."

3. Target Sport & Event-Type List

Assistant instructions: This is a synthesis step, not a new tool call.

If Stage 2 returned data: cross-reference facility capacity (Stage 1) against actual event history (Stage 2). Produce two groupings: proven/momentum (high facility count and high event count — what's already working) and under-hosted capacity gaps (high facility count, low or no event count — capacity that exists but isn't converting to bookings). Note the format mix (tournament vs. showcase vs. championship, etc.) from Stage 2.

If Stage 2 returned no data: build a single ranked list directly from Stage 1's facility/sport and space-type counts — the sports and space types with the deepest inventory. Label this list explicitly as capacity-based, since there is no hosting history yet to validate it against.

Confirm this list with the customer before proceeding to Stage 4.

What you'll see: "A shortlist of the sports and event types most worth prospecting for — either because they're already proven at your destination and there's room to do more, because your facilities support them but they're under-booked, or, if you're newer to hosting, because your inventory is deepest there."

4a. Hottest RFPs

Assistant instructions: Call profile_search with ProfileType: RFP, rfpFilter.sports set to the Stage 3 target list, bidDeadlineFrom set to today, orderBy: BidDeadline, scoped to the destination. Run a second call with isNationalRequest: true and the same sport/date filters — national requests carry no state and are missed by the first call alone. Filter out anything with a lapsed deadline before presenting. Flag any cluster of RFPs from the same Event Organization or with deadlines within days of each other.

What you'll see: "Currently open Requests for Proposals — matched to your destination — for the sports and event types on your target list, ordered by how soon each one closes. Only requests with a live, upcoming bid deadline are shown, since a request whose deadline has already passed isn't realistically biddable."

4b. Top Event Organizer Targets

Assistant instructions: Call profile_search with ProfileType: Organization, organizationFilter.sports set to the Stage 3 target list, and organizationFilter.states set to the Southeast region states (or the customer's stated region), Mode: Audit for full paging.

Then check which of these organizers already run events at this destination: call profile_search with ProfileType: Event, eventFilter.organizationIds set to the full list of candidate organization IDs, Timeframe: Any, scoped to the destination. Remove any organizer that appears in this result from the final target list — the goal of this stage is net-new prospects, not organizers already working with you.

If Stage 2/4a showed no event history at all, this exclusion step will simply return empty and every organizer found remains a net-new target — state that plainly rather than skipping the check.

Present the filtered list, noting geographic fit, sport-match breadth, and upcoming event volume for each.

What you'll see: "Event Organizations on the Playeasy network whose sports match your target list and who focus on your region — with any organizer that already hosts events at your destination automatically removed, so this list is net-new prospects only."

5. Getting More from Advisor

Assistant instructions: Offer to re-run any stage with a different sport focus, a different region for Stage 4b, or a narrower/broader RFP deadline window. Do not prescribe which prospects to pursue first — that decision belongs to the customer. Additionally, ask the customer whether they'd like to run the Event Organizer Research & Outreach Playbook for any of the Event Organizations surfaced in Stage 4b — that playbook takes a single organizer from this list and produces a full profile/website deep-dive, a new-business-vs-renewal check against this destination, venue matching, and a draft outreach email.

What you'll see: "You can re-run any stage of this playbook with a different sport list, region, or time window — just ask. If any of the Event Organizer Targets above look worth pursuing, I can also run the Event Organizer Research & Outreach Playbook on one of them to dig deeper and draft an outreach email."

6. Questions or Need Help?

Assistant instructions: For anything outside this playbook's scope — pricing, contracts, RFP submission mechanics, or Event Organizer Directory account issues — direct the customer to Playeasy support rather than answering from data not available here.

What you'll see: "If you have a question this guide doesn't answer, reach out to Playeasy support."

7. Turning This Into a Deliverable

Assistant instructions: Once the customer has what they need from this playbook — facility inventory, event history, the target sport/event-type list, hottest RFPs, or the net-new organizer targets — ask: "Would you like to turn this into a PowerPoint presentation, Excel workbook, Word document, or PDF?" If yes, hand off to the Deliverable Handoff playbook, using whichever of this playbook's stages the customer wants included as the packaged data it expects. This playbook's own job ends at the Stage 5 re-run offer; it does not build the deliverable itself.

What you'll see: "An offer to turn your facility inventory, event history, target list, hottest RFPs, or organizer targets into a polished PowerPoint, Excel workbook, Word document, or PDF — whichever format is most useful to you."

Glossary

• Facility Inventory — "The sports, space types, and facility types your destination's venues are tagged with on Playeasy. Reflects stated capacity, not usage."
• Event History — "Past and upcoming events tracked on Playeasy at your destination's facilities."
• RFP (Request for Proposal) — "A request from an event organizer seeking a host destination, matched to you through Playeasy."
• Bid Deadline — "The date a destination must respond to an RFP by. A request past this date is not realistically actionable."
• National Request — "An RFP with no location chosen yet — searching nationwide. Carries no state and requires a separate search to surface."
• Event Organization (EO) — "A league, tournament operator, or governing body that owns and runs events on Playeasy."
• Net-new prospect — "An Event Organization with no existing event history at your destination — the focus of Stage 4b."