Band Booking Email Templates, EPKs & Stage Plots (2026)
Copy-ready cold booking email templates, one-screen band EPK checklists, and 14-channel stage plot and XLR input list examples for small venues.
Band Booking Email Templates, EPKs and Stage Plots in 2026
Across the 38,223 open venues and 7,325 verified talent-buyer contacts in the November 2026 No Stairs Please catalog, club bookers and taproom managers consistently report that they spend less than 30 seconds scanning a first cold email. When your pitch states your target dates in the subject line, proposes a complete local bill in five lines, and links to a fast web electronic press kit (EPK) with a clear stage plot, you make it easy for the buyer to say yes.
Five-Line Cold Booking Email Template for Small Venues
Use a clear subject line that includes your band name, genre, and target date window, and keep the body under 140 words:
Subject: HOLD REQUEST: [Band Name] ([Genre], [Home City]) - Fri Nov 6 or Sat Nov 7 + [Local Opener]
Hi [Talent Buyer Name],
We are [Band Name], a four-piece Americana and indie-rock band from Denver routing through Chicago and Minneapolis between Nov 5 and Nov 9. May we request a hold for Friday Nov 6 or Saturday Nov 7?
Live video (60 sec, full band at Hi-Dive Denver): [Unlisted YouTube Link]
Recent draw: 80 paid at Hi-Dive (Denver), 65 paid at Larimer Lounge (Denver).
Proposed bill: Chicago acts [Local Band 1] and [Local Band 2] are ready to share the bill and promote to their local lists.
Our one-screen EPK, 14-channel stage plot, and 300-dpi promo photos are at [Band Website /epk]. Are either Nov 6 or Nov 7 open on your calendar?
Best regards,
[Your Name] | [Phone] | [Band URL]
Sample 14-Channel Stage Plot and XLR Input List
Including a numbered XLR input list inside your EPK lets the venue's production manager and front-of-house sound engineer verify before show day that your setup fits the stage and console:
| Ch | Instrument | Mic or DI | Stand | Monitor mix |
|---|---|---|---|---|
| 1 | Kick drum | Beta 52A or D112 | Short boom | Mix 4 (Drum fill) |
| 2 | Snare top | SM57 | Short boom | Mix 4 (Drum fill) |
| 3 | Hi-hat | Condenser | Clamp or boom | None |
| 4 | Rack tom | e604 clip | Clip-on | Mix 4 (Drum fill) |
| 5 | Floor tom | e604 clip | Clip-on | Mix 4 (Drum fill) |
| 6 | Overhead L | Condenser | Tall boom | None |
| 7 | Overhead R | Condenser | Tall boom | None |
| 8 | Bass amp | Active DI (XLR out) | None | Mix 3 (Stage R) |
| 9 | Electric guitar L | SM57 on combo cab | Short boom | Mix 1 (Stage L) |
| 10 | Electric guitar R | SM57 on combo cab | Short boom | Mix 3 (Stage R) |
| 11 | Acoustic / keys | Passive mono DI | None | Mix 2 (Center) |
| 12 | Backing vocal L | SM58 | Tall boom | Mix 1 (Stage L) |
| 13 | Lead vocal center | SM58 | Tall boom | Mix 2 (Center) |
| 14 | Backing vocal R | SM58 | Tall boom | Mix 3 (Stage R) |
Six Rules for One-Screen Electronic Press Kits
Never send a Google Drive folder full of unlabeled files or a password-protected Dropbox link. Host a clean /epk page on your band website that includes:
- One 60-to-90-second live performance video at the top of the page.
- Two streamable studio tracks with a single-click play button.
- A 60-word factual bio naming your home city, genre, instrumentation, and comparable acts.
- Verified past ticket counts from clubs of similar capacity in the last 12 months.
- A downloadable PDF stage plot and numbered XLR input list.
- Two high-resolution promo photos (horizontal and vertical) plus your direct booking email and cell phone number.
Return to Submission Rules Home or explore Small Venues, Open Mics & Wineries.
Copy additional templates from the band booking email templates guide and build your press page with the band EPK template on No Stairs Please.
