How Event Planners Find Corporate Event Coordinator Emails

The Corporate Event Planning Market

Corporate events represent some of the highest-value contracts in the event planning industry. Holiday parties, company retreats, product launches, board meetings, client appreciation dinners, and team-building events all require professional planning, and businesses are willing to pay premium rates for reliability and quality.

The challenge for event planners is finding the person at each company who makes event planning decisions. In small to mid-sized businesses, this is typically the office manager, executive assistant, or the business owner themselves. In larger companies, it might be an event coordinator or marketing manager.

Easy Email Finder helps event planners find these contacts by searching for businesses by category and location and extracting their email addresses from company websites.

Identifying High-Value Corporate Prospects

Not all businesses host events regularly. Focus your outreach on business types most likely to need event planning services:

• Law firms: Host client appreciation events, partner retreats, and holiday parties. Often have generous event budgets. Search "law firms in [city]."
• Financial services firms: Host client seminars, retirement planning workshops, and team events. Search "financial advisors in [city]" or "wealth management firms in [city]."
• Technology companies: Host product launches, hackathons, team-building events, and company milestones. Search "tech companies in [city]" or "software companies in [city]."
• Real estate brokerages: Host open house events, client appreciation parties, and agent recruiting events. Search "real estate agencies in [city]."
• Medical and dental practices: Host patient appreciation events, community health fairs, and staff parties. Search "dental offices in [city]."
• Auto dealerships: Host sales events, new model launches, and customer appreciation events. Search "car dealerships in [city]."

Seasonal Outreach Strategy

Corporate event planning follows predictable seasonal patterns. Time your outreach to reach decision makers when they are starting to plan:

• January-February: Companies plan spring events, sales kickoffs, and Q1 team events. Reach out in January.
• March-April: Summer event planning begins. Company picnics, golf outings, and off-site retreats. Reach out in March.
• June-July: Holiday party planning starts earlier than you think. Large companies begin booking venues and planners in summer. Reach out in June for December events.
• September-October: Year-end event planning is in full swing. Holiday parties, client gifts, and annual celebrations. Final push for the holiday season.

Send your outreach 8 to 12 weeks before each seasonal peak to get in front of planners before they book competitors.

Venue Marketing: Finding Event Hosts

If you run a venue, your challenge is getting businesses to book their events at your location. Easy Email Finder lets you proactively reach out to businesses rather than waiting for inbound inquiries:

• Search for businesses in your area that are large enough to host events
• Focus on businesses within a reasonable radius of your venue
• Target businesses whose brand aligns with your venue style: a rustic barn venue targets different clients than a downtown rooftop space

Your outreach can include a virtual tour link, capacity information, and a special offer for first-time corporate bookings.

Catering Company Outreach

Catering companies serve the same corporate market. If you run a catering business, Easy Email Finder helps you build a list of every potential corporate client in your delivery area:

• Search for office-based businesses with 10 or more employees
• Target businesses that host regular meetings and need catering for lunches, board meetings, and training sessions
• Focus on professional services firms, tech companies, and financial institutions that have the budgets for quality catering

Sample catering outreach email: "Hi [Name], I run [Catering Company], and we specialize in corporate catering for businesses in [area]. From working lunches and board meetings to holiday parties and client events, we handle everything from menu planning to setup and cleanup. We currently serve [number] companies in [area]. I would love to send you our corporate catering menu and discuss how we can make your next event effortless. Would that be helpful?"

Building Vendor Relationships

Event planners also benefit from building relationships with complementary vendors: photographers, AV companies, florists, entertainment providers, and transportation services. Use Easy Email Finder to search for these vendor categories and build a preferred vendor network:

• "Event photographers in [city]"
• "AV rental companies in [city]"
• "Party rental companies in [city]"
• "Entertainment agencies in [city]"
• "Transportation services in [city]"

A strong vendor network lets you offer comprehensive event packages, which commands higher fees and increases client satisfaction.

Cost and ROI

Building a list of 200 corporate prospects costs $50 with Easy Email Finder. A single corporate event contract can be worth $5,000 to $50,000 depending on the size and scope. Even landing one event per quarter from email outreach makes this investment incredibly worthwhile.

The key is consistency. Reach out to new prospects every month, follow up with interested contacts, and build relationships over time. Many corporate event bookings come from relationships that started months before the event. For more on building your outreach strategy, read the complete guide to cold email prospecting.

Get started with the 5 free lookups on Easy Email Finder and start building your corporate client pipeline today. For planners and caterers managing outreach at scale, the API enables automated prospecting as you grow.