From a List of Events to Ready Outreach
A raw list of events with no contact info, turned into about 2,500 outreach-ready contacts in a day. Each one with a name, an email, and a personalized first line. The research stops being the job.
Turning a list of events into a list of people you can actually email is the part nobody wants to do, and it is the part that has to happen before any outreach can start. By hand it runs dozens to over a hundred hours.
Now that research is handled in a day, and what is left is the outreach itself, not the digging.
In his wordsHonestly, something I’d been dreading turned into an afternoon of work.
A list of events, and no one to email
AV Valley rents and sets up stages for events, and finds its customers by reaching out to event organizers. The starting point was a spreadsheet of events, names, dates, a link, but no contact for anyone.
Getting from that to people they could email meant researching each event one at a time: who runs it, their email, their phone, how big the event is. An assistant worked at it for a few hours and got about thirty contacts in. The full list was dozens of hours of the same, and none of it was the outreach yet.
One spreadsheet that does the research, then hands it straight off
Drop the raw event list in the first column and it fills in the rest, then passes the result to the system that sends the email.
- It reads each messy event line and splits it into clean pieces: name, dates, city.
- For every event, an AI assistant visits the event’s page, and when the page comes up short it runs its own web search to fill the gaps. It returns the organizer’s name, email, phone, the event’s size, and a short email drafted for that specific event.
- Those results drop into clean labeled columns that line up one-to-one with the fields in their CRM.
- The list imports into the CRM and lands in a ready-built sequence that personalizes each email when a name was found, and paces the sends so they arrive in the morning a handful at a time.
The skill is in the wiring, not the parts.
None of these pieces is exotic on its own. A spreadsheet, an AI lookup, a CRM. The work is in the wiring: getting the AI to hand its output to the spreadsheet in a clean shape, and the spreadsheet to hand its columns straight to the CRM, with no re-keying in between. That is the real skill, and it is not specific to events or stages. It is making separate tools talk to each other. The manual grind is gone.
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