How Virtual Assistants Can Help With Event Planning and Coordination

In the dynamic world of event planning and coordination, Virtual Assistants (VAs) have become invaluable allies. Drawing insights from owners and HR managers, we explore how VAs can be pivotal to your event's success. From facilitating event networking to coordinating company picnics, discover the diverse roles of VAs in managing events through these four expert contributions.

• VAs Facilitate Event Networking

• VAs Manage Event Logistics

• VAs Enhance Lead Management

• VAs Coordinate Company Picnics

VAs Facilitate Event Networking

VAs can be a positive extra pair of hands when it comes to event planning. We have found the added resource useful for researching potential businesses and people that we would like to connect with at the event, and going one step further by organizing meet-ups. This helps prequalify meetings and utilize our time spent at conferences well. We have also found that using the services of a VA for post-event data entry is very useful—collating contact information captured at the event into relevant folders and spreadsheets.

Wendy Makinson, HR Manager, Joloda Hydraroll

VAs Manage Event Logistics

As an entrepreneur and marketing expert, virtual assistants have been crucial to scaling my agency and serving our clients. One example is how my VA organized a local marketing conference for home-service businesses in Atlanta last year.

She handled all logistics, from booking the venue and catering to coordinating with speakers and promoting the event to our clients and network. On the day of, she registered attendees, ensured presentations ran on schedule, and helped facilitate networking. The conference was a huge success, with many attendees booking consultations to work with us.

VAs allow me to focus on high-level strategy while they execute the details that make events and campaigns successful. Their skills at organization, vendor management, and promotion make hosting unique experiences possible. By handling logistics, VAs give me the bandwidth to spend time with clients and attendees, building relationships that drive our business growth. While events require work, VAs shoulder much of the burden so I can reap the rewards. Their support has been key to providing high-touch service and the experiences that set my agency apart.

Lesly Jean-Baptiste, Owner, Team Genius Marketing

VAs Enhance Lead Management

A Virtual Assistant (VA) can be a huge asset in event planning and coordination by handling tasks like managing guest lists, scheduling, booking venues, and sending invitations. For small-business owners, I often recommend hiring VAs to manage leads and cold-calling for lead generation, which frees up their time for more strategic tasks. 

For example, I worked with a business owner who struggled to manage event leads for his sales workshops. By hiring a VA, we automated the process of cold-calling prospects, following up, and scheduling appointments. This not only boosted attendance but also increased overall sales conversions.

Ronald Osborne, Founder, Ronald Osborne Business Coach

VAs Coordinate Company Picnics

As an experienced roofer, I can say VAs are instrumental in organizing events, from scheduling to logistics. A VA helped plan our annual company picnic last year. She handled venue booking, catering, entertainment, and transportation, so my team could focus on our work. The VA contacted vendors, compared quotes, and negotiated the best deals within our budget. 

On the day of, she oversaw setup and ensured everything ran smoothly. The picnic was a huge success and morale booster, thanks to her efforts. VAs are adept at handling the details so business owners and employees can enjoy the fruits of their labor.

Justin Kalcevic, Owner, C.Kalcevic Roofing and Contracting