Event Planning Virtual Assistant: Bringing Memorable Events to Life

An Event Planning Virtual Assistant helps clients create, organize, and manage events from start to finish. This can include in-person gatherings, virtual conferences, hybrid events, webinars, and workshops. With careful coordination and attention to detail, Event Planning VAs ensure every element comes together smoothly.

What This VA Does

Event Planning VAs support all aspects of event preparation, from the early planning stages to post-event follow-up.

• Concept development: Working with clients to plan the theme, style, and goals of the event.
• Scheduling: Coordinating dates, times, and timelines for smooth execution.
• Vendor coordination: Booking venues, catering, audio-visual teams, and other suppliers.
• Registration management: Setting up attendee sign-up systems for both in-person and online events.
• Marketing: Creating promotional materials and managing campaigns.
• On-event support: Handling logistics, monitoring chat rooms for online events, and troubleshooting issues.
• Post-event follow-up: Sending thank-you messages, gathering feedback, and organizing recordings or materials.

Core Skills

• Organization: Managing timelines, budgets, and multiple moving parts.
• Communication: Coordinating with clients, vendors, and attendees.
• Technology: Using event management software and online meeting platforms.
• Marketing: Promoting events effectively through email and social media.
• Problem-solving: Staying calm and resourceful under pressure.

Tools You May Use

• Zoom, Microsoft Teams, or Google Meet for online events
• Eventbrite or Cvent for registration and ticketing
• Asana or Trello for project management
• Canva for creating promotional graphics
• Google Workspace for coordination and communication

Common Services

• Planning and organizing webinars, summits, and conferences.
• Coordinating hybrid events with both live and virtual elements.
• Managing vendor and speaker communications.
• Creating event landing pages and promotional content.
• Overseeing live chat and tech support during virtual events.
• Coordinating post-event surveys and follow-ups.

Industries That Hire for This Role

• Corporate businesses: Organizing annual meetings, trainings, and client events.
• Coaches and educators: Hosting workshops, retreats, and online classes.
• Nonprofits: Managing fundraisers and awareness events.
• Entrepreneurs and influencers: Creating brand-building live and virtual experiences.

Service Packages

• Basic package: Event concept, scheduling, and vendor research.
• Standard package: Basic package plus marketing and registration management.
• Premium package: Full-service planning including on-event support and post-event follow-up.

How to Get Started

1. Learn event planning fundamentals for both in-person and online formats.
2. Familiarize yourself with popular event platforms and project management tools.
3. Build a sample portfolio with event timelines and marketing materials.
4. Offer to help with smaller community or virtual events to gain experience.
5. Set up packages that outline what clients can expect.

Onboarding Checklist

• Event goals, theme, and target audience details.
• Confirmed date(s), times, and location or platform.
• Budget and vendor contact information.
• Registration and ticketing requirements.
• Marketing plan and promotional materials.

Standard Operating Procedures

• Confirm all bookings and vendor agreements in writing.
• Maintain a detailed timeline for all tasks.
• Test all tech systems before virtual events.
• Follow up with attendees promptly after the event.

Key Metrics

• Attendance rates vs. registration numbers.
• Engagement during live or online sessions.
• Feedback from attendees and clients.
• Budget adherence and ROI for the event.

Working with Other VA Roles

• Collaborate with a Social Media Marketing VA for promotions.
• Work with a Graphic Design VA for branded event materials.
• Partner with a Technical Support VA for online events.

Frequently Asked Questions

• Can an Event Planning VA manage events entirely online? Yes, many events today are fully virtual or hybrid, and VAs can handle all planning and execution remotely.
• Do I need experience with large events? You can start with smaller projects and scale up as you gain experience.
• What’s the most important skill for this role? Strong organization and communication are essential.

Encouragement and Next Steps

Event Planning Virtual Assistants help clients create experiences that inspire, connect, and achieve meaningful goals. Whether you’re planning a global online conference or a small local gathering, your role ensures everything runs seamlessly and leaves a lasting impression.

Explore other VA specialties in the main hub: The Many Types of Virtual Assistants. This specialty pairs well with Technical Support VA and Social Media Marketing VA services.