Virtual Event Planning Assistant

The industry’s best kept secret the world over – a virtual event planning assistant.

It takes a team of professionals behind the scenes to execute flawless events

Moreover, the secret to a great event is having the proper support.

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Hiring a Virtual Event Planning Assistant Is That Support!

From planning, handling, and coordinating logistics and suppliers to the final stages of execution, a virtual assistant can be of incredible value in maintaining good relationships with clients and producing flawless private or corporate events.

What Is a Virtual Event Planning Assistant?

A virtual event planning assistant is a remote professional who helps event organizers coordinate and execute events, especially webinars, conferences, or online workshops. Their tasks typically include managing logistics, communicating with vendors and participants, coordinating schedules, overseeing technical aspects like streaming platforms, and ensuring a smooth experience for attendees. They use digital tools and platforms to facilitate collaboration, organization, and communication throughout the event planning process, ultimately aiming to deliver successful and engaging experiences.

"We have been extremely happy with the service and support we have received from the Aristo team the last couple of months. There have been times we have given the team projects with massive amounts of work, and the core team, with help from extra Aristo resources, has completed the entire research project by next morning. We have been to trade shows, and our VAs have reached out to people in advance and gotten us appointments that have lead directly to sales."
Craigh Pollak
Craig Pollak
SVP, Social Survey

Benefits of Hiring a Virtual Event Planning Assistant

Virtual assistants offer cost-effectiveness by removing the need for physical office space and associated overheads. They provide flexibility, work remotely from anywhere, and accommodate diverse schedules. VAs bring expertise in digital tools, streamlining processes, and enhancing event coordination efficiency. Their remote presence enables ongoing communication, timely responses, and seamless stakeholder coordination. Overall, event planning VAs provide a scalable and efficient solution for organizing successful virtual events while minimizing logistical challenges.

Virtual Event Planning Assistant Working On A Planned Event

What Are the Duties of an Event Planning Assistant?

Duties include scheduling management and researching caterers, venues, decor suppliers, vendors, floral artists, performers, speakers, and musicians, to mention just a few.

  • Virtual assistants produce unique itineraries.
  • They make travel arrangements, from booking flights to accommodation and car rentals. These excellent assistants can help you obtain visa requirements and apply for visas.
  • They can obtain permits, organize printing, and send invitations and thank you messages.
  • A virtual event manager can confirm that your mail is current and that you’re mindful of any new requests or changes.
  • They can take and return calls and liaise with vendors, ensuring the event remains within the budget.
  • A virtual event planner can produce social media content and schedule posts.

What Does Event Planning Involve?

Event planning or event coordination requires proficiency in vendor management, people management, budgeting, logistics management, and planning in total.

A Virtual Event Planner for Private Event Planning

Virtual event planning assistants focused on private events can help create that special moment for a romantic proposal, incredible weddings, engagement parties, and other milestone events such as baby showers, anniversary parties, or birthday parties.

A Virtual Event Planner for Corporate Event Planning

From trade shows (internationally), seminars, product launches, corporate retreats, and team-building events to awards evenings, charity events, and golf days, a virtual event planning assistant can help make any event memorable. In addition, an event planner can also help fund fund-raising events, exhibitions, and conferences (in-person or online), as well as sporting and music festivals and events.

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Set Your Event Up for Success

A virtual event planner will understand what is needed to create a great event. An event planner can help reduce stress while delivering an event within your budget, with your dietary restrictions and preferences.

Allow sufficient time to make the necessary arrangements and ensure that you communicate your preferences. In some cases, however, specific last-minute changes can be made. An event planner will guide the process using your creative input.

How It Works​

Step 1: Inform us about your requirements

Step 2: Receive an immediate quote for your VA expenses

Step 3: Bring on board your VA

We’ve streamlined your hiring process, saving you 3-6 weeks!

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Get In touch!

Book your complimentary consultation, and let us source you a great virtual event planning assistant for your personal or business admin needs.

Grow your business and save on costs with Aristo Sourcing.

Frequently Asked Questions

How can a virtual assistant help event planners?

Event and wedding planners can delegate numerous tasks to a virtual assistant to manage their growing workload. Virtual assistants can handle administrative duties like recording client notes, sending contracts, coordinating event details, and managing calendars. They can also provide customer support by answering phones, managing communications, and responding to emails. For social media, they can create strategies, schedule content, and engage with followers. Additionally, virtual assistants can assist with email marketing, tech tasks such as setting up CRM tools, and personal errands like scheduling appointments and planning vacations.

What does an assistant event planner do?

A virtual assistant for event planners manages various tasks to streamline event planning. They handle administrative duties like recording client notes, sending contracts, and coordinating event details. They provide customer support by answering phones, managing communications, and responding to emails. Additionally, they manage social media strategies, schedule content, and engage with followers. They also assist with email marketing, tech tasks such as setting up CRM tools, and even personal errands like scheduling appointments and planning vacations. This support allows event planners to focus on creating memorable events.

What is a virtual event planner?

A virtual event planner organizes and manages events remotely, handling everything from planning and coordination to execution. These VAs handle tasks like scheduling, budgeting, selecting venues, coordinating with vendors, and managing guest lists through online tools and communication. This allows clients to focus on their event’s vision, while the virtual planner ensures everything runs smoothly without needing in-person meetings.

What is the role of events assistant?

Event assistants support small and large events, such as corporate retreats, trade shows, charity functions, and music festivals. They are usually assigned specific responsibilities, which vary depending on the event. Typical duties include researching venues, coordinating vendor contracts, maintaining communication with vendors, managing expenses, developing marketing materials, ordering catering, maintaining event documentation, setting up and tearing down events, decorating, testing lighting and audio equipment, running errands for the event planner, and scheduling speaker or performer appearances.

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