Planning events—whether in-person conferences, webinars, trade shows, or internal team retreats—can be a logistical maze. As a business owner, your time is already stretched across strategy, operations, and growth. Adding event planning into the mix can pull you away from high-level tasks where you’re most needed.

Hiring a Virtual Assistant (VA) for event planning lets you offload the details, reduce stress, and pull off professional events without the overhead of hiring full-time staff. A skilled VA can handle everything from venue research and vendor coordination to RSVP tracking and post-event follow-ups—often at a fraction of the cost of a traditional planner.

In this article, we’ll walk you through:

• Why virtual assistants are ideal for event planning

• The specific tasks they can manage

• How to set up the relationship for success

• What types of events VAs are best suited for

• How Katuva’s VA model simplifies the entire process

Let’s dig in.

The Hidden Drain of DIY Event Planning

Event planning often starts small—just a client appreciation lunch or a local workshop. But even simple events require dozens of steps: sourcing venues, emailing vendors, tracking responses, building slide decks, setting up Zoom rooms, managing calendars, and communicating with attendees.

Each of these tasks takes time and focus. And when the details pile up, they start pulling energy away from revenue-driving activities. The result? You either cut corners, push deadlines, or burn out.

That’s where virtual assistants shine.

Why VAs Are a Perfect Fit for Event Planning

Here’s why business owners trust VAs to own event planning logistics:

1. Specialized Support Without Long-Term Commitment

Hiring a full-time event planner doesn’t make sense unless you’re running events year-round. A VA gives you expert-level help on a flexible basis. You get the bandwidth you need without the overhead.

2. Global Reach, Local Execution

VAs—especially those trained through programs like Katuva’s Empower+—are equipped to coordinate global events. Whether your audience is local or international, they can handle timezone juggling, vendor communication, and coordination seamlessly.

3. Tech-Savvy and Process-Oriented

From Google Sheets and CRMs to Zoom, Canva, and Trello, today’s VAs are fluent in the tools that make virtual event planning efficient and trackable. They thrive on systems and checklists, ensuring nothing slips through the cracks.

What Your VA Can Handle for Your Event

Let’s break down what an experienced VA can do for you at each phase of the event.

Pre-Event Planning

• Budget Management: VAs can track expenses and compare vendor quotes to keep things cost-effective.

• Venue & Vendor Research: From Zoom webinars to hotel ballrooms, they’ll source and evaluate the best-fit options.

• Calendar Coordination: They’ll find the best dates, send out holds, and coordinate across time zones and calendars.

• Design & Collateral Creation: Using tools like Canva, they can whip up branded invites, slide decks, social media posts, and event signage.

• Guest List Management: From building the invite list to confirming attendance, this is a major time-saver.

• Event Registration: Your VA can set up registration links, automate confirmations, and sync signups with your CRM.

During the Event

• Live Support: Monitoring chat boxes, letting in attendees, troubleshooting tech issues—your VA can be behind the scenes ensuring everything runs smoothly.

• Presenter Support: Managing speaker flow, prepping bios, uploading slides, or cueing up transitions.

• Vendor Liaison: Acting as point-of-contact for catering, tech support, or venue staff.

Post-Event Follow-up

• Thank You Emails & Surveys: Automate the follow-up and collect valuable feedback.

• Content Repurposing: They can turn event recordings into blog posts, quotes, and social content.

• Reporting: Track attendance, engagement, and performance metrics to inform your next event.

Best Use Cases for VAs in Event Planning

Not all events require the same support. Here are a few types where VAs are especially impactful:

1. Webinars & Virtual Events

Perfect for lead generation, thought leadership, or client education. VAs can set up platforms (Zoom, WebinarJam, etc.), coordinate speakers, manage slide decks, and handle post-event nurture sequences.

2. Workshops & Masterclasses

If you’re running paid sessions or VIP trainings, your VA can handle registrations, payments, materials, and even customer service.

3. Networking Events or Client Mixers

These smaller, local events need great communication and logistics. Your VA can coordinate invites, track RSVPs, and ensure smooth execution.

4. Internal Team Retreats or Planning Sessions

Let your VA book travel, handle the agenda, and manage documentation. You focus on the strategy.

5. Conferences or Trade Show Prep

Whether you’re exhibiting or attending, VAs can manage registrations, book hotels, and coordinate promotional materials.

Setting Up Your VA for Success

To make the most of your VA relationship, clarity and structure matter. Here’s how to make it work:

1. Create a Clear Scope

Define exactly what tasks your VA owns. Don’t assume—write it down. A simple checklist goes a long way.

2. Use Project Management Tools

Asana, Trello, ClickUp—whatever you prefer, get your VA in there and assign due dates. This keeps everyone on track.

3. Give Them Templates and Samples

The first time is the heaviest lift. Share past invites, agendas, or branding assets to give your VA a solid starting point.

4. Set Communication Cadence

Whether it’s a weekly check-in or a shared Slack channel, make sure you’re aligned on updates, blockers, and decisions.

How Katuva Makes It Easy

At Katuva, we’ve helped business owners across industries leverage VAs for both daily operations and strategic initiatives—including event planning. Here’s why our approach works:

Pre-Trained Talent

All VAs go through our Empower+ program, where they learn key skills in communication, organization, and the tools of remote work.

Industry Alignment

Through our “Get a VA” process, we match you with VAs experienced in your niche, whether that’s real estate, digital marketing, or consulting.

Flexibility in Hours

Not every business needs a full-time VA for event planning. Our flexible PT and FT models let you scale up or down depending on your event calendar.

Systems-Driven Support

Need help getting your event systems in place? Our team can offer SOP templates, training, and support to create a repeatable process for your future events.

Final Thoughts

Event planning doesn’t have to be a stressful, solo project. With the right virtual assistant, you can pull off high-impact events—without burning the midnight oil.

From webinars to retreats, your VA can handle the details while you stay focused on the big picture. And with Katuva’s hand-matched, trained, and supported VAs, you’re not just hiring help—you’re building capacity.

If you’re ready to make your next event easier (and more successful), let’s talk. Book an exploratory call and see how a VA can change the game.