How to Use Virtual Assistants for Event Planning

The Power of a Virtual Event Planner

Event planning is one of the most stressful and rewarding parts of the job, which is why you want to start using a virtual assistant for your event planning tasks. When your clients, colleagues and customers walk away from an event fully satisfied and fired-up to work with you, the job is filled with elation.

But ten days prior, event planning is stressful.

Using a VA to help plan your event will not only make it more successful, but reduce a great amount of the stress. Here’s a great list of chronological tasks a virtual assistant can help take over during the event planning period:

• Consider how far ahead you need to be developing an event master plan and the event budget. When you get to that time period.

• Put together a cost-estimate and choose a date.

• Put together a Gantt chart showing how all the pieces fit together and create committees.

• Choose how you’re going to launch the event and craft the launch plan.

• Put together the mechanism needed to get the participants registered, whether that be a webform, a space like EventBrite, a mail-in sheet or an RSVP card. And then execute that.

• Build out a reminder, special update and surprise system to keep the registration list excited.

• Follow forth the necessary public plan.

• Create, proofread and print all physical papers.

• Closer to the event, perhaps within one week of it, have all the committee chairs (if there are any) confirm their pieces.

• Build in an energizing appreciation and thank-you system for the team and all volunteers to fire them up before the event.

• Conduct a post event survey making sure the venue leader was happy with the event and eager to begin the next.

If you want to explore the idea of adding a virtual assistant to your team to reduce your stress and be quantitatively more productive, find if we are the right company for you.