Event planning support for coaches & training professionals who can't afford to be the logistics person

Whether you're running a live workshop, a virtual masterclass, or a multi-day retreat, the operational work behind the scenes is substantial — and it's not where your expertise belongs. Coaches and training professionals lose significant prep time to venue sourcing, attendee communications, and platform setup that a skilled EA can own entirely. Trusty Oak EAs step into that operational layer so you show up to your events ready to deliver, not exhausted from coordinating them.

Fractional event planning & coordination support for coaches and trainers

How Trusty Oak handles event planning & coordination for coaches and trainers

A Trusty Oak EA handling event planning for a coaching or training business typically takes ownership of the full logistics workflow from initial setup through post-event follow-up. On the front end, that means building registration pages in tools like Kajabi, Teachable, or Eventbrite, setting up automated confirmation and reminder sequences in ActiveCampaign or ConvertKit, and managing attendee lists as registrations come in. For virtual events, they'll configure Zoom Webinars or Zoom Events — including practice sessions, waiting rooms, breakout rooms, and recording settings — so nothing is left to chance on the day. For in-person workshops or retreats, they'll handle vendor communication, create run-of-show documents, and coordinate catering, AV, or venue logistics on your behalf. Your role is to brief them on the event vision and review key deliverables; they handle the back-and-forth that would otherwise fill your inbox for weeks.

What your EA takes off your plate

The most common mistake coaches make when first delegating event planning is handing off a task without handing off context — your EA needs to know your brand voice, your audience's expectations, and any non-negotiables before they start building registration pages or drafting attendee emails. Before your first event together, share a past event's materials, your email templates if you have them, and a short brief on how you want attendees to feel from registration through follow-up. The clearer that picture is upfront, the less back-and-forth you'll have mid-launch.

Registration Page Setup and Management

Build and configure event registration in Kajabi, Teachable, or Eventbrite, including pricing tiers, capacity limits, and intake questions relevant to your program.

Attendee Communication Sequences

Write and schedule pre-event email sequences in ActiveCampaign or ConvertKit covering confirmation, logistics details, pre-work reminders, and day-of access instructions.

Zoom Webinar or Virtual Event Configuration

Set up Zoom Webinars or Zoom Events with registration integration, panelist permissions, breakout room assignments, and post-event recording distribution.

Run-of-Show and Speaker Coordination

Create a detailed event timeline document and manage communications with any guest speakers, panelists, or co-facilitators to confirm timing, tech requirements, and materials.

Post-Event Follow-Up and Feedback Collection

Send post-event surveys via Typeform or Google Forms, compile attendee feedback, and distribute recordings or promised resources to participants.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Asana

Zoom Events

Google Workspace

Eventbrite

Airtable

Typeform

...and many more!

Trusted by coaches and trainers

Trusty Oak supports coaches and trainers including Coach Wolfgang, Martin Global Leaders, Ruth Calabrese Leadership Coaching, and 1 others — handling everything from event planning & coordination to broader operational support.

What event planning & coordination support costs for coaches and trainers

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

15 hours $525

Specialists

~$50/hour

10 hours $500

Fractional Executives

~$95/hour

5 hours $475

Your monthly budget

$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

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Frequently Asked Questions

Can a Trusty Oak EA manage both virtual and in-person events for my coaching business?

Yes — Trusty Oak EAs work across both formats. For virtual events, they handle platform setup, registration, and attendee communications. For in-person workshops or retreats, they can coordinate with venues, manage vendor communications, and build logistics documents, though any on-site presence would need to be discussed separately based on your location and needs.

I run events on an irregular schedule — sometimes one per quarter, sometimes three in a month. Does that work with how Trusty Oak is structured?

Yes, and this is actually a common pattern for coaches. Because unused hours roll over month to month, you can bank hours during quieter periods and draw on them during heavy event months without losing what you've paid for. Your Client Success Manager can help you think through how to allocate your monthly budget around your event calendar.

My events involve sensitive client information and private community access — how does Trusty Oak handle confidentiality?

Trusty Oak EAs are US-based professionals who work under confidentiality expectations as part of the client relationship, and your Client Success Manager can walk you through the specifics during onboarding. It's standard practice to set up shared access through tools like LastPass for credentials and to use role-based permissions in platforms like Kajabi or Circle so your EA has exactly the access they need — nothing more.

Let an EA own your event logistics

Trusty Oak's onboarding includes a Strategic Delegation Plan built around your specific event calendar and workflow — so your EA hits the ground running on day one. Monthly plans start at $1,000 with a one-time $300 onboarding fee.