Event planning support for consulting firms that can't afford a logistics bottleneck

Consulting firms run on relationships, and the events that build them — client workshops, thought leadership panels, team offsites, and prospect dinners — require real coordination work that shouldn't fall on a senior consultant's plate. Whether you're organizing a half-day strategy session for a client or a multi-city roadshow for your practice group, the logistics are time-consuming and detail-heavy. A Trusty Oak EA handles the operational layer so your team stays focused on the work clients actually pay for.

Fractional event planning & coordination support for consultants

How Trusty Oak handles event planning & coordination for consultants

A Trusty Oak EA working with a consulting firm on event planning typically owns the full logistics thread from initial setup through post-event follow-up. That means sourcing and vetting venues using platforms like Cvent or Eventbrite, managing RSVPs and attendee communications through tools like HubSpot or Mailchimp, coordinating with AV vendors, catering, and hotel room blocks, and building run-of-show documents your team can actually use on the day. Your role is to define the event's purpose, approve the key decisions, and show up — the EA handles the back-and-forth that would otherwise fill your inbox. For recurring events like quarterly client roundtables or annual firm retreats, the EA builds repeatable processes so each cycle runs faster than the last.

What your EA takes off your plate

Before handing off your first event, give your EA a one-page brief that covers the event's purpose, the audience (clients, prospects, internal team), your approximate budget, and any non-negotiables on venue type or date. The most common mistake consulting firms make is delegating too late — event logistics need lead time, and an EA can only work with the runway you give them.

1

Venue Research and Vendor Coordination

Identifies and compares venues or virtual platforms suited to client-facing consulting events, collects quotes, and manages vendor communications through to contract execution.

2

Attendee Registration and RSVP Management

Sets up and manages registration through Eventbrite, HubSpot, or a firm-specific CRM, tracks responses, sends reminders, and maintains an accurate headcount for catering and seating logistics.

3

Run-of-Show and Agenda Documentation

Builds detailed event timelines and speaker or session agendas in Google Docs or Notion, coordinating input from consultants, clients, and external presenters to keep the schedule tight.

4

Travel and Accommodation Logistics

Books hotel room blocks, arranges ground transportation, and coordinates travel itineraries for consultants and out-of-town attendees using tools like Concur or direct vendor booking.

5

Post-Event Follow-Up and Debrief Support

Sends thank-you notes and survey links to attendees, compiles feedback data, and documents lessons learned to improve planning for the next client event or firm gathering.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Zoom Events
Google Workspace
Airtable
Eventbrite
Asana
Typeform

...and many more!

Trusted by consultants

Trusty Oak supports consultants including Brighter Strategies, Deborah Offner, High Flying Strategy, and 2 others — handling everything from event planning & coordination to broader operational support.

What event planning & coordination support costs for consultants

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.

Book a Discovery Call

Frequently Asked Questions

Trusty Oak EAs are comfortable supporting both. For client-facing events like workshops or roundtables, the EA handles all vendor and logistics coordination behind the scenes while you manage the client relationship directly. The key is giving your EA clear context on the audience so communications stay appropriately professional.
US-based Trusty Oak EAs regularly coordinate multi-location logistics, including venue sourcing in cities they're not physically in, by leveraging vendor networks, online booking platforms, and direct outreach. For multi-time-zone events, your EA builds scheduling and communication workflows that account for participant locations from the start.
It can be, especially if your EA is also supporting other tasks like calendar management, research, or client communications between events. Unused hours roll over month to month at Trusty Oak, so the hours you don't use during a quiet stretch are available when event season picks up.

Let an EA own your event logistics

Trusty Oak matches consulting firms with US-based EAs who can take event planning off your plate from day one. Start with a Strategic Delegation Plan and put those hours to work.