Fractional support built for the pace of events & hospitality

Event planners and hospitality professionals live in a world of overlapping timelines, vendor dependencies, and clients who need answers immediately — often all at once. The administrative load of managing RFPs, contracts, rooming lists, run-of-show documents, and post-event reconciliation doesn't pause between events. Trusty Oak connects you with US-based assistants who understand this industry's rhythm and can step in without a long ramp-up.

Common challenges for event and hospitality businesses

Vendor Communication Overload icon

Vendor Communication Overload

Coordinating across caterers, AV teams, venues, florists, and transportation providers means dozens of email threads running simultaneously. Keeping every vendor confirmed, updated, and accountable is a full-time job that pulls you away from client-facing work.

Proposal and Contract Turnaround icon

Proposal and Contract Turnaround

Prospective clients expect polished proposals quickly, and slow turnaround loses business. Drafting, formatting, and sending event proposals, BEOs, and service agreements takes hours that most event professionals don't have between active programs.

Registration and Guest List Management icon

Registration and Guest List Management

Managing RSVPs, dietary restrictions, room block assignments, and attendee communications in platforms like Cvent, Eventbrite, or HoneyBook requires consistent attention to detail. Errors in guest data create day-of problems that damage client relationships.

Post-Event Follow-Through icon

Post-Event Follow-Through

After an event closes, there's still a significant administrative tail — reconciling invoices, collecting vendor receipts, sending thank-you notes, gathering testimonials, and updating CRM records. This work is easy to deprioritize and consistently falls behind.

Trusty Oak fractional talent services

How Trusty Oak supports event and hospitality businesses

Trusty Oak's model is designed for businesses where workload is uneven by nature — heavy in the weeks before a major event, lighter in off-peak stretches. Your dedicated Client Success Manager builds a Strategic Delegation Plan at the start of the engagement, so your assistant understands your event types, client communication standards, and preferred tools before they touch a single task. Your monthly Talent Budget flexes with your calendar, and unused hours roll over so you're not losing value during slower months. If a project requires specialized skills — like a Specialist for marketing or a Fractional Executive for operations — those resources are available within the same account.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Kayak for Business
Apollo.io
Google Flights
Opus Clip
Statista
Yoast SEO

...and many more!

How fractional talent supports event and hospitality businesses

What we've learned working with event and hospitality businesses

Events and hospitality businesses typically operate with lean internal teams that punch well above their weight. Most event companies aren't in a position to hire a full-time coordinator or administrative manager, but the volume of operational tasks — especially during peak season — clearly exceeds what one or two people can handle without dropping quality. The industry also runs on relationships and reputation, which means that slow email responses, missed follow-ups, or disorganized logistics don't just create internal friction — they cost future bookings. The businesses that scale successfully in this space tend to be disciplined about which tasks require their personal expertise and which can be delegated to a trusted support layer. Building that delegation habit early, with the right systems and documentation in place, is what separates event companies that plateau from those that grow.

We've worked with event and hospitality businesses including Chava Group, Couret Leadership Lab, Generations Now, and 2 others.

What fractional support costs for event and hospitality businesses

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

Executive Assistants
~$35/hour
20 hours $700
Specialists
~$50/hour
10 hours $500
Fractional Executives
~$95/hour
0 hours $0
Your monthly budget
$1,200

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

Book a Discovery Call

Frequently Asked Questions

Yes — most event logistics management happens digitally well before anyone sets foot in a venue. An EA can manage vendor communication, track deliverables against a master timeline, update run-of-show documents, and flag anything that's falling behind. They won't be on-site, but the pre-event coordination work that consumes the most time is entirely remote-friendly.
Trusty Oak assistants have worked with tools commonly used in this industry including HoneyBook, Dubsado, Cvent, Eventbrite, Airtable, Asana, and standard tools like Google Workspace and Microsoft Office. During onboarding, your Client Success Manager documents which platforms your business uses so your assistant is matched accordingly.
Unused hours from one month roll over to the next, which matters a lot in an industry with clear peak and off-peak cycles. If you have a lighter month in January, those hours carry forward and are available when your spring event season ramps up. This prevents you from paying for capacity you can't use during slow periods.
It's one of the most common use cases Trusty Oak serves. Solo planners and small firms often have the client load that warrants support but not the volume to justify a full-time hire. Starting at $1,000 per month with a one-time $300 onboarding fee, the entry point is designed for businesses at that stage — you get consistent, professional support without a salary, benefits, or long-term employment commitment.

Get support that keeps up with your event calendar

Tell us about your business and current workload — your Client Success Manager will build a delegation plan matched to how your event operation actually runs.