Calendar & scheduling support for events & hospitality professionals

When you're managing overlapping venue bookings, vendor call times, and client walkthroughs across multiple events simultaneously, your calendar stops being a tool and starts being a liability. A Trusty Oak Executive Assistant keeps your Tripleseat and Cvent schedules aligned, your vendor timelines confirmed, and your client meetings booked — so you're not piecing it together at 11pm the night before an event. This is the kind of support that prevents double-bookings, missed setup windows, and the coordination gaps that cost you client relationships.

300+ tasks completed in this service category across our client base.

Fractional calendar & scheduling support for event and hospitality businesses

How Trusty Oak handles calendar & scheduling for event and hospitality businesses

A Trusty Oak EA working with an events or hospitality client typically owns the operational layer of your calendar — not just blocking time, but actively managing the moving pieces that surround each event. They'll maintain your master event calendar in Tripleseat or Cvent, cross-referencing setup and breakdown windows against vendor arrival times and client walkthroughs to catch conflicts before they happen. When a florist pushes their delivery time or a client requests a last-minute site visit, your EA updates the relevant timelines, notifies the affected parties, and keeps your calendar current without pulling you into the back-and-forth. They'll also manage your client-facing meeting schedule — sending calendar invites, handling reschedules, and making sure pre-event calls are on the books well in advance. Your role is to review and approve; the day-to-day coordination stays off your plate.

Tools our team works with:

Tripleseat · Cvent · Google Calendar

What your EA takes off your plate

Before your first week with a Trusty Oak EA, pull together your current event roster with dates, venues, and any vendor contacts already confirmed — even if it's just a spreadsheet or a shared Tripleseat view. The most common mistake new clients make is handing over calendar access without context, which forces the EA to ask clarifying questions that slow down the first two weeks. The faster you can give them a clear picture of how your events are structured and who the key contacts are, the faster they can take real work off your plate.

1

Multi-Event Calendar Maintenance in Tripleseat or Cvent

Your EA keeps your event management platform up to date with accurate dates, times, and status changes across all active bookings, flagging any scheduling conflicts as they arise.

2

Vendor Arrival and Departure Scheduling

Your EA coordinates call times with caterers, AV teams, florists, and other vendors — confirming schedules, sending reminders, and updating timelines when changes occur.

3

Setup and Breakdown Window Management

Your EA maps out load-in and teardown windows for each event and ensures those blocks are protected on the venue calendar so vendor access and staffing align correctly.

4

Client Meeting and Site Visit Coordination

Your EA schedules and manages all client-facing touchpoints — initial consultations, pre-event walkthroughs, and post-event debriefs — using Google Calendar with clear agendas and confirmation follow-ups.

5

Day-of Timeline Distribution and Updates

Your EA compiles and sends finalized run-of-show schedules to relevant stakeholders before each event, and communicates any last-minute timing changes to the appropriate vendors or staff.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Microsoft Teams
Acuity Scheduling
Calendly
Google Calendar
Microsoft Outlook
Zoom

...and many more!

Trusted by event and hospitality businesses

Trusty Oak supports event and hospitality businesses including Chava Group, Couret Leadership Lab, Generations Now, and 2 others — handling everything from calendar & scheduling to broader operational support.

What calendar & scheduling support costs for event and hospitality businesses

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

Executive Assistants
~$35/hour
25 hours $875
Specialists
~$50/hour
5 hours $250
Fractional Executives
~$95/hour
0 hours $0
Your monthly budget
$1,125

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 experienced with Tripleseat and Cvent and can work directly inside your existing platforms — updating event records, managing booking timelines, and keeping your event calendar accurate. If your workflow spans multiple tools, they can manage the sync between your event management software and Google Calendar as well.
Your EA monitors your full event calendar proactively, not just the next event on the books, so they can flag vendor timing conflicts or double-booked venue windows before they become day-of problems. When conflicts do come up, they'll surface the issue with a proposed resolution rather than just alerting you to a problem.
The initial 3-month commitment is standard across all Trusty Oak engagements, but unused hours roll over each month, which helps even out the natural peaks and slower periods in an events calendar. After the first three months, the arrangement moves to month-to-month, giving you more flexibility as your season shifts.

Get your event calendar under control

Trusty Oak's onboarding includes a Strategic Delegation Plan built around your specific workflows — so your EA is ready to manage your event calendar from week one. Monthly plans start at $1,000 with a one-time $300 onboarding fee.