Keep every event on track without living in your CRM

Event planners and hospitality operators are managing dozens of moving pieces at once — venue contracts, catering timelines, client follow-ups, and vendor coordination — all while trying to actually run events. When your CRM goes stale and your project timelines slip, it's usually not because you don't care, it's because you're on-site or on a call. A Trusty Oak EA keeps the back-end organized so you can stay client-facing.

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

Fractional crm & project management support for event and hospitality businesses

How Trusty Oak handles crm & project management for event and hospitality businesses

A Trusty Oak EA working in events and hospitality CRM and project management typically owns the operational layer you don't have time to maintain. On the CRM side, that means logging client inquiries, updating contact records in tools like HoneyBook, Dubsado, Salesforce, or HubSpot, tracking proposal stages, and sending follow-up sequences so leads don't go cold between site visits. On the project management side, your EA builds and maintains event timelines in Asana, Trello, Monday.com, or ClickUp — breaking down each event into task assignments, deadlines, and vendor milestones so nothing falls through the gap between booking and day-of execution. Your role is to review the high-level status, make decisions, and show up to client meetings; the EA handles the data entry, timeline updates, and internal coordination that would otherwise eat your evenings.

What your EA takes off your plate

Before your first week with a Trusty Oak EA, export your current CRM contact list and write down the five stages a lead moves through from inquiry to signed contract — even if it's messy or informal. The most common mistake is handing over access to a CRM that has no consistent structure and expecting the EA to invent your process; they can refine and maintain a process, but you need to define what 'done' looks like for your business first.

CRM Pipeline Maintenance

Updates lead and client records in HoneyBook, Dubsado, or HubSpot after each inquiry, site tour, or proposal — keeping your pipeline accurate and follow-up dates current.

Event Project Timeline Build-Out

Creates per-event project plans in Asana or Monday.com with task dependencies, vendor deadlines, and internal milestones mapped to the event date.

Vendor & Supplier Coordination Tracking

Logs vendor confirmations, contract statuses, and delivery windows into your project management tool so you have a single source of truth for each event's logistics.

Post-Event CRM Updates & Client Follow-Up

Closes out event records, notes client feedback, and queues re-engagement or referral follow-up sequences in your CRM after each event wraps.

Inquiry Response & Lead Intake Workflow

Responds to new inquiries using approved templates, creates the client record, assigns pipeline stage, and schedules discovery calls — so no lead sits unanswered over a weekend.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Salesforce

Asana

Notion

HubSpot

Monday.com

ClickUp

...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 crm & project management to broader operational support.

What crm & project management support costs for event and hospitality businesses

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

We use HoneyBook for client management — can your EAs actually work in it, or will there be a learning curve?

Trusty Oak EAs have hands-on experience with HoneyBook and Dubsado, which are the most common CRM tools in the events and wedding industry. If your setup has custom automations or a non-standard workflow, your EA will spend the first week documenting how you currently use it before making any changes.

We manage 15 to 20 events at a time across different stages. Is an EA actually able to keep up with that volume?

Yes, and that kind of multi-event environment is exactly where a dedicated EA adds the most value. The key is setting up a consistent project template in your PM tool so every event follows the same structure — your EA can then manage status updates, flag overdue tasks, and keep all 20 timelines current without you having to check in on each one individually.

What happens to our CRM data and client information — is it secure?

All Trusty Oak EAs are US-based W-2 employees or vetted contractors who sign confidentiality agreements before accessing client systems. You control access permissions within your own CRM and project management tools, and Trusty Oak recommends role-based access so your EA can do their job without touching financial records or areas outside their scope.

Get your events pipeline under control

Trusty Oak's onboarding includes a Strategic Delegation Plan built around your specific event workflow — so your EA hits the ground running, not guessing. Monthly budgets start at $1,000 with a one-time $300 onboarding fee.