Virtual event planning & coordination support for events & hospitality professionals

When you're managing multiple events simultaneously, the administrative load — vendor follow-ups, guest list updates, timeline revisions — can consume the hours you need for client-facing work. Trusty Oak's fractional EAs and specialists handle the coordination layer so you can stay focused on the experience you're delivering. Whether you're running a 50-person corporate dinner or a 500-person conference, the logistics infrastructure needs the same attention to detail.

Fractional event planning & coordination support for event and hospitality businesses

How Trusty Oak handles event planning & coordination for event and hospitality businesses

A Trusty Oak EA working in event planning and coordination typically owns the operational backbone of your events: building and maintaining master event trackers in Airtable or Monday.com, managing vendor communication threads, and keeping your guest lists current in Eventbrite or Cvent. They'll draft and send vendor confirmations, track RSVPs, flag deadline conflicts before they become problems, and compile the day-of timeline document that your on-site team actually runs from. Your role is to make the decisions — venue selection, vendor approvals, program flow — while the EA makes sure every detail behind that decision gets executed and documented. Most clients share access to their existing tools and a brief on each event, and the EA integrates into their workflow without requiring a separate system to be built from scratch.

Tools our team works with:

Cvent · Eventbrite · Monday.com · Airtable

What your EA takes off your plate

Before your first handoff, pull together one recent event folder — your vendor list, a past timeline, and whatever tracking doc you currently use — and share it with your EA as a reference format. The most common mistake is assuming the EA needs a perfect system before they can start; they don't. What they do need is to understand how you've been doing it so they can match your standards, not invent new ones.

Guest List Management in Eventbrite or Cvent

Maintains attendee records, processes registrations and cancellations, sends confirmation communications, and produces accurate headcount reports as the event date approaches.

Vendor Coordination and Follow-Up

Drafts and sends vendor briefs, tracks contract and deposit deadlines, follows up on outstanding confirmations, and maintains a single vendor contact sheet with status notes.

Event Project Tracking in Monday.com or Airtable

Builds and updates the master event board with tasks, owners, and due dates so nothing falls through the cracks across multiple concurrent events.

Day-of Timeline Creation

Compiles a detailed run-of-show document that sequences load-in, setup, program, and breakdown with assigned responsibilities and buffer windows built in.

Venue Logistics Coordination

Communicates with venue contacts to confirm room layouts, AV requirements, catering timelines, and access windows, then documents all agreements in a single reference document.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Asana

Typeform

Zoom Events

Eventbrite

Google Workspace

Airtable

...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 event planning & coordination to broader operational support.

What event planning & coordination 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

Can a fractional EA manage event coordination across multiple events at the same time?

Yes, and this is one of the more common use cases. EAs typically use a shared Airtable or Monday.com board to track tasks across several events simultaneously, with each event as its own project group. The key is giving the EA clear priority signals when deadlines compete — that judgment call stays with you.

Will the EA work directly with my vendors and venues, or only with me?

That depends on how you want to set it up. Many clients give their EA permission to communicate directly with vendors and venue contacts on routine coordination — confirmations, timeline questions, logistics details — while keeping approval decisions with the client. You define the boundaries during onboarding, and they're easy to adjust as trust builds.

We use Cvent for registration management. Can a Trusty Oak EA work in that platform?

Cvent is one of the tools Trusty Oak EAs have hands-on experience with for event registration and attendee management. During onboarding, your Client Success Manager will confirm platform familiarity and match you with an EA whose tool experience fits your stack.

Get coordination support before your next event

Trusty Oak's onboarding includes a Strategic Delegation Plan built around your actual event calendar. One-time $300 onboarding fee, monthly budgets starting at $1,000, and unused hours roll over.