Event planning support for media & publishing teams

Book launches, author tours, editorial conferences, and press events don't plan themselves — and they rarely fit neatly into a managing editor's or publicist's existing workload. Trusty Oak's fractional EAs and specialists handle the logistics behind your events so your internal team stays focused on content, relationships, and coverage. Whether you're coordinating a multi-city author tour or a virtual panel for industry press, the operational work has a home.

Fractional event planning & coordination support for media and publishing companies

How Trusty Oak handles event planning & coordination for media and publishing companies

A Trusty Oak EA working in event planning for media and publishing typically owns the coordination layer — vendor outreach, venue research, attendee communication, and timeline management — while the client retains creative direction and final approvals. Day-to-day, that means the EA is working in tools like Eventbrite, Airtable, or Asana to track moving parts, drafting run-of-show documents, managing RSVPs and press credentialing lists, and following up with caterers, AV vendors, or bookstore contacts. For virtual events, they'll set up and test Zoom Webinar or Hopin environments, coordinate speaker logistics, and manage registration flows. Your Client Success Manager builds a delegation plan at onboarding that maps exactly which event types you're running and what handoffs look like, so the EA isn't guessing — they're executing against a defined scope from day one.

What your EA takes off your plate

Before your first event delegation, pull together a past run-of-show or event brief — even a rough one — so your EA has a real example of how your team structures these projects rather than starting from a blank template. The most common mistake is handing off a vague ask like 'help with the launch event' without specifying which decisions the EA can make independently versus which ones need your sign-off; that ambiguity creates bottlenecks right when timelines are tightest. A 30-minute kickoff call to walk through one past event is usually enough to get a good EA up to speed on your standards and preferences.

Book Launch Event Coordination

Manages venue or virtual platform setup, author and bookseller communications, press invite lists, and day-of run-of-show for launch events.

Press & Media Credentialing

Builds and maintains credentialing lists for editorial events, handles press RSVP tracking, and sends confirmation and access details to journalists and reviewers.

Vendor Research and Contracting Support

Sources and vets AV companies, event spaces, catering, and production vendors based on budget parameters, then tracks contract status and deliverables.

Speaker and Panelist Logistics

Coordinates travel arrangements, green room needs, tech checks, and bio/headshot collection for authors, editors, or industry speakers appearing at your events.

Post-Event Wrap and Recap Documentation

Compiles attendance data, press coverage links, vendor invoices, and feedback into a post-event report that informs planning for future editorial or promotional events.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Asana

Google Workspace

Zoom Events

Eventbrite

Typeform

Airtable

...and many more!

Trusted by media and publishing companies

Trusty Oak supports media and publishing companies including An Arm And a Leg, IDSCO, Susan B. Trachman, MD — handling everything from event planning & coordination to broader operational support.

What event planning & coordination support costs for media and publishing companies

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 Trusty Oak EA handle both in-person and virtual events for our publishing team?

Yes — Trusty Oak EAs are experienced with both formats. For in-person events like author signings or editorial dinners, they handle venue logistics, vendor coordination, and attendee communications. For virtual events such as webinars, book club panels, or press briefings, they work in platforms like Zoom Webinar, Hopin, or Crowdcast to manage registration, speaker prep, and live-event support.

We run events on irregular schedules — sometimes nothing for weeks, then three in a month. Does that work with Trusty Oak's model?

It works well because unused hours roll over each month, so you're not losing budget during quiet periods. When a heavy event month hits, those banked hours are available, and you can also adjust your monthly talent budget up or down as your calendar shifts after the initial three-month commitment.

How much does an EA in media and publishing typically know about industry-specific events like BookExpo, ALA, or trade press conferences?

Trusty Oak matches clients with EAs based on relevant background, and your Client Success Manager will factor in publishing industry familiarity during onboarding. That said, even an EA newer to publishing events will be brought up to speed through your Strategic Delegation Plan — the more context you provide about your event calendar and industry norms upfront, the faster they'll operate at full effectiveness.

Put your next event in capable hands

Trusty Oak's US-based fractional EAs and specialists are ready to take event logistics off your plate — starting with a Strategic Delegation Plan built around your publishing calendar. Monthly plans start at $1,000 with a one-time $300 onboarding fee.