Event planning & coordination support for performing arts organizations

Performing arts organizations run on events — opening nights, donor galas, audition cycles, touring logistics, and community outreach performances all require precise coordination that eats into time better spent on the artistic work itself. A Trusty Oak EA can manage the operational layer of your events so your artistic directors, development staff, and executive leadership aren't buried in vendor emails and RSVP spreadsheets. Whether you're a regional theater, dance company, symphony, or independent production house, the logistics are real and the calendar doesn't wait.

Fractional event planning & coordination support for performing arts organizations

How Trusty Oak handles event planning & coordination for performing arts organizations

A Trusty Oak Executive Assistant takes on the coordination work that keeps your events moving — building and maintaining event timelines in tools like Asana or Google Sheets, managing vendor communications with caterers, AV crews, rental companies, and venue contacts, and tracking RSVPs or ticket registrations through platforms like Eventbrite, PatronManager, or your organization's CRM. They'll draft run-of-show documents, coordinate green room and hospitality logistics for performers, send reminder communications to attendees and stakeholders, and follow up on outstanding contracts or deposits. Your role is to make the creative and strategic calls — casting approval, program content, donor seating priorities — while the EA handles the back-and-forth that would otherwise consume your mornings.

What your EA takes off your plate

Before handing off your first event, give your EA a completed example — a past run-of-show, a vendor contact list, or even a post-mortem from a previous gala — so they understand your organization's standards and terminology from day one. The most common mistake is assuming the EA will figure out your preferences as they go; performing arts events have too many moving pieces for that approach. A 30-minute kickoff call where you walk through your typical event lifecycle will save significant back-and-forth in the first few weeks.

1

Venue & Vendor Coordination

Manages communication with theaters, rehearsal spaces, catering companies, and AV vendors — collecting quotes, confirming bookings, and tracking signed contracts and deposit deadlines.

2

Run-of-Show Document Preparation

Builds detailed event timelines and run-of-show documents for opening nights, galas, or touring performances, including cue sheets, contact lists, and stage manager handoff notes.

3

Donor & Patron RSVP Management

Tracks RSVPs for cultivation events, benefit performances, and board dinners using PatronManager, Tessitura, or Eventbrite, and sends confirmation and reminder communications.

4

Audition & Callback Scheduling

Coordinates audition logistics including scheduling time slots, sending confirmation emails to applicants, managing waitlists, and preparing callback materials for casting directors.

5

Post-Event Wrap-Up & Reporting

Compiles attendance data, gathers vendor invoices, documents what worked and what didn't, and prepares a summary report for development or executive staff to reference for future events.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Typeform
Google Workspace
Asana
Zoom Events
Airtable
Eventbrite

...and many more!

Trusted by performing arts organizations

Trusty Oak supports performing arts organizations including Boston Court Pasadena — handling everything from event planning & coordination to broader operational support.

What event planning & coordination support costs for performing arts organizations

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.

Book a Discovery Call

Frequently Asked Questions

Yes — our EAs are experienced with a range of CRM and ticketing tools, and those with performing arts backgrounds are often already familiar with platforms like Tessitura, PatronManager, and Eventbrite. If your platform is more specialized, we'll match you with an EA who can get up to speed quickly, and your Client Success Manager will factor that into your onboarding plan.
Yes — 90 days is a workable runway for most benefit galas or major fundraising events, especially if you have past event materials the EA can reference. Onboarding typically takes about a week, and your Client Success Manager will help prioritize the most time-sensitive tasks immediately so nothing falls through the cracks.
A Trusty Oak EA handles the administrative and logistical coordination — scheduling, communications, vendor management, documentation — rather than making decisions that require union contract knowledge. That said, they can absolutely work within parameters you define, such as call time windows, break requirements, or crew minimums, and flag anything that looks like it conflicts with the rules you've shared.

Let's handle the logistics so you can focus on the work

Trusty Oak matches performing arts organizations with experienced US-based EAs who understand the pace and complexity of live events. Monthly plans start at $1,000 with a one-time $300 onboarding fee — and unused hours roll over.