Event planning support for technology companies that can't afford a dedicated events team

Whether you're organizing a product launch, an internal engineering all-hands, a customer advisory board, or a presence at a conference like AWS re:Invent or SaaStr, the logistics don't manage themselves. Tech companies often have events scattered across the calendar with no single owner, which means coordination falls on whoever has the least capacity to handle it. A Trusty Oak EA can own the operational layer so your team stays focused on the work that actually requires their expertise.

Fractional event planning & coordination support for tech companies

How Trusty Oak handles event planning & coordination for tech companies

A Trusty Oak EA handling event planning for a technology company typically starts by getting into your existing tools — whether that's Notion, Asana, Google Workspace, or Slack — and building out a working event timeline with all vendor, venue, and logistics milestones tracked in one place. From there, they manage vendor outreach and follow-up, coordinate with AV teams or streaming platforms if you're running hybrid or virtual events, handle attendee registration through tools like Eventbrite or Hopin, and keep internal stakeholders updated without requiring you to chase anyone down. Your role is to make the key decisions — budget approvals, agenda priorities, speaker selections — while the EA handles the back-and-forth that would otherwise eat your calendar. Most clients in tech find that the highest-value use of their EA's time is managing the communication threads that would otherwise require 15 separate Slack messages and three follow-up emails.

What your EA takes off your plate

The most common mistake tech teams make when delegating events for the first time is handing off a task without handing off context — your EA needs to know the audience, the goal of the event, the budget ceiling, and who the internal decision-makers are before they can move independently. Before your first session, pull together any past event planning docs, vendor contacts you've already used, and a rough sense of your budget range. The more context you front-load, the less back-and-forth you'll need later.

Venue and vendor research and outreach

Identifies and contacts venues, catering vendors, AV suppliers, or virtual event platforms based on your requirements, budget, and headcount, then compiles options in a comparison doc for your review.

Attendee registration and communication management

Sets up and manages registration flows in Eventbrite, Splash, or your CRM, sends confirmation and reminder emails, and handles attendee questions so they don't land in your inbox.

Speaker and sponsor coordination

Manages the logistics pipeline for speakers or sponsors — collecting bios, headshots, slide decks, and AV requirements — and follows up on outstanding items without you having to track it manually.

Event run-of-show and logistics documentation

Builds a detailed run-of-show document covering the full event timeline, staff assignments, vendor contact sheet, and contingency notes so everyone involved knows exactly what happens and when.

Post-event follow-up and recap

Sends thank-you emails, distributes recordings or slide decks, collects attendee feedback via Typeform or SurveyMonkey, and compiles a recap doc with attendance data and key outcomes.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Asana

Google Workspace

Zoom Events

Typeform

Eventbrite

Airtable

...and many more!

Trusted by tech companies

Trusty Oak supports tech companies including Permute AI, Ritual — handling everything from event planning & coordination to broader operational support.

What event planning & coordination support costs for tech 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 manage virtual or hybrid tech events, not just in-person ones?

Yes. Trusty Oak EAs are familiar with platforms like Hopin, Zoom Webinars, Riverside, and Streamyard, and can handle the logistics of hybrid events including coordinating with AV teams, managing the virtual attendee experience, and troubleshooting registration issues. If you're running a virtual demo day, a remote engineering summit, or a webinar series, the coordination workflow is well within scope.

How does an EA handle event planning when our team is distributed across time zones?

Trusty Oak EAs are US-based and work asynchronously by default, which means they're used to managing tasks without requiring real-time overlap with every stakeholder. They'll use shared project management tools like Asana or Notion to keep everyone aligned and flag decisions that need your input without creating calendar dependencies for routine coordination tasks.

We only have a few events per year — is it worth it to delegate this?

Even two or three events per year can generate a significant coordination burden in the weeks leading up to each one, and that burden tends to fall on people whose time is expensive. With Trusty Oak's rollover hours model, you can bank hours in quieter months and draw on them heavily during event prep periods, so you're not paying for capacity you don't need on a flat monthly basis.

Let's take events off your team's plate

Start with a $1,000/month talent budget and a Strategic Delegation Plan built around your actual event calendar. One-time $300 onboarding fee, US-based EAs at $35/hr, and unused hours roll over.