Event planning & coordination for venture capital firms

VC firms run a constant calendar of high-stakes events — LP annual meetings, demo days, founder dinners, portfolio offsites, and industry panels — where execution reflects directly on the firm's brand. Managing venue sourcing, speaker logistics, and attendee communication alongside deal flow is not a sustainable split of attention. A Trusty Oak EA handles the coordination layer so your investment team stays focused on what moves the fund forward.

Fractional event planning & coordination support for venture capital firms

How Trusty Oak handles event planning & coordination for venture capital firms

A Trusty Oak Executive Assistant or Specialist takes ownership of your event logistics from initial scoping through post-event follow-up, working inside the tools your team already uses — Calendly, Notion, Airtable, or a shared Google Workspace. For a typical LP summit or portfolio founder meetup, your EA will source and vet venues, build and manage RSVPs, coordinate with caterers and AV vendors, draft run-of-show documents, and handle attendee communications end-to-end. They'll track speaker confirmations, manage travel arrangements for out-of-town guests, and flag any timeline risks before they become problems. Your role is to approve key decisions — venue, agenda structure, guest list — and show up ready to run the room. The operational layer between your vision and the event itself is covered.

What your EA takes off your plate

The most common mistake VC teams make when first delegating event work is handing off a task mid-process — after the venue is already half-selected or the guest list is already in three different spreadsheets. Start your EA at the beginning of a planning cycle, even if it's a smaller internal event, and share your non-negotiables upfront: firm brand standards, preferred vendors, any LP sensitivities around communication. The cleaner the handoff context, the faster your EA can operate independently.

1

LP Meeting & Annual Summit Coordination

Manages venue selection, invitations, RSVP tracking, catering, AV setup, and printed materials for your Limited Partner annual meeting or quarterly update event.

2

Demo Day & Portfolio Showcase Logistics

Coordinates founder presentation slots, rehearsal schedules, attendee registration via Eventbrite or a custom form, and day-of run-of-show for portfolio demo days.

3

Founder & Operator Dinner Planning

Sources restaurant or private venue options, manages reservations and dietary restrictions, sends calendar invites, and handles any pre-event communication with attendees.

4

Speaker & Guest Travel Coordination

Books flights, hotels, and ground transportation for keynote speakers, LPs, or out-of-town founders attending firm-hosted events, and sends detailed travel itineraries.

5

Post-Event Follow-Up & Documentation

Sends thank-you notes or recap emails to attendees, collects feedback via Typeform or Google Forms, and documents vendor contacts and lessons learned for future events.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Zoom Events
Google Workspace
Typeform
Eventbrite
Asana
Airtable

...and many more!

Trusted by venture capital firms

Trusty Oak supports venture capital firms including Capstar Ventures, Elsewhere Partners — handling everything from event planning & coordination to broader operational support.

What event planning & coordination support costs for venture capital firms

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 — your EA operates under a confidentiality agreement and is accustomed to working with sensitive investor information. For LP-facing communications, your team would typically review and approve messaging before it goes out, which is a standard checkpoint most firms prefer to keep in-house.
Trusty Oak EAs are US-based and experienced coordinating multi-location logistics remotely — sourcing venues in cities they're not physically in is standard practice using tools like Cvent, Peerspace, or direct vendor outreach. Time zone management for attendee communications and scheduling is handled as part of the coordination workflow.
It can be, especially if event planning is bundled with other executive support tasks like calendar management, research, or investor communications — your EA's hours aren't locked to a single service. Unused hours roll over each month, so the time you invest in planning a major LP meeting doesn't disappear if the event wraps early in the billing cycle.

Put your next LP meeting or founder event in capable hands

Trusty Oak matches VC firms with experienced US-based assistants who can own your event logistics from first draft to final debrief. Start with a $1,000/month plan and a Strategic Delegation Plan built around your firm's calendar.