Event Planning Virtual Assistant
An event planning virtual assistant from Oneresource could give you more time to focus on your business in the most cost-effective way without the complications of employment.
A well run event is like a good stage production, it’s all about pulling your act together and putting on the right show. Our event planning virtual assistants can help you design the look and feel of your event and organise everything from music to menus.
We can:
Arrange conferences, seminars, speaking engagements, webinars, trade shows or exhibitions
Research meeting locations, venues and transport to determine costs, availability, size, and equipment.
Find the right suppliers from event management people to catering, equipment or entertainment
Negotiate with and eliminate unsuitable suppliers, catch any potential errors and avoid hidden fees.
Compile guest lists, send out invitations and managing the RSVPs
Coordinate event details to ensure everything stays on track and the day runs smoothly.
Conduct post event reconciliation allowing you to identify areas for future development.
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Event planner virtual assistant doing the legwork for you
If you regularly run events for your business, or you’d like to do more but you simply haven’t got the time to do all the planning and research, you could outsource event planning. There are times when you have to visit a venue to find out whether it’s right or not – assess the space, look at the parking and accessibility, get a feel for whether the venue ‘fits’ with your business. And there are times when you have to get on the phone and research suppliers and options so that you can start to put your event together.
This is event planning research and it’s a time-consuming but necessary part of putting on a successful and memorable event. It’s certainly not something that the business leader or owner has time to do, so the most effective way to manage the task is to outsource it. An event planning virtual assistant can take all of these tasks off your plate, leaving you to get on with running your business.
Events drive sales
Many companies use events as a distinctive way to make connections and boost profile. For some businesses, events are small, offering ways to catch up with clients, and often involving everyone else in the business. This could be anything from a dedicated seminar to a golf day, giving the business dedicated time to spend with clients.
Other events are bigger – workshops, conferences, exhibitions, award ceremonies – lasting for a day or more and involving a lot of organisation to make sure everything runs smoothly.
And that’s often where businesses hit a brick wall – the desire to put on the event is there, and the business understands the benefits of doing it, but there is no-one with the time to pull the whole thing together. A badly-organised event can have a really negative impact on your business – a corporate event is only worth doing if you are going to do it well.
Finding the right help
Organising a good event takes a great deal of skill. You need to start well in advance, to make sure you can book the best venue and put everything else in place. Events need to go into corporate diaries well in advance to ensure the best attendance, so you need to start planning several months ahead.
So that means enlisting the right help almost as soon as you’ve had the idea – you need someone who’s experienced at event planning. A virtual event management assistant can fulfil this function for you, giving you pay-as-you-go access to efficient staff who can not only do things for you, but give you the help and advice you need so that you don’t waste money on unnecessary items and can focus on the things that matter.
An event planning virtual assistant is essentially a project manager, co-ordinating a number of different suppliers so that everything comes together on the day. This might include catering, visiting speakers, entertainment, technical support, VIP guest management and more. They’ll keep you up to date so that you can see progress and be happy that everything is running smoothly – and if there’s a problem, your event assistant can sort it out.
There’s a lot that can be done post-event too, gathering feedback from attendees so you can refine your next event, and following up on any leads collected so that you can put new prospects into your system – because events are all about building better client relationships and driving more sales.
The benefits of virtual assistant event planning
If you haven’t outsourced event planning before, you might be worried about starting now – and with something as important as getting your next event right. Event planning virtual assistants are more popular than ever with small business owners, because they come with a number of benefits over employing a permanent member of staff:
Working on a pay as you go basis – you can call on the skills of a virtual event management assistant just for the time you need, allowing you to budget for the additional help, and count your investment as part of your costs when you are evaluating your return on investment from the event.
Time-saving – your event planner virtual assistant will take away all the research and planning you would have had to do yourself. They can also liaise with other people in your business where necessary, putting together an event that works for everyone without disturbing your time.
An event planning virtual assistant can help you
FAQs
Need answers to your most burning questions? You’ll find them covered in plenty of detail below.