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Event Planning & Coordination · Coaching & Training

Event planning support for coaches & training professionals who can't afford to be the logistics person

By Zack Pennington, CEO Updated

Whether you're running a live workshop, a virtual masterclass, or a multi-day retreat, the operational work behind the scenes is substantial, and it's not where your expertise belongs. Coaches and training professionals lose significant prep time to venue sourcing, attendee communications, and platform setup that a skilled EA can own entirely. Nacho EAs step into that operational layer so you show up to your events ready to deliver, not exhausted from coordinating them.

Tools we work with: Eventbrite Asana Airtable Google Workspace

Can a Virtual Assistant handle event planning & coordination for coaches and trainers?

Yes. Nacho matches coaches and trainers with a vetted, 100% US-based Executive Assistant or Specialist who owns event planning & coordination week after week, not a one-off task. Set a Talent Budget starting at $1,000 a month, begin with a $300 Delegation Strategy Plan, and expect to be matched in about a week.

See how the match works What a Talent Budget costs Book a discovery call

How it works

How delegated event planning & coordination works for coaches and trainers

A Nacho EA handling event planning for a coaching or training business typically takes ownership of the full logistics workflow from initial setup through post-event follow-up. On the front end, that means building registration pages in tools like Kajabi, Teachable, or Eventbrite, setting up automated confirmation and reminder sequences in ActiveCampaign or ConvertKit, and managing attendee lists as registrations come in. For virtual events, they'll configure Zoom Webinars or Zoom Events: including practice sessions, waiting rooms, breakout rooms, and recording settings, so nothing is left to chance on the day. For in-person workshops or retreats, they'll handle vendor communication, create run-of-show documents, and coordinate catering, AV, or venue logistics on your behalf. Your role is to brief them on the event vision and review key deliverables; they handle the back-and-forth that would otherwise fill your inbox for weeks.

Off your plate

What comes off your plate

The most common mistake coaches make when first delegating event planning is handing off a task without handing off context: your EA needs to know your brand voice, your audience's expectations, and any non-negotiables before they start building registration pages or drafting attendee emails. Before your first event together, share a past event's materials, your email templates if you have them, and a short brief on how you want attendees to feel from registration through follow-up. The clearer that picture is upfront, the less back-and-forth you'll have mid-launch.

  1. Registration Page Setup and Management

    Build and configure event registration in Kajabi, Teachable, or Eventbrite, including pricing tiers, capacity limits, and intake questions relevant to your program.

  2. Attendee Communication Sequences

    Write and schedule pre-event email sequences in ActiveCampaign or ConvertKit covering confirmation, logistics details, pre-work reminders, and day-of access instructions.

  3. Zoom Webinar or Virtual Event Configuration

    Set up Zoom Webinars or Zoom Events with registration integration, panelist permissions, breakout room assignments, and post-event recording distribution.

  4. Run-of-Show and Speaker Coordination

    Create a detailed event timeline document and manage communications with any guest speakers, panelists, or co-facilitators to confirm timing, tech requirements, and materials.

  5. Post-Event Follow-Up and Feedback Collection

    Send post-event surveys via Typeform or Google Forms, compile attendee feedback, and distribute recordings or promised resources to participants.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Asana
Zoom Events
Google Workspace
Eventbrite
Airtable
Typeform

...and many more!

Client proof

Trusted by coaches and trainers

Nacho supports coaches and trainers including Coach Wolfgang, Martin Global Leaders, Ruth Calabrese Leadership Coaching, and 1 others, handling everything from event planning & coordination to broader operational support.

The model

What delegating to Nacho actually looks like

This is ongoing delegation to one vetted, US-based person, not a task posted to a marketplace.

  1. Start with a Delegation Strategy Plan

    A one-time $300 onboarding fee pairs you with a Client Success Manager who maps what to hand off first. See the full process.

  2. Get matched in about a week

    We match you with a vetted, 100% US-based Executive Assistant or Specialist in your time zone. If the fit is not right, the Nacho Guarantee re-matches you free.

  3. Set a monthly Talent Budget

    Budgets start at $1,000 a month and draw across Executive Assistants from $40/hr, Specialists from $65/hr, and Fractional Executives from $125/hr. Up to $200 of unused budget rolls over each month. For operations-led work, that senior seat is usually a Fractional COO. See pricing in detail.

  4. Three months, then month to month

    The initial term is three months so the working relationship has time to compound, then it rolls month to month. Book a discovery call to size yours.

Talent Budget

What delegating event planning & coordination costs for coaches and trainers

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
from $40/hour
15 hours $600
Specialists
from $65/hour
10 hours $650
Fractional Executives
from $125/hour
5 hours $625
Your monthly budget
$1,875

Starting at $1,000/month. One-time $300 onboarding fee includes your Delegation Strategy Plan.

Good questions

Frequently asked questions

Can a Nacho EA manage both virtual and in-person events for my coaching business?
Yes, Nacho EAs work across both formats. For virtual events, they handle platform setup, registration, and attendee communications. For in-person workshops or retreats, they can coordinate with venues, manage vendor communications, and build logistics documents, though any on-site presence would need to be discussed separately based on your location and needs.
I run events on an irregular schedule, sometimes one per quarter, sometimes three in a month. Does that work with how Nacho is structured?
Yes, and this is actually a common pattern for coaches. Up to $200 of unused budget can roll over each month, so a little flexibility is built in, but we recommend planning your monthly budget to match your busiest periods rather than counting on savings from quieter months. Your Client Success Manager can help you think through how to allocate your monthly budget around your event calendar.
My events involve sensitive client information and private community access, how does Nacho handle confidentiality?
Nacho EAs are US-based professionals who work under confidentiality expectations as part of the client relationship, and your Client Success Manager can walk you through the specifics during onboarding. It's standard practice to set up shared access through tools like LastPass for credentials and to use role-based permissions in platforms like Kajabi or Circle so your EA has exactly the access they need, nothing more.

Ready when you are

Let an EA own your event logistics

Nacho's onboarding includes a Delegation Strategy Plan built around your specific event calendar and workflow, so your EA hits the ground running on day one. Monthly plans start at $1,000 with a one-time $300 onboarding fee.

Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.