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Event Planning & Coordination · Consulting

Event planning support for consulting firms that can't afford a logistics bottleneck

By Zack Pennington, CEO Updated

Consulting firms run on relationships, and the events that build them: client workshops, thought leadership panels, team offsites, and prospect dinners, require real coordination work that shouldn't fall on a senior consultant's plate. Whether you're organizing a half-day strategy session for a client or a multi-city roadshow for your practice group, the logistics are time-consuming and detail-heavy. A Nacho EA handles the operational layer so your team stays focused on the work clients actually pay for.

Tools we work with: Eventbrite Asana Airtable Google Workspace

Can a Virtual Assistant handle event planning & coordination for consultants?

Yes. Nacho matches consultants 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 consultants

A Nacho EA working with a consulting firm on event planning typically owns the full logistics thread from initial setup through post-event follow-up. That means sourcing and vetting venues using platforms like Cvent or Eventbrite, managing RSVPs and attendee communications through tools like HubSpot or Mailchimp, coordinating with AV vendors, catering, and hotel room blocks, and building run-of-show documents your team can actually use on the day. Your role is to define the event's purpose, approve the key decisions, and show up, the EA handles the back-and-forth that would otherwise fill your inbox. For recurring events like quarterly client roundtables or annual firm retreats, the EA builds repeatable processes so each cycle runs faster than the last.

Off your plate

What comes off your plate

Before handing off your first event, give your EA a one-page brief that covers the event's purpose, the audience (clients, prospects, internal team), your approximate budget, and any non-negotiables on venue type or date. The most common mistake consulting firms make is delegating too late, event logistics need lead time, and an EA can only work with the runway you give them.

  1. Venue Research and Vendor Coordination

    Identifies and compares venues or virtual platforms suited to client-facing consulting events, collects quotes, and manages vendor communications through to contract execution.

  2. Attendee Registration and RSVP Management

    Sets up and manages registration through Eventbrite, HubSpot, or a firm-specific CRM, tracks responses, sends reminders, and maintains an accurate headcount for catering and seating logistics.

  3. Run-of-Show and Agenda Documentation

    Builds detailed event timelines and speaker or session agendas in Google Docs or Notion, coordinating input from consultants, clients, and external presenters to keep the schedule tight.

  4. Travel and Accommodation Logistics

    Books hotel room blocks, arranges ground transportation, and coordinates travel itineraries for consultants and out-of-town attendees using tools like Concur or direct vendor booking.

  5. Post-Event Follow-Up and Debrief Support

    Sends thank-you notes and survey links to attendees, compiles feedback data, and documents lessons learned to improve planning for the next client event or firm gathering.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Zoom Events
Google Workspace
Airtable
Eventbrite
Asana
Typeform

...and many more!

Client proof

Trusted by consultants

Nacho supports consultants including Brighter Strategies, Deborah Offner, High Flying Strategy, and 2 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 consultants

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 an EA handle client-facing events, or is this better suited for internal firm events?
Nacho EAs are comfortable supporting both. For client-facing events like workshops or roundtables, the EA handles all vendor and logistics coordination behind the scenes while you manage the client relationship directly. The key is giving your EA clear context on the audience so communications stay appropriately professional.
How does this work if our events are in different cities or happen across multiple time zones?
US-based Nacho EAs regularly coordinate multi-location logistics, including venue sourcing in cities they're not physically in, by using vendor networks, online booking platforms, and direct outreach. For multi-time-zone events, your EA builds scheduling and communication workflows that account for participant locations from the start.
We only run two or three events per year. Is a monthly retainer worth it for something that sporadic?
It can be, especially if your EA is also supporting other tasks like calendar management, research, or client communications between events. Up to $200 of unused budget can roll over each month, so there is a small cushion heading into a busier stretch, and Nacho encourages clients to use their full budget each month to get the most out of the engagement.

Ready when you are

Let an EA own your event logistics

Nacho matches consulting firms with US-based EAs who can take event planning off your plate from day one. Start with a Delegation Strategy Plan and put those hours to work.

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