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Calendar & Scheduling · Events & Hospitality

Calendar & scheduling support for events & hospitality professionals

By Zack Pennington, CEO Updated

When you're managing overlapping venue bookings, vendor call times, and client walkthroughs across multiple events simultaneously, your calendar stops being a tool and starts being a liability. A Nacho Executive Assistant keeps your Tripleseat and Cvent schedules aligned, your vendor timelines confirmed, and your client meetings booked, so you're not piecing it together at 11pm the night before an event. This is the kind of support that prevents double-bookings, missed setup windows, and the coordination gaps that cost you client relationships.

Tools we work with: Tripleseat Cvent Google Calendar

Can a Virtual Assistant handle calendar & scheduling for event and hospitality businesses?

Yes. Nacho matches event and hospitality businesses with a vetted, 100% US-based Executive Assistant who owns calendar & scheduling week after week, not a one-off task. You start with a $300 Delegation Strategy Plan, set a monthly Talent Budget from $1,000, and we match you in about a week.

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

How it works

How your Executive Assistant owns calendar & scheduling for event and hospitality businesses

A Nacho EA working with an events or hospitality client typically owns the operational layer of your calendar, not just blocking time, but actively managing the moving pieces that surround each event. They'll maintain your master event calendar in Tripleseat or Cvent, cross-referencing setup and breakdown windows against vendor arrival times and client walkthroughs to catch conflicts before they happen. When a florist pushes their delivery time or a client requests a last-minute site visit, your EA updates the relevant timelines, notifies the affected parties, and keeps your calendar current without pulling you into the back-and-forth. They'll also manage your client-facing meeting schedule: sending calendar invites, handling reschedules, and making sure pre-event calls are on the books well in advance. Your role is to review and approve; the day-to-day coordination stays off your plate.

Off your plate

What your Executive Assistant takes off your plate

Before your first week with a Nacho EA, pull together your current event roster with dates, venues, and any vendor contacts already confirmed, even if it's just a spreadsheet or a shared Tripleseat view. The most common mistake new clients make is handing over calendar access without context, which forces the EA to ask clarifying questions that slow down the first two weeks. The faster you can give them a clear picture of how your events are structured and who the key contacts are, the faster they can take real work off your plate.

  1. Multi-Event Calendar Maintenance in Tripleseat or Cvent

    Your EA keeps your event management platform up to date with accurate dates, times, and status changes across all active bookings, flagging any scheduling conflicts as they arise.

  2. Vendor Arrival and Departure Scheduling

    Your EA coordinates call times with caterers, AV teams, florists, and other vendors: confirming schedules, sending reminders, and updating timelines when changes occur.

  3. Setup and Breakdown Window Management

    Your EA maps out load-in and teardown windows for each event and ensures those blocks are protected on the venue calendar so vendor access and staffing align correctly.

  4. Client Meeting and Site Visit Coordination

    Your EA schedules and manages all client-facing touchpoints: initial consultations, pre-event walkthroughs, and post-event debriefs, using Google Calendar with clear agendas and confirmation follow-ups.

  5. Day-of Timeline Distribution and Updates

    Your EA compiles and sends finalized run-of-show schedules to relevant stakeholders before each event, and communicates any last-minute timing changes to the appropriate vendors or staff.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Microsoft Teams
Acuity Scheduling
Calendly
Google Calendar
Microsoft Outlook
Zoom

...and many more!

Client proof

Trusted by event and hospitality businesses

Nacho supports event and hospitality businesses including Chava Group, Couret Leadership Lab, Generations Now, and 2 others, handling everything from calendar & scheduling 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 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. 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 calendar & scheduling costs for event and hospitality businesses

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

Executive Assistants
from $40/hour
25 hours $1,000
Specialists
from $65/hour
5 hours $325
Fractional Executives
from $125/hour
0 hours $0
Your monthly budget
$1,325

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

Good questions

Frequently asked questions

Can a Nacho EA work directly inside Tripleseat or Cvent, or do they just manage Google Calendar?
Nacho EAs are experienced with Tripleseat and Cvent and can work directly inside your existing platforms: updating event records, managing booking timelines, and keeping your event calendar accurate. If your workflow spans multiple tools, they can manage the sync between your event management software and Google Calendar as well.
How does the EA handle scheduling conflicts during a busy event season when multiple events overlap?
Your EA monitors your full event calendar proactively, not just the next event on the books, so they can flag vendor timing conflicts or double-booked venue windows before they become day-of problems. When conflicts do come up, they'll surface the issue with a proposed resolution rather than just alerting you to a problem.
Is a 3-month commitment realistic for events businesses with seasonal workloads?
The initial 3-month commitment is standard across all Nacho engagements, and up to $200 of unused budget can roll over each month, giving you a small cushion during the natural peaks and slower periods in an events calendar. After the first three months, the arrangement moves to month-to-month, giving you more flexibility as your season shifts.

Ready when you are

Get your event calendar under control

Nacho's onboarding includes a Delegation Strategy Plan built around your specific workflows, so your EA is ready to manage your event calendar from week 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.