Event Planning & Coordination · Events & Hospitality

Virtual event planning & coordination support for events & hospitality professionals

By Zack Pennington, CEO Updated

When you're managing multiple events simultaneously, the administrative load: vendor follow-ups, guest list updates, timeline revisions, can consume the hours you need for client-facing work. Nacho's fractional EAs and specialists handle the coordination layer so you can stay focused on the experience you're delivering. Whether you're running a 50-person corporate dinner or a 500-person conference, the logistics infrastructure needs the same attention to detail.

Tools we work with: Cvent Eventbrite Monday.com Airtable

How it works

How Nacho handles event planning & coordination for event and hospitality businesses

A Nacho EA working in event planning and coordination typically owns the operational backbone of your events: building and maintaining master event trackers in Airtable or Monday.com, managing vendor communication threads, and keeping your guest lists current in Eventbrite or Cvent. They'll draft and send vendor confirmations, track RSVPs, flag deadline conflicts before they become problems, and compile the day-of timeline document that your on-site team actually runs from. Your role is to make the decisions: venue selection, vendor approvals, program flow, while the EA makes sure every detail behind that decision gets executed and documented. Most clients share access to their existing tools and a brief on each event, and the EA integrates into their workflow without requiring a separate system to be built from scratch.

Off your plate

What your EA takes off your plate

Before your first handoff, pull together one recent event folder: your vendor list, a past timeline, and whatever tracking doc you currently use, and share it with your EA as a reference format. The most common mistake is assuming the EA needs a perfect system before they can start; they don't. What they do need is to understand how you've been doing it so they can match your standards, not invent new ones.

  1. Guest List Management in Eventbrite or Cvent

    Maintains attendee records, processes registrations and cancellations, sends confirmation communications, and produces accurate headcount reports as the event date approaches.

  2. Vendor Coordination and Follow-Up

    Drafts and sends vendor briefs, tracks contract and deposit deadlines, follows up on outstanding confirmations, and maintains a single vendor contact sheet with status notes.

  3. Event Project Tracking in Monday.com or Airtable

    Builds and updates the master event board with tasks, owners, and due dates so nothing falls through the cracks across multiple concurrent events.

  4. Day-of Timeline Creation

    Compiles a detailed run-of-show document that sequences load-in, setup, program, and breakdown with assigned responsibilities and buffer windows built in.

  5. Venue Logistics Coordination

    Communicates with venue contacts to confirm room layouts, AV requirements, catering timelines, and access windows, then documents all agreements in a single reference document.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Asana
Typeform
Zoom Events
Eventbrite
Google Workspace
Airtable

...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 event planning & coordination to broader operational support.

Talent Budget

What event planning & coordination support costs for event and hospitality businesses

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

Good questions

Frequently asked questions

Yes, and this is one of the more common use cases. EAs typically use a shared Airtable or Monday.com board to track tasks across several events simultaneously, with each event as its own project group. The key is giving the EA clear priority signals when deadlines compete, that judgment call stays with you.
That depends on how you want to set it up. Many clients give their EA permission to communicate directly with vendors and venue contacts on routine coordination: confirmations, timeline questions, logistics details, while keeping approval decisions with the client. You define the boundaries during onboarding, and they're easy to adjust as trust builds.
Cvent is one of the tools Nacho EAs have hands-on experience with for event registration and attendee management. During onboarding, your Client Success Manager will confirm platform familiarity and match you with an EA whose tool experience fits your stack.

Ready when you are

Get coordination support before your next event

Nacho's onboarding includes a Strategic Delegation Plan built around your actual event calendar. One-time $300 onboarding fee, monthly budgets starting at $1,000, and unused hours roll over.