Event Planning & Coordination · Events & Hospitality
Virtual event planning & coordination support for events & hospitality professionals
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
Can a Virtual Assistant handle event planning & coordination for event and hospitality businesses?
Yes. Nacho matches event and hospitality businesses with a vetted, 100% US-based Executive Assistant or Specialist who owns event planning & coordination week after week, not a one-off task. Onboarding starts with a $300 Delegation Strategy Plan, your Talent Budget starts at $1,000 a month, and matching takes 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 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 comes 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.
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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.
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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.
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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.
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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.
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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 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.
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.
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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.
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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.
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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.
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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 event and hospitality businesses
Drag the sliders to build a monthly plan that fits your workload.
Executive Assistants
from $40/hourSpecialists
from $65/hourFractional Executives
from $125/hourStarting at $1,000/month. One-time $300 onboarding fee includes your Delegation Strategy Plan.
Good questions
Frequently asked questions
Can a fractional EA manage event coordination across multiple events at the same time?
Will the EA work directly with my vendors and venues, or only with me?
We use Cvent for registration management. Can a Nacho EA work in that platform?
Ready when you are
Get coordination support before your next event
Nacho's onboarding includes a Delegation Strategy Plan built around your actual event calendar. One-time $300 onboarding fee, monthly budgets starting at $1,000, and up to $200 of unused budget rolls over each month.
Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.