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Travel Coordination · Events & Hospitality

Travel coordination for events & hospitality professionals who can't afford a logistics breakdown

By Zack Pennington, CEO Updated

When you're managing a 300-person conference or a destination wedding with a vendor team flying in from four cities, travel logistics can consume your entire week before the event even starts. A Nacho EA takes ownership of the coordination layer: booking, confirmations, itinerary management, and last-minute changes, so you stay focused on the event itself. Whether you're wrangling speaker travel for a corporate summit or coordinating hotel blocks for a multi-day retreat, this is work that can be fully delegated.

Tools we work with: TripIt Pro Google Flights Kayak for Business Expensify

Can a Virtual Assistant handle travel coordination for event and hospitality businesses?

Yes. Nacho matches event and hospitality businesses with a vetted, 100% US-based Executive Assistant who owns travel 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 your Executive Assistant owns travel coordination for event and hospitality businesses

A Nacho EA handling travel coordination for an events or hospitality client typically works inside tools like Concur, TripActions, or directly through airline and hotel portals, depending on your existing setup. Day-to-day, they manage flight searches and bookings, communicate with hotel contacts to reserve and adjust room blocks, build and distribute individual travel itineraries for speakers, staff, or VIP guests, and track confirmations in a shared document or project management tool like Asana or Airtable. When a flight gets canceled or a guest needs to change their arrival date, your EA handles the rebooking and updates the master itinerary without pulling you into the details. Your role is to approve spend thresholds and flag any guests with special requirements upfront, after that, the coordination runs through your EA.

Off your plate

What your Executive Assistant takes off your plate

Before your first handoff, pull together a simple brief that includes your preferred airlines or hotel brands, any loyalty program numbers to apply to bookings, your per-person travel budget, and a list of travelers with their contact info and any known preferences. The most common mistake first-time delegators make is handing over a half-built spreadsheet and assuming the EA can reverse-engineer the logic, a clean starting document cuts your onboarding time in half and prevents costly booking errors early on.

  1. Hotel Room Block Management

    Negotiates and monitors room blocks with hotel contacts, tracks pickup rates, and manages cutoff deadlines to avoid attrition penalties.

  2. Speaker and VIP Travel Booking

    Books flights, trains, or car services for speakers, performers, or executive guests based on their submitted preferences and your event budget parameters.

  3. Group Itinerary Building and Distribution

    Compiles individual travel itineraries for attendees or staff into a clean, shareable format: often via a shared Google Doc, Airtable base, or event app integration.

  4. Ground Transportation Coordination

    Arranges airport transfers, shuttle schedules, or car service vendors and confirms pickup logistics with drivers and arriving guests.

  5. Last-Minute Rebooking and Change Management

    Monitors travel for disruptions, handles rebooking through airline portals or travel management tools, and updates all affected parties and master records in real time.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Google Flights
TravelPerk
Expensify
TripIt Pro
Concur
Kayak for Business

...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 travel 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 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 travel coordination 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 manage travel for both staff and event attendees at the same time?
Yes, EAs regularly handle parallel travel tracks, such as coordinating vendor and crew logistics separately from speaker or VIP guest travel. The key is setting up a clear tracking system at the start of the engagement, which your Client Success Manager will help establish during onboarding.
How does an EA handle travel changes during a live event when things move fast?
Your EA stays available during agreed-upon hours and monitors bookings for alerts, handling rebooking and communication as disruptions arise. For events requiring coverage outside standard business hours, that's something to discuss during your Delegation Strategy Plan so expectations are set clearly upfront.
Do I need a corporate travel account or specific software for this to work?
Not necessarily: EAs can work through direct airline and hotel portals, your existing travel management platform, or help you set up a basic system if you don't have one. If you're managing travel at scale regularly, your EA can also help you evaluate whether a tool like TripActions or Egencia makes sense for your volume.

Ready when you are

Hand off the travel logistics before your next event

Nacho's onboarding includes a Delegation Strategy Plan built around your specific events calendar and travel workflow, so your EA is ready to own this from 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.