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Event Planning & Coordination · Healthcare

Event planning & coordination support for healthcare organizations

By Zack Pennington, CEO Updated

Healthcare events carry unique compliance and logistical weight: whether you're coordinating a CME-accredited conference, a grand rounds speaker series, or a community health fair, the details matter and the margin for error is slim. Your clinical and administrative staff already have full plates. A Nacho EA takes ownership of the logistics so the right people show up, the right vendors are confirmed, and nothing falls through the cracks.

Tools we work with: Eventbrite Asana Airtable Google Workspace

Can a Virtual Assistant handle event planning & coordination for healthcare providers?

Yes. Nacho matches healthcare providers 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 healthcare providers

A Nacho EA working in healthcare event coordination typically starts by building out a master event timeline in a shared project management tool like Asana or Trello, then works backward from your event date to assign deadlines for venue contracts, speaker confirmations, catering, AV setup, and attendee communications. For CME or CE events, they'll track accreditation documentation requirements and coordinate with your compliance or education team to make sure submission deadlines are met. Day-to-day, they handle vendor outreach and follow-up, manage RSVPs through platforms like Eventbrite or your EHR-adjacent registration tools, draft attendee communications, and maintain a living checklist that your team can check at any time. Your role is to make final decisions on budget approvals, speaker selection, and any clinical content, the EA handles the operational layer beneath that.

Off your plate

What comes off your plate

Before your first handoff, pull together the basics: your event date, estimated headcount, budget parameters, any accreditation requirements, and a list of vendors or venues you've used before. The most common mistake healthcare organizations make is waiting until two weeks out to delegate, an EA can do significantly more for you if they're brought in six to eight weeks ahead, when vendor negotiations and speaker outreach still have room to breathe.

  1. CME/CE Accreditation Logistics Coordination

    Track documentation requirements, submission deadlines, and correspondence with accrediting bodies like ACCME or your state medical association to keep your event on track for credit approval.

  2. Vendor Sourcing and Contract Management

    Research and vet venues, AV companies, catering services, and medical equipment rentals, then manage contracts, deposits, and confirmation timelines.

  3. Speaker and Presenter Coordination

    Handle outreach, scheduling, travel and accommodation logistics, and collect required disclosures or conflict-of-interest forms from physician speakers and clinical presenters.

  4. Attendee Registration and Communication

    Set up and manage registration through Eventbrite or your preferred platform, send confirmation and reminder emails, and maintain an accurate attendee list for credentialing or reporting purposes.

  5. Post-Event Reporting and Follow-Up

    Compile attendance data, collect and summarize evaluation surveys, and prepare documentation needed for CME credit reporting or internal quality review.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Typeform
Airtable
Google Workspace
Zoom Events
Asana
Eventbrite

...and many more!

Client proof

Trusted by healthcare providers

Nacho supports healthcare providers including Assisting Hands Home Care, Infant Feeding Care, 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 healthcare providers

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 a Nacho EA handle the compliance documentation required for CME-accredited events?
Yes: an EA can manage the administrative side of CME compliance, including tracking ACCME or state-level documentation requirements, organizing disclosure forms from faculty, and coordinating submission timelines with your designated compliance contact. They won't make clinical or accreditation decisions, but they'll make sure nothing is late or missing.
We use a specific healthcare association management system for our events. Can your EAs work in those tools?
Nacho EAs are experienced with a wide range of event and project management platforms and can typically onboard to a new tool within the first week. If you're using a healthcare-specific AMS or registration platform, share access and any documentation during onboarding and your EA will get up to speed quickly.
Is 29 time entries enough experience for me to trust a Nacho EA with a high-stakes clinical conference?
That figure reflects logged entries specifically tagged to this service category across all industries, it doesn't capture the broader project coordination and administrative work healthcare clients delegate regularly. We'd recommend being transparent with your Client Success Manager about the scope and stakes of your event so they can match you with an EA whose background fits.

Ready when you are

Get your healthcare events off your team's plate

Start with a $1,000/month talent budget and a Delegation Strategy Plan built around your actual event calendar. One-time $300 onboarding fee, up to $200 of unused budget rolls over each month, and there's no guesswork about what to hand off first.

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