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Event Planning & Coordination · Media & Publishing

Event planning support for media & publishing teams

By Zack Pennington, CEO Updated

Book launches, author tours, editorial conferences, and press events don't plan themselves, and they rarely fit neatly into a managing editor's or publicist's existing workload. Nacho's fractional EAs and specialists handle the logistics behind your events so your internal team stays focused on content, relationships, and coverage. Whether you're coordinating a multi-city author tour or a virtual panel for industry press, the operational work has a home.

Tools we work with: Eventbrite Asana Airtable Google Workspace

Can a Virtual Assistant handle event planning & coordination for media and publishing companies?

Yes. Nacho matches media and publishing companies with a vetted, 100% US-based Executive Assistant or Specialist who owns event planning & coordination week after week, not a one-off task. Set a Talent Budget starting at $1,000 a month, begin with a $300 Delegation Strategy Plan, and expect to be matched in 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 media and publishing companies

A Nacho EA working in event planning for media and publishing typically owns the coordination layer: vendor outreach, venue research, attendee communication, and timeline management, while the client retains creative direction and final approvals. Day-to-day, that means the EA is working in tools like Eventbrite, Airtable, or Asana to track moving parts, drafting run-of-show documents, managing RSVPs and press credentialing lists, and following up with caterers, AV vendors, or bookstore contacts. For virtual events, they'll set up and test Zoom Webinar or Hopin environments, coordinate speaker logistics, and manage registration flows. Your Client Success Manager builds a delegation plan at onboarding that maps exactly which event types you're running and what handoffs look like, so the EA isn't guessing, they're executing against a defined scope from day one.

Off your plate

What comes off your plate

Before your first event delegation, pull together a past run-of-show or event brief, even a rough one, so your EA has a real example of how your team structures these projects rather than starting from a blank template. The most common mistake is handing off a vague ask like 'help with the launch event' without specifying which decisions the EA can make independently versus which ones need your sign-off; that ambiguity creates bottlenecks right when timelines are tightest. A 30-minute kickoff call to walk through one past event is usually enough to get a good EA up to speed on your standards and preferences.

  1. Book Launch Event Coordination

    Manages venue or virtual platform setup, author and bookseller communications, press invite lists, and day-of run-of-show for launch events.

  2. Press & Media Credentialing

    Builds and maintains credentialing lists for editorial events, handles press RSVP tracking, and sends confirmation and access details to journalists and reviewers.

  3. Vendor Research and Contracting Support

    Sources and vets AV companies, event spaces, catering, and production vendors based on budget parameters, then tracks contract status and deliverables.

  4. Speaker and Panelist Logistics

    Coordinates travel arrangements, green room needs, tech checks, and bio/headshot collection for authors, editors, or industry speakers appearing at your events.

  5. Post-Event Wrap and Recap Documentation

    Compiles attendance data, press coverage links, vendor invoices, and feedback into a post-event report that informs planning for future editorial or promotional events.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Asana
Google Workspace
Zoom Events
Eventbrite
Typeform
Airtable

...and many more!

Client proof

Trusted by media and publishing companies

Nacho supports media and publishing companies including An Arm And a Leg, IDSCO, Susan B. Trachman, MD, 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 media and publishing companies

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 both in-person and virtual events for our publishing team?
Yes, Nacho EAs are experienced with both formats. For in-person events like author signings or editorial dinners, they handle venue logistics, vendor coordination, and attendee communications. For virtual events such as webinars, book club panels, or press briefings, they work in platforms like Zoom Webinar, Hopin, or Crowdcast to manage registration, speaker prep, and live-event support.
We run events on irregular schedules, sometimes nothing for weeks, then three in a month. Does that work with Nacho's model?
It works well because up to $200 of unused budget can roll over each month, so lighter months aren't entirely lost. When a heavy event month hits, that rolled-over amount gives you a small head start, and you can also adjust your monthly talent budget up or down as your calendar shifts after the initial three-month commitment.
How much does an EA in media and publishing typically know about industry-specific events like BookExpo, ALA, or trade press conferences?
Nacho matches clients with EAs based on relevant background, and your Client Success Manager will factor in publishing industry familiarity during onboarding. That said, even an EA newer to publishing events will be brought up to speed through your Delegation Strategy Plan, the more context you provide about your event calendar and industry norms upfront, the faster they'll operate at full effectiveness.

Ready when you are

Put your next event in capable hands

Nacho's US-based fractional EAs and specialists are ready to take event logistics off your plate, starting with a Delegation Strategy Plan built around your publishing calendar. 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.