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Event Planning & Coordination · Technology

Event planning support for technology companies that can't afford a dedicated events team

By Zack Pennington, CEO Updated

Whether you're organizing a product launch, an internal engineering all-hands, a customer advisory board, or a presence at a conference like AWS re:Invent or SaaStr, the logistics don't manage themselves. Tech companies often have events scattered across the calendar with no single owner, which means coordination falls on whoever has the least capacity to handle it. A Nacho EA can own the operational layer so your team stays focused on the work that actually requires their expertise.

Tools we work with: Eventbrite Asana Airtable Google Workspace

Can a Virtual Assistant handle event planning & coordination for tech companies?

Yes. Nacho matches tech companies with a vetted, 100% US-based Executive Assistant or Specialist who owns event planning & coordination week after week, not a one-off task. You start with a $300 Delegation Strategy Plan, set a monthly Talent Budget from $1,000, and we match you 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 tech companies

A Nacho EA handling event planning for a technology company typically starts by getting into your existing tools: whether that's Notion, Asana, Google Workspace, or Slack: and building out a working event timeline with all vendor, venue, and logistics milestones tracked in one place. From there, they manage vendor outreach and follow-up, coordinate with AV teams or streaming platforms if you're running hybrid or virtual events, handle attendee registration through tools like Eventbrite or Hopin, and keep internal stakeholders updated without requiring you to chase anyone down. Your role is to make the key decisions: budget approvals, agenda priorities, speaker selections, while the EA handles the back-and-forth that would otherwise eat your calendar. Most clients in tech find that the highest-value use of their EA's time is managing the communication threads that would otherwise require 15 separate Slack messages and three follow-up emails.

Off your plate

What comes off your plate

The most common mistake tech teams make when delegating events for the first time is handing off a task without handing off context: your EA needs to know the audience, the goal of the event, the budget ceiling, and who the internal decision-makers are before they can move independently. Before your first session, pull together any past event planning docs, vendor contacts you've already used, and a rough sense of your budget range. The more context you front-load, the less back-and-forth you'll need later.

  1. Venue and vendor research and outreach

    Identifies and contacts venues, catering vendors, AV suppliers, or virtual event platforms based on your requirements, budget, and headcount, then compiles options in a comparison doc for your review.

  2. Attendee registration and communication management

    Sets up and manages registration flows in Eventbrite, Splash, or your CRM, sends confirmation and reminder emails, and handles attendee questions so they don't land in your inbox.

  3. Speaker and sponsor coordination

    Manages the logistics pipeline for speakers or sponsors: collecting bios, headshots, slide decks, and AV requirements, and follows up on outstanding items without you having to track it manually.

  4. Event run-of-show and logistics documentation

    Builds a detailed run-of-show document covering the full event timeline, staff assignments, vendor contact sheet, and contingency notes so everyone involved knows exactly what happens and when.

  5. Post-event follow-up and recap

    Sends thank-you emails, distributes recordings or slide decks, collects attendee feedback via Typeform or SurveyMonkey, and compiles a recap doc with attendance data and key outcomes.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Asana
Google Workspace
Zoom Events
Typeform
Eventbrite
Airtable

...and many more!

Client proof

Trusted by tech companies

Nacho supports tech companies including Permute AI, Ritual, 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 tech 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 manage virtual or hybrid tech events, not just in-person ones?
Yes. Nacho EAs are familiar with platforms like Hopin, Zoom Webinars, Riverside, and Streamyard, and can handle the logistics of hybrid events including coordinating with AV teams, managing the virtual attendee experience, and troubleshooting registration issues. If you're running a virtual demo day, a remote engineering summit, or a webinar series, the coordination workflow is well within scope.
How does an EA handle event planning when our team is distributed across time zones?
Nacho EAs are US-based and work asynchronously by default, which means they're used to managing tasks without requiring real-time overlap with every stakeholder. They'll use shared project management tools like Asana or Notion to keep everyone aligned and flag decisions that need your input without creating calendar dependencies for routine coordination tasks.
We only have a few events per year, is it worth it to delegate this?
Even two or three events per year can generate a significant coordination burden in the weeks leading up to each one, and that burden tends to fall on people whose time is expensive. With Nacho, up to $200 of unused budget can roll over each month, giving you a modest cushion to draw on when event prep picks up.

Ready when you are

Let's take 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, US-based EAs at $40/hr, 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.