Virtual Event Management

How we can support and add value to your events

Do you have events to plan but don’t have the time or resources in-house to organise them? Do you want to deliver professional events but don’t have the budget to use an events agency? If the answer is yes, then we then can help.

We have experienced event co-ordinators within the team who have exceptional organisation skills with a keen eye for detail. They are creative and innovative, as well as passionate and enthusiastic about what they do.

What are the benefits of Your Virtual Assistant helping me with my events?

Working with Your Virtual Assistant to deliver your events means that your in-house resources can focus on what they do best and let us focus on what we do best! There are lots of things to think about when planning events so they can often be quite time consuming.

We frequently find that companies who try to organise events in-house don’t necessarily have a person with event experience managing them, which can often lead to mistakes or additional costs to incur due to lack of experience/knowledge. Whereas, if you work with experienced event managers (that’s us!) you utilise their extensive event experience and knowledge to ensure you deliver a professional and successful event, whilst ensuring you get the maximum value out of the event.

We work as an extension to your company. We’ll become one of the team – your delegates won’t even know you’ve had a little extra support with your event! We also know how important it is to understand your brand and work with you to ensure that objectives for the event are outlined and met.

A key benefit of working with Your Virtual Assistant is value for money. If you use an events agency, then they will often charge you a considerably high daily rate for their services. Perhaps you don’t have the budget, or maybe your event is too small to outsource to an events agency. We will work with you to ensure you get the most value out of your event budget.

Also, events aren’t the only thing we do. By adding us to your team of resources you have access to all our experts which include administration, finance, email marketing, social media and design so we can also support you in other areas of business as well as events.

What event services can Your Virtual Assistant provide?

Your Virtual Assistant can help you with every aspect of planning for your event – from your initial idea to the day of your event. Just let us know how involved you want us to be and what aspects of the event you need support with.

What types of events can Your Virtual Assistant support with?
Our event co-ordinator’s have extensive experience within the corporate events industry and are very passionate about what they do. Here’s an example of the types of business events we can help you with:

  • Meetings
  • Product Launches
  • Conferences
  • Staff Incentives
  • Workshops
  • Boutique Events

Whilst we specialise in the business events above, we are not limited to this list. If you have another type of event which you need assistance with then let us know and we will see if we can help – we always like a challenge!

Also, we aren’t just limited to New Zealand – we can also organise events anywhere in the world!

We can help you with every aspect of planning for your event – from your initial idea to the day of your event. Just let us know how involved you want us to be and what aspects of the event you need support with. Here’s a list of the areas which we can help with:

Project Management
  • There are so many details to consider when organising an event. We will work with you to ensure that you have everything covered and the event planning runs smoothly.
    Also, organising events can be extremely stressful and require lots of multi-tasking, but luckily for us our event co-ordinators thrive on a challenge! We have extremely strong organisation skills and can provide high-level management of your event so you can leave the logistics in their capable hands and focus on what you need to.
Delegate Management
  • Accurate delegate management is crucial for any event. We provide a seamless and effective delegate management service before, during and after your event.
    Your Virtual Assistant can also assist with all delegate communications – whether that’s by email, phone, post or text. Your delegates could be existing clients, new clients or staff, but we will always ensure that they are all handled in a professional and efficient manner.
Budget Management
  • Budget management is also critical for any event. We’ll work with you to organise an event within your budget. It’s extremely important to identify your budget for the event from the start of planning as event costs can quite easily spiral out of control.
    We can help to ensure that your budget is continually monitored and delivered within budget. In fact, we love negotiating with our suppliers to ensure we get the best deals for you and also look at where we can add value. Also, with our experience we can ensure that you have everything covered within your initial budget to avoid any ‘surprise’ costs later down the line.
Supplier Management
  • When organising an event, there are often several suppliers involved managing different elements of the event such as accommodation, travel, catering etc. – this means lots of back and forth with several different companies. Your Virtual Assistant can manage all your suppliers for you, ensuring they have all of the details they need for your event.
Venue/Supplier Research
  • There are so many different venues and suppliers out there now that it can be a difficult decision deciding which are best to use for your event. It can also be quite time consuming trawling through the internet to find the information you need and often you have to contact the company for full details, such as costs.
    Just let us know what you’re looking for and we can provide you with a simple overview/summary to help you make that decision quicker. We can also provide guidance based on our experience and knowledge.
Travel Arrangements
  • With most events, travel arrangements are booked on behalf of the guests. Arrangements could include booking car parking, organising train tickets or even booking flights. When booking travel arrangements on behalf of guests it is crucial to ensure that all the details are correct and that the guest has all the information they need prior to travel.
    We can arrange all your guests travel on your behalf and ensure that everything is booked correctly so that you don’t have to worry.
Onsite Management
  • As our name suggests, we work virtually so prior to your event Your Virtual Assistant will provide you with an ‘Event Manual’ which will contain all of the contacts for the event and details of what’s been arranged for you – including a detailed schedule.
    However, if you would prefer us to be onsite managing or helping with your event then just let us know and we can arrange this for you.

If you’re ready to take the next logical step for your business, book a discovery call with Justine or visit our packages page for all the options on working with us.

Book your Discovery Session here