Host the event.
We'll handle the chaos.
Don't spend your own retreat answering texts about parking. Hire a fully managed Virtual Assistant to scout venues, track RSVPs, book local vendors, and manage the digital help desk for your next community gathering.
Proficient in Community & Event Platforms
Gatherings, Perfected.
You shouldn't feel like an exhausted project manager at your own retreat. Our VAs handle the tedious vendor outreach, guest list management, and logistical mapping.
Venue & Airbnb Scouting
Finding the perfect 12-bedroom estate for a mastermind, or negotiating minimum spends at local breweries for your community meetup.
RSVP & Guest Comms
Designing Luma or Eventbrite pages, tracking "Yes" lists, and emailing guests to collect dietary restrictions and arrival times.
Local Vendor Booking
Calling local food trucks, private chefs, photographers, and AV rental companies to gather quotes and secure contracts for your review.
Itinerary Construction
Building beautiful, shareable Notion boards or Canva PDFs that clearly outline the weekend's schedule, dress codes, and workshop times for your attendees.
Swag & Materials Logistics
Sourcing custom merch (t-shirts, notebooks), ordering from print shops, and ensuring delivery to the venue a week before your arrival.
Virtual "Day-Of" Help Desk
While you host, the VA monitors the event Slack channel or SMS line to answer "Where do I park?" or "What's the wifi code?" from lost guests.
The Stress-Free Timeline.
How we take your idea from a group chat to a fully booked reality.
Vibe Check & Budget
You tell us the goal (e.g., "30-person creator offsite in Miami") and the budget. We set up the master planning sheet.
Scouting & Securing
The VA hunts down the top 3 Airbnb options and food caterers, presents them for your approval, and manages the bookings.
Guest Logistics
We launch the RSVP page, collect attendee data, build the finalized digital itinerary, and send out the reminder emails.
The Event Hand-off
You arrive at the venue to host. The VA provides remote backup support. You pay strictly for the hours logged during planning.
Sagedoer vs Traditional Event Planners
Why community builders use our virtual infrastructure for casual gatherings.
| The Metric | Luxury Event Agencies | Sagedoer Managed VA |
|---|---|---|
| Cost Structure | Charge massive flat fees ($3k-$10k) or 20% of your total event budget. | Flat $6-$7/hr. Perfect for low-budget, high-vibe community events. |
| Event Vibe | Often overly corporate. Force you to use their expensive "preferred vendors". | We scout the cool, casual, local options (Airbnbs, food trucks) you actually want. |
| Quality Assurance | Managed by junior agency reps juggling 10 weddings. | Dedicated Sagedoer PM audits the vendor lists and schedules—for free. |
| Contract Flexibility | Locked in months in advance with massive non-refundable deposits. | Pause or stop hours anytime after the planning phase is complete. |
Scalable Support. Flat Rates.
Get high-tier logistical support without the agency markup. Your dedicated project manager is included.
Part-Time Coordinator
20 Hours / Week
Est. $560 USD / Month (4 Wks)
- Pay only for pure operational hours
- Dedicated PM included
- Free vendor QA checks
- No event-percentage agency fees
Full-Time Coordinator
40 Hours / Week
Est. $960 USD / Month (4 Wks)
- Pay only for pure operational hours
- Dedicated PM included
- Free vendor QA checks
- No event-percentage agency fees
Event Planning FAQ
Yes. Our VAs handle the heavy lifting: gathering quotes, comparing options, and negotiating basic terms (like minimum spends or delivery windows). However, you as the host will always sign the final legal contract and provide the payment details.
No, Sagedoer provides strictly Virtual Assistance. They cannot be physically present to set up chairs or pour drinks. However, they can manage the "Digital Help Desk" on the day of the event—answering guest text messages, coordinating with the caterer via phone, and managing the Slack channel while you host in person.
We specialize in community-driven events: Creator meetups, 20-person team offsites in Airbnbs, podcast launch parties, or mastermind retreats. If you need a 1,000-person corporate convention with union labor and massive AV staging, you likely need a specialized local event agency.
Enjoy your own
Gathering.
Stop running around managing logistics. Hand over the planning to a dedicated remote coordinator today.