Flawless Events.
Zero Vendor Headaches.
Hire a fully managed Event Vendor Coordination VA. We handle the contracts, load-in schedules, and endless email threads, overseen by a dedicated Project Manager at no extra cost to you.
AV & Lighting Load-In
Freight Elevator B. COI confirmed.
Catering Prep
Kitchen walkthrough with Chef Michel.
Floral Delivery
Main entrance. Invoice #4402 paid.
Proficient in Top Event Management Software
Impeccable Back-Office Coordination
Your managed VA handles the logistical heavy lifting so you can focus on your clients and design.
Contract & COI Management
Chasing down missing signatures, filing executed contracts, and ensuring all vendors submit valid Certificates of Insurance (COIs) before load-in.
Load-In / Load-Out Schedules
Coordinating delivery windows, securing freight elevator access, and creating master load-in schedules to prevent venue bottlenecks.
BEO Reviews & Catering
Reviewing Banquet Event Orders (BEOs) for accuracy against dietary requirements, final headcounts, and timeline synchronization.
RFP & Quote Sourcing
Reaching out to multiple vendors (AV, decor, transportation) to source bids, compile comparison sheets, and negotiate preliminary rates.
Master Contact Sheets
Compiling comprehensive day-of contact lists, ensuring the on-site team has immediate access to every vendor's cell phone and backup contact.
Invoice Tracking
Logging vendor deposit dates, tracking final payment deadlines, and matching final invoices against original contract scopes to prevent overbilling.
A Managed Planning Team. Zero Overhead.
We oversee your vendor coordination processes on your behalf at absolutely no extra charge.
Dedicated Project Manager
Stop micro-managing. Hand your event brief to your PM, and they ensure the VA executes the timeline, chases the COIs, and follows your SOPs flawlessly.
No Platform Markups
Traditional freelance sites eat your margins with 20-40% hidden fees. Sagedoer charges 0% in platform fees. You pay strictly for pure hours worked.
Centralised Time Tracking
We track output, not idle time. Our VAs only log hours when they are actively reviewing contracts, emailing vendors, or updating your master timeline.
Seamless Replacements
The event timeline doesn't pause for sick days. If your VA is unavailable, your PM immediately briefs an internal replacement to ensure zero downtime.
Why Event Planners Choose Us
Comparing our managed operational model to standard freelance hires.
Delegate in Four Simple Steps
A streamlined workflow designed to clear your inbox instantly.
Submit Needs
Share your event software and coordination bottlenecks via Form or WhatsApp.
Finalise Strategy
Your dedicated PM reviews your workflow and establishes execution SOPs.
Expert Execution
The PM oversees our vetted VA as they manage vendor comms and tracking.
Pay for Output
We log and charge exclusively for actual working time. PM supervision is free.
Straightforward Pricing
Maximum value. Zero platform fees. PM included.
Part-Time Coordinator
20 HOURS PER WEEK
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Full-Time Coordinator
40 HOURS PER WEEK
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Trusted by Top Event Professionals
See how Sagedoer transforms operations for planners and agencies.
Frequently Asked Questions
Everything you need to know about our Vendor Coordination VAs.
Does the VA work on the actual day of the event?
While our VAs are remote and cannot be physically on-site, they act as your "digital command center" on event days. They can monitor the general inbox, confirm vendor ETAs via email/text, and handle remote fire-drills while you are on the floor.
Will the VA have access to my HoneyBook or Cvent?
Yes. You can grant the VA role-based access to your event management software. Your PM will learn your specific workflows and train the VA on how to manage contracts and invoices within your system.
Do they handle vendor payments?
Our VAs can track invoices, send payment reminders, and set up preliminary payment files. However, for security reasons, we recommend that actual bank transfers or credit card authorizations remain with your internal team.
Do I pay extra for the Project Manager?
Absolutely not. Sagedoer operates on a strict zero-platform-fee model. You pay exclusively the hourly rate for the pure working hours generated by the VA. The Project Manager's QA and supervision are completely free.
Ready to streamline your events?
Reach out via your preferred channel or fill out the form. Our project manager will contact you immediately.
Submit your requirements
Fill out the form below to get started immediately.