Dominate the Trade Show Floor. Delegate the Logistics.
Exhibiting is expensive. Wasting your top sales reps' time on ordering booth electricity, hunting down lost swag, and manually entering business cards into HubSpot is unacceptable. Hire a vetted Exhibition Coordination VA—overseen by a dedicated Project Manager at no extra cost.
Trade Show Command Center
Booth #402: SaaS Global Expo
Exhibitor Manual Prep
Booth Meeting Schedule
Lead Retrieval Sync
Proficient in Top Event & CRM Platforms
Stop Doing Logistics. Start Closing Deals.
The ROI of a trade show depends on your team's ability to network. Take the operational friction off their plate by delegating the backend coordination to a specialized Virtual Assistant.
Exhibitor Manual Navigation
Reading through 50-page Freeman or GES exhibitor kits to find deadlines, order electrical drops, register booth staff badges, and secure lead scanners.
Shipping & Drayage Tracking
Coordinating the shipment of booth assets, banners, and marketing collateral. Tracking delivery to the advance warehouse or direct-to-site to ensure nothing is lost.
At-Booth Meeting Scheduling
Managing your sales team's calendar. Sending pre-show outreach emails to prospects and booking structured demo slots at your booth so reps stay busy.
Post-Show Lead Processing
The most critical task. Exporting raw data from the show's lead retrieval app, cleaning the CSV, transcribing business cards, and importing them clean into HubSpot/Salesforce.
Staff Travel & Itineraries
Booking flights and organizing hotel blocks for the on-site team. Creating a master "Run of Show" document with all confirmation numbers and event timelines.
Swag & Vendor Management
Sourcing promotional items, obtaining quotes from local print shops, and coordinating delivery so your team has premium giveaways ready for attendees.
Single Point of Contact
Share your event schedule and budget with your PM; they handle the VA's execution.
No Agency Markups
Event management agencies charge massive retainers. Pay a flat hourly rate strictly for admin operations.
Centralised Tracking
Transparent time reporting shows exactly how much time was spent on data entry and logistics.
Quality Assurance
Your PM audits lead spreadsheets and travel itineraries to ensure no costly mistakes are made.
Prevent Pre-Show Burnout.
The weeks leading up to a major exhibition are chaotic. If your marketing manager is busy arguing with the venue over carpet orders, they aren't strategizing how to capture leads.
With Sagedoer, you partner with a specialized Event Logistics VA overseen by one dedicated project manager. We combine meticulous data entry with strict deadline management—ensuring your booth is ready and your leads are synced at absolutely no extra charge.
- Never miss an early-bird vendor deadline again
- Free up your field team to focus on relationship building
- Faster post-show follow-ups with instant CRM syncing
How Our Managed Event Ops Work
Four steps to delegating your exhibition back-office.
Submit Event Details
Provide your exhibitor portal access, budget limits, team roster, and CRM formatting rules.
Establish Setup
Our PM audits the exhibitor manual deadlines, creates a master checklist, and briefs the VA.
Expert Execution
Your PM supervises the VA as they handle orders, track shipping, schedule meetings, and process leads.
Billed For Output
We track and charge solely for the VA's active coordination and data entry hours. PM QA is free.
Simple, Transparent Pricing
Scale your event presence without expensive agency retainers. Pay strictly for productive administrative hours.
Part-Time
20 Hours Per Week
Est. $560 USD / Month (4 Weeks)
- Pay only for active coordination
- Dedicated Project Manager
- Free QA & data review
- Zero software or platform fees
Full-Time
40 Hours Per Week
Est. $960 USD / Month (4 Weeks)
- Pay only for active coordination
- Dedicated Project Manager
- Free QA & data review
- Zero software or platform fees
Frequently Asked Questions
No. This is a 100% remote role focused strictly on the operational and administrative backend. The VA handles the pre-show planning (booking, ordering, scheduling) and post-show CRM data entry so your physical on-site team can focus entirely on networking and sales.
Usually, your on-site team will use a badge scanner app that exports a CSV, or they will take photos of collected business cards and upload them to a shared Google Drive/Dropbox folder at the end of each day. The VA accesses these files, cleans the data, and imports them directly into your CRM (like Salesforce or HubSpot).
No. Sagedoer's pricing model is entirely based on the VA's logged working hours ($6-$7/hr). Standard setup, exhibitor manual reviews, and QA management (like spot-checking the CRM import mapping) from the Project Manager are completely free.
Ready to streamline your event?
Stop treating exhibition logistics as an afterthought. Reach out to Sagedoer today and we'll match you with a fast, precise Event Coordination VA.
Inquire About Event Logistics
Fill out the form below, and our Project Manager will coordinate your workflow promptly.