Flawless In-Person Events.
Zero Logistical Headaches.
Behind every great live event is a mountain of admin. Hire a dedicated remote Event VA to source venues, manage vendors, track RSVPs, and build itineraries—so you can focus on the big picture.
Proficient in Top Event Management Software
Comprehensive Event Logistics Support
While you act as the face of the event, your dedicated virtual assistant manages the crucial backend coordination, vendor communications, and meticulous planning required for success.
Venue Research & Sourcing
We scout locations based on capacity, budget, and aesthetic. We request proposals (RFPs), compile comparison matrices, and review preliminary contracts to shortlist the best options for your final site visit.
Vendor Liaison & Management
Your VA acts as the primary point of contact for caterers, A/V teams, florists, and rental companies. We track deposits, confirm load-in times, and ensure all vendors submit required insurance certificates.
Speaker & VIP Coordination
We handle all logistics for your VIPs. This includes chasing headshots and bios for the website, booking their flights and accommodations, and organizing their ground transportation to the venue.
RSVP & Attendee Support
We manage the registration platform (like Eventbrite), answer attendee email inquiries regarding dietary restrictions or ticketing issues, and prepare digital or printable check-in lists.
Itinerary & Run of Show
Your VA compiles the master schedule, detailing every minute from load-in to breakdown. We create specialized run-of-show documents tailored for the A/V team, the venue staff, and your internal team.
Budget Tracking & Spreadsheets
We maintain a meticulous master spreadsheet detailing all projected costs versus actual invoices. Your VA will alert you when specific categories are nearing their cap, preventing post-event financial surprises.
A Remote Operations Team Without the Management Overhead.
Event planning is stressful enough. Bypass the hassle of recruiting, training, and managing freelance admin staff. We oversee your VA on your behalf at absolutely no extra charge.
Single Point of Contact
Communicate your vision to one dedicated Project Manager who ensures quality, delegates tasks to the VA, and delivers the finalized vendor sheets back to you.
Centralised Time Tracking
Zero wasted time. We log and charge exclusively for actual working hours spent calling vendors, updating spreadsheets, and managing RSVPs.
No Platform Fees
Stop losing 20-40% of your budget to freelance marketplace markups. Enjoy exceptional quality and rapid response times at true cost.
Efficiency
70%
Cost Savings vs Local Hires
Our 4-Phase Workflow
Seamlessly integrate an event coordination expert into your planning process.
Submit Requirements
Share your specific event details, timeline, and required tasks. Choose your preferred channel: Email, Contact Form, or WhatsApp.
Finalise the Deal
Our dedicated Project Manager will promptly review your goals, outline a tailored logistical strategy, and finalise the partnership details.
Expert Execution
Your PM takes full charge of operations, delegating calls, emails, and spreadsheet management to our internal team of vetted event experts.
Pay Only for Output
We log and charge exclusively for the VA's actual working time. Your dedicated Project Manager's supervision is completely free.
Simple, Transparent Pricing
No retainers. No bidding. Just flat hourly rates for expert event coordination.
Part-Time
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
The Smart Choice for Event Planners
| Feature | Traditional Platforms | The Smart Choice Sagedoer Managed VA |
|---|---|---|
| Platform & Management Fees | Up to 40% in hidden markups, bidding, and memberships | 0% Hidden Fees. Pay strictly for hours worked. |
| Daily Team Management | You must juggle and supervise multiple freelancers | Dedicated Project Manager acts as your single point of contact |
| Quality Assurance | Hit-or-miss talent with unverified credentials | Internally vetted, rigorously trained premium experts |
| Hiring & Deployment Speed | Endless cycles of interviewing and testing candidates | Instant delegation. We immediately assign the right specialist. |
| Billing & Invoicing | Complex, multi-freelancer invoices with currency headaches | Simple, unified, centralised USD invoicing |
| Staff Turnover | Start the hiring and training process all over again | Seamless internal replacements with zero workflow disruption |
Trusted by Event Professionals
"Our annual corporate retreat requires handling flights, dietary restrictions, and hotel blocks for 200 people. Our Sagedoer VA meticulously tracked everything in a master spreadsheet. I just showed up and managed the people, not the paper."
Caroline B.
Corporate HR Director"As an independent event producer, I can't afford to hire full-time staff year-round. Sagedoer allows me to scale up my team with a dedicated VA who handles vendor RFPs and Cvent registration during my busy season."
Marcus L.
Event ProducerFrequently Asked Questions
Can a VA help with an in-person event if they are remote?
Absolutely. 90% of event planning happens behind a screen before the event date. Your VA handles all the pre-event logistical heavy lifting—researching venues, negotiating with vendors via email/phone, managing RSVP lists, and building itineraries. You simply take their finalized plans and execute them on the ground.
How do they handle day-of coordination?
During the actual event, your VA transitions to digital support. They can monitor the general inquiry inbox for late attendees, update digital signage or apps (like Cvent/Bizzabo) in real-time, process last-minute virtual registrations, and act as a remote dispatch for your on-site team via Slack or WhatsApp.
What if I need them to call vendors in my local time zone?
When you finalize your requirements with your Project Manager in Phase 1, you can specify your required hours of operation. We will assign a VA whose schedule overlaps with your local business hours, ensuring they can make outbound calls to caterers, venues, and speakers in real-time.
Focus on the Event.
We'll handle the details.
Delegate your spreadsheets, vendor calls, and RSVP management to our vetted experts. Fill out the form below to begin.
Submit Your Requirements
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