Host Flawless Events.
We'll Handle the Logistics.
Stop spending your creative hours chasing down florist quotes and updating massive RSVP spreadsheets. Hire a fully managed Sagedoer Virtual Assistant to handle vendor management, guest list admin, and planning logistics seamlessly.
VENDOR SOURCING
Florist Quotes Acquired
3 estimates mapped into master budget
GUEST LIST ADMIN
RSVPs & Dietary Logs
12 dietary restrictions logged to caterer file
CONTRACT ADMIN
Audio Rental Signature
Insurance forms & deposit confirmed
Sagedoer Manager
"Seating charts synced."
Fluent in Industry-Standard Event Planning Software
Complete Back-Office Coordination
Our specialized VAs manage the tedious, operational workflows of event management, ensuring your planning agency is clean, organized, and running efficiently.
Vendor Sourcing & Communication
Never waste hours playing phone tag with caterers or AV rental companies again. Your VA manages initial requests, collects quotes, and tracks contracts.
- Gathering quotes & mapping to budget templates
- Following up on missing vendor load-in logs
Guest RSVP & Invitation Management
Keep guest details clean and perfectly accurate. We execute digital invitation sending, map RSVPs, and manage custom dietary or seating restrictions.
- Managing systems like Greenvelope or Evite
- Updating master seating & dietary sheets
Billing & Payment Tracking
Ensure cash flow stays healthy. Your VA creates and sends client invoices, logs expenses, and monitors vendor payment schedules to avoid late fees.
- Tracking Dubsado/HoneyBook client billing
- Logging vendor down payments & receipts
Theme Ideation & Mood Boards
Provide raw client feedback, and we help you organize it. Our VAs construct initial mood boards, organize Pinterest profiles, and format design PDFs.
- Canva mood board creation and updates
- Compiling aesthetic references for design reviews
Timeline & Run-Sheet Prep
Day-of execution relies on a tight schedule. Your VA compiles all vendor inputs into a comprehensive Master Timeline for smooth venue routing.
- Syncing vendor load-in/load-out calendars
- Drafting run sheets for coordinate crews
Free Operations Manager
You shouldn't have to micromanage your back office. We assign a dedicated PM to QA your VA's timeline drafts, monitor vendor follow-ups, and ensure system accuracy—at zero extra cost.
View PricingA Smarter Way to Staff
Why leading event coordinators are moving away from chaotic freelance platforms to fully managed, dedicated VA teams.
Freelance Platforms
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Platform Markups & Fees
Lose up to 40% of your administrative budget to hidden billing markups, bidding platforms, and memberships.
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Heavy Management Burden
You are entirely responsible for tracking their hours, checking formatting mistakes, and overseeing their daily schedule.
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Staff Turnover & Downtime
If a freelancer quits right before a major event, your operational dispatch halts while you start the hiring process over.
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0% Hidden Fees
Pay strictly a flat hourly rate for pure, documented work tracked via centralized software. No platform fees.
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Free Management Layer
Your dedicated Sagedoer Project Manager supervises the VA, QA's their spreadsheets, and assures operational continuity.
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Seamless Internal Replacements
If a VA takes leave, we assign another internally vetted expert instantly. Zero operational disruption to your client's timeline.
Delegate in 4 Simple Steps
Submit Needs
Share your specific planning software, administrative bottlenecks, and immediate goals with us via Form or WhatsApp.
Finalise Setup
Our PM promptly reviews your goals, maps standard operating procedures (SOPs), and finalises secure system access.
Expert Execution
Your PM takes full charge, actively managing your VA to tackle guest lists, vendor outreach, and invoicing timelines.
Pay For Output
We charge exclusively for actual working time logged. Project Manager supervision and QA is 100% free.
Predictable Back-Office Budgeting
20 HOURS
Per Week
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free QA and supervision
- Zero setup or onboarding fees
40 HOURS
Per Week
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free QA and supervision
- Zero setup or onboarding fees
Trusted by Elite Coordinators
Frequently Asked Questions
Yes. You can provide your VA with a custom email address under your agency's domain (e.g., info@yourdomain.com). They can send vendor requests, collect quotes, verify insurance certifications, and manage general operations during office hours, making you look like a much larger, fully staffed firm.
Event operations are highly sensitive to errors. Your dedicated PM acts as your backup quality supervisor. Before a compiled timeline, run sheet, or complex seating chart is handed over to you, the PM reviews the document based on your exact specifications (SOPs) to ensure 100% accuracy.
Absolutely. Sagedoer maintains an active pool of VAs experienced in creative agency operations. During onboarding, your Project Manager will align you with a VA who is proficient in the specific software tools your business relies on, whether that's Aisle Planner, Dubsado, HoneyBook, Canva, or custom spreadsheets.
Optimize Your
Operations.
Stop doing administrative follow-ups at midnight. Contact Sagedoer to deploy your dedicated back-office support instantly.
Request Setup Proposal
Share your planning systems, current client volume, and bottlenecks. A PM will respond shortly.