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Virtual Assistant for Event and Wedding Planners

Planners are paid for calm on the day and judgement throughout. Behind that sit hundreds of emails, vendor contracts, payment schedules, RSVP lists, run sheets and changes that all need tracking.

A virtual assistant for event and wedding planners is a dedicated remote team member who handles the coordination and paperwork across every event, so you can focus on clients and the day itself.

What your VA takes on

• Inquiries and proposals: fast replies, consult booking and proposals from your packages.
• Vendor coordination: requests for quotes, contracts, payment schedules and confirmations.
• Timelines and run sheets: drafting and updating timelines and vendor contact sheets.
• Guests: RSVP tracking, dietary and seating lists, travel block admin.
• Client updates: checklists and progress updates for each event.
• Admin: invoices, payment reminders, insurance and permit paperwork tracking.

A typical week

• Monday: vendor confirmations for upcoming events.
• Tuesday: RSVP and guest list updates.
• Wednesday: timeline and run sheet revisions.
• Thursday: client update emails and payment reminders.
• Friday: inquiries and proposals.

Tools they work in

• Planning software: Aisle Planner, Planning Pod, HoneyBook, Dubsado
• RSVPs and guests: your RSVP site or spreadsheet
• Docs: Google Workspace, DocuSign

The bright line

Your VA does not attend events or make creative or budget decisions with clients. Changes to contracts and spending go through you.

Signs it is time

• Vendor emails are buried in your inbox.
• Timelines are rebuilt from scratch each time.
• RSVP chasing eats your week before an event.
• Inquiries wait because you are at an event.

Virtual assistant for wedding planners

Weddings run on lists. Your VA keeps vendor contacts and contracts organised, tracks every payment due date, manages RSVPs and seating chart data, builds the run sheet from your notes and keeps the couple's portal current in Aisle Planner or HoneyBook.

Event planning virtual assistant for corporate events

• Venue research and request-for-proposal emails
• Attendee registration in Eventbrite or Cvent, badge lists and dietary requirements
• Speaker and guest travel bookings you approve
• Post-event survey and thank-you emails

What it costs

Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.

Planners usually start on Essentials and add hours in peak season; month-to-month plans make that easy.

Your first 30 days

1. Week one: templates for proposals, timelines and vendor sheets.
2. Week two: vendor coordination for upcoming events.
3. Week three: guest and RSVP admin.
4. Week four: inquiries and invoicing.

Related

• Photographer virtual assistant
• Travel agent virtual assistant
• Virtual personal assistant
• All industries we support

FAQ

Can a VA coordinate vendors? Yes: quotes, contracts, confirmations and payment schedules, with your approval on spending.

Do they help with destination events? Yes, with travel blocks and vendor coordination across time zones.

Will they attend the event? No. They are remote, and keep everything ready for you on the day.

Which tools do they use? Aisle Planner, Planning Pod, HoneyBook or yours.

Do you support corporate event planners? Yes. The coordination work is very similar.

What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.

Can a virtual assistant help on the day of an event? Remotely, yes: keeping the run sheet live, calling suppliers and handling messages while you're on site.