Business owners
If you want to host an event but do not have time to manage the planning, Assistopia can help organise the details and keep everything moving.
Event Coordination
How can a Virtual Assistant help plan a business event?
Business events involve far more admin than anyone admits at the start. Venues, suppliers, guest lists, timings, budgets, emails, reminders and last-minute changes all need managing properly, because apparently events do not organise themselves. Rude.
Assistopia provides practical event coordination support for small business gatherings, networking events, workshops, client events and larger conferences. From planning and supplier communication to RSVP tracking and schedule management, Assistopia helps keep the details organised so your event feels calm, professional and properly thought through.
Who needs event coordination support?
Small teams
When your team is already busy, event admin can quickly become disruptive. Assistopia provides extra coordination support without pulling people away from their usual work.
Client events
For client-facing events, the details matter. Assistopia can help manage invitations, suppliers, timings and guest communication so the event feels professional and well organised.
Networking events
Assistopia can support networking events by helping with guest lists, RSVPs, venue details, reminders and follow-ups, keeping the admin tidy from start to finish.
Workshops
If you are running a workshop or training session, Assistopia can help coordinate bookings, materials, joining instructions, schedules and attendee communication.
Conferences
Larger events need structure, tracking and calm admin support. Assistopia can help coordinate suppliers, attendees, timelines and planning documents before everything gets unnecessarily dramatic.
One-off events
For one-off business events, Assistopia can provide flexible planning support to help organise the details without adding long-term overhead or internal pressure.
Event planning
A successful business event starts with a clear plan, not a hopeful spreadsheet and good vibes. Assistopia can help organise the key details, timelines, actions and deadlines from the beginning.
This gives your event proper structure, making it easier to track progress, manage decisions and avoid last-minute chaos.
Venue support
Finding and managing the right venue can take time, especially when you are comparing availability, facilities, access, catering and costs. Assistopia can help research options, gather details and coordinate venue communication.
This helps you make informed decisions without losing hours to email chains and venue PDFs apparently designed to test human patience.
Supplier coordination
Events often rely on several suppliers, from catering and equipment hire to speakers, photographers or print providers. Assistopia can help manage communication, confirmations, requirements and deadlines.
This keeps suppliers aligned, reduces confusion and helps make sure the right people have the right information at the right time.
Guest management
Guest communication needs to be clear, timely and organised. Assistopia can help manage invitations, RSVP tracking, attendee lists, joining instructions, reminders and follow-up messages.
This gives you a clearer view of who is attending, what they need and what still needs chasing before the event.
Event coordination support
Assistopia supports the planning, admin and coordination involved in business events. Responsibility for final decisions, contracts, supplier agreements, health and safety requirements, insurance and venue terms remains with your business unless otherwise agreed.
Clear approval points can be built into the process, so you stay in control while the event admin is handled professionally.
Rates for event coordination support
Event coordination support can be used for one-off events, regular business gatherings or specific stages of your planning process. Whether you need help researching venues, managing suppliers, tracking RSVPs or keeping the event timeline under control, Assistopia can provide flexible support around your requirements.
The outcome is a more organised planning process, clearer communication and fewer details left to chance. You get practical event support without having to manage every email, deadline and spreadsheet yourself, which is usually better than discovering a missing supplier confirmation the morning of the event.
Event Coordination Support
£30 per hour
- Simple and flexible
- Perfect for ad-hoc event coordination support
- Charged in 15-minute increments
- No minimum commitment
Frequently asked questions about event coordination support
Yes. Assistopia can help with event planning admin, including timelines, task lists, venue research, supplier communication, guest lists, RSVP tracking and attendee communication.
Assistopia can support small business gatherings, networking events, workshops, client events, team events, training sessions and larger business events or conferences.
Yes. Assistopia can research venues, gather information, compare options and help coordinate communication with shortlisted venues.
Yes. Assistopia can help coordinate suppliers, confirm details, manage communication and track deadlines or requirements.
Yes. Assistopia can help track invitations, responses, attendee details, reminders and follow-up communication.
Yes. Assistopia can help create and maintain planning timelines, action lists and schedules so key tasks are tracked clearly.
This can be discussed depending on the event, location and requirements. Assistopia can support event coordination tasks before the event and may be able to help with on-site coordination where agreed.
Yes. Assistopia can support the admin involved in virtual or hybrid events, including attendee communication, joining instructions, schedules and follow-ups.
Assistopia can help organise documents and communication, but final responsibility for contracts, insurance, venue terms and legal requirements remains with your business.
The earlier, the better. Event coordination works best when there is enough time to organise venues, suppliers, guests and timelines properly, instead of sprinting towards disaster in smart shoes.
Planning a business event?
If you need help organising the details, managing suppliers or keeping guests informed, Assistopia can support your event from early planning through to final follow-up.
Testimonials
“Here at Koobr, we hired Assistopia and Andrea to assist with client communication, project management, CRM administration and many more things. Andrea also identified areas of the business where we could make more money, a task which resulted in generating income that more than paid for her role for a year. We think of Andrea as an integral and essential part of our team, all of the staff love working with her!”
Craig BarkerKoobr