How Virtual Assistants Can Assist with Online Event Planning

Online events – from webinars and virtual conferences to product launches, workshops, and summits – have become essential for startups and businesses. But planning these can be a huge burden on busy leaders. A virtual assistant (VA) can become your behind-the-scenes event co-pilot, handling everything from scheduling and registration to vendor coordination. By outsourcing administrative support to skilled remote staff, entrepreneurs and C‑level executives can free up time for high-value work. Studies show business owners spend roughly 36% of their workweek on routine admin tasks like scheduling and emailing. Delegating those tasks to a VA immediately “frees up much time” so leaders can focus on growth. As one MySigrid client puts it, “My VA helps free up a lot of my time so that I can focus on more productive work.” A virtual assistant thus turns daunting event logistics into a streamlined process, saving money and stress while boosting productivity.

Benefits of Hiring a Virtual Assistant for Events

Virtual assistant services offer a cost-effective, scalable solution for event planning. Unlike a full‑time hire, you pay a VA only for hours worked – with no salary, benefits, or office space required. This can cut overhead by 30–50% or more compared to an in-house coordinator. For example, a U.S. Bureau of Labor report notes the average employee costs employers over $37 per hour (including benefits). By contrast, a mid‑level VA in Latin America might cost well under $2,000/month, offering enormous savings. Many businesses find the ROI compelling: a quick calculation shows delegating routine work to a VA not only cuts costs but lets your team generate more revenue. One startup CEO summed it up: VAs offer “top-notch services at a good price point,” helping his growing tech firm focus on product and investors.

Other key benefits of VAs for event planning include:

• Flexibility & Scalability: Need extra help before a big webinar or summit? A VA can ramp up hours and then scale back after the event. There are no long-term contracts or layoffs – you simply buy the support you need, when you need it. MySigrid notes its assistants “only work when you need them,” providing agile, on-demand staffing during busy seasons.
  
  
• Expertise & Access to Talent: Virtual assistants often have specialized skills (multilingual support, tech-savvy, marketing experience, etc.) that you can tap as needed. A tech startup might hire a VA experienced in Zoom and Slack; a non-profit might choose a VA who’s organized fundraisers. Because companies like MySigrid tap a global talent pool, you can find assistants with the right language or industry background at competitive rates.
  
  
• Time Management: By delegating event logistics to a VA, executives reclaim hours each week. Instead of managing RSVPs or vendor emails, leaders can focus on strategy, networking, and content. Paul Østergaard (MySigrid co-founder) even has his assistant proactively block travel time and update his schedule when flights change, avoiding costly conflicts or missed meetings. In practice, a VA might send you a daily briefing email of that day’s meetings, auto-schedule focus blocks around big events, and handle quick tasks (like ordering catering) so you don’t waste time on admin. High-performers know this approach pays off: executives who delegate well tend to see more revenue growth than those tied up in minutiae.
  
  
• Reliability: A virtual assistant can work across time zones and outside your business hours. One biotech CEO notes, “My VA sometimes anticipates my travel needs before I do… and because of the time difference, tasks are already solved when I arrive at the office in the morning”. This 24/7 coverage means routine issues get handled overnight, so leaders “start the day a step ahead” without burning the midnight oil.

Together, these advantages – cost savings, flexibility, expertise, time saved, and reliable execution – make virtual assistant services a compelling remote staffing solution for entrepreneurs and startups looking to scale efficiently.

Top Virtual Assistant Tasks in Event Planning

Think of a VA as your event “coordinator from afar.” They can take on virtually any remote or online task related to planning and execution. Common event planning tasks to delegate include:

• Vendor & Platform Coordination: Research and book venues or virtual platforms; negotiate contracts with caterers, AV providers, or software vendors; gather quotes and manage all communications. For virtual events, this includes picking the right webinar or conference platform and setting up secure meeting links.
  
  
• Scheduling & Agenda Management: Create detailed timelines and agendas. A VA can sync calendars, poll stakeholders for best meeting times, book virtual meeting links (Zoom, Microsoft Teams, etc.), and prepare minute-by-minute event schedules. This avoids double-bookings and ensures each session runs smoothly.
  
  
• Invitations, Registration & Communication: Draft and send invites or email campaigns to attendees. Your VA tracks RSVPs, sends automated reminders and follow-ups, and handles guest queries. For online events, they also ensure all participants have the correct login details and pre-event materials. They might set up registration pages, manage webinar sign-ups, or communicate with speakers and panelists to share presentation slides in advance.
  
  
• Travel & Accommodation (if needed): Manage any logistics for speakers or VIPs who are traveling. This includes booking flights, hotels, ground transport, and handling any visas. Even for virtual conferences, sometimes organizers coordinate with out-of-town keynote speakers. A VA can block travel time in the calendar to avoid conflicts.
  
  
• Budget & Expense Tracking: Keep the event budget on target. Your assistant tracks all costs, processes invoices from vendors, and alerts you if spending nears the limit. After the event, they can prepare an expense report categorized by department or project. This ensures financial oversight and helps maximize ROI.
  
  
• Logistics & Tech Prep: Handle nitty-gritty details. For in-person events this might mean preparing name badges and checking AV equipment; for virtual events it includes testing webinar software, setting up virtual “rooms,” coordinating breakout sessions, and ensuring strong internet connectivity. A VA can create thorough checklists so no detail is overlooked.
  
  
• Post-Event Follow-Up: After the event, the VA can compile attendance reports, send out thank-you notes or feedback surveys, and distribute recordings or slide decks to participants. They update contact records with any new leads or connections gained, completing the event’s lead-generation loop.

Each of these tasks applies to various online event formats:

• Webinars & Online Workshops: The VA will manage speaker schedules and setup, handle registrations and automated webinar invitations, coordinate any panel Q&A (e.g. via live chat support), and send follow-up resources.
  
  
• Virtual Conferences & Summits: For multi-session events, the VA can coordinate multiple speakers across tracks, manage the attendee platform (virtual “lobby,” chat tools), liaise with sponsors or exhibitors, and ensure each virtual room is properly linked and moderated.
  
  
• Product Launches: A VA can organize the promotional plan for a virtual product debut – drafting launch emails, scheduling social media posts on Slack/Asana, coordinating with marketing and PR teams, and handling guest communications. They might even book media demos or coordinate press kits.
  
  
• Workshops & Virtual Training: The assistant handles signing up participants, sending pre-workshop materials, setting up online polling or resource documents, and post-workshop evaluations.

By offloading these operational duties, your team can focus on content and relationships. For example, a tech startup CEO launching a new software might have a VA coordinate the livestream, schedule social promotion, and manage media RSVPs – while the founder perfects the demo and pitches to investors. Similarly, an education company might assign a VA to schedule an online teacher training webinar series (polling instructors, booking Zoom, sending reminders), freeing the curriculum team to refine lesson plans and presentations.

Human vs. AI: Tech Tools and the “Human Premium”

Modern event planning increasingly blends human VAs with AI tools and automation. AI-powered assistants can automate routine tasks at scale, but work best in tandem with a real person.

• Automated Scheduling & Chatbots: AI scheduling apps or chatbots can instantly arrange meetings and answer common attendee questions. For example, an AI bot might handle event registrations, send confirmation emails, or provide venue/agenda details on demand. This 24/7 support ensures no inquiry goes unanswered – especially useful for large or global events.
  
  
• Data & Analytics: AI excels at crunching numbers. Many event platforms use AI to tally RSVPs, analyze survey responses, and generate engagement reports. The VA then interprets those insights – for example, tweaking next year’s agenda based on attendee feedback. As one guide notes, “AI increases efficiency” but still lacks the “human element” needed for creative, contextual decisions.
  
  
• Human Judgment & Empathy: A live VA brings critical thinking, personalization, and adaptability. MySigrid’s Paul Østergaard says the best results come from “leveraging smart technology while still having a human assistant who can think critically, anticipate needs, and adapt to your style”. A real assistant handles those unexpected twists AI can’t – for instance, rescheduling a speaker due to a flight delay, negotiating a last-minute vendor change, or comforting a stressed VIP attendee. This “human touch” builds trust and often impresses clients. One client praised her assistant as “one of the hardest working and most responsive people I have had the honor to work with,” noting that the MySigrid team is always there to support off-hours issues.
  
  
• Hybrid Approach: In practice, the best workflow mixes both. Let AI tools send automated reminders and collect data, while your VA manages project oversight and personalization. For example, a chatbot might email a reminder about an upcoming webinar, but the VA will follow up personally to ensure a keynote speaker has all briefing documents. Essentially, using a VA for event management is like having a remote project manager. They keep every task, deadline, and team member on track through the entire event process.

Meanwhile, VAs themselves leverage top remote work tools. Communication apps like Slack, Zoom, Microsoft Teams keep your distributed team connected; project management tools like Asana, Trello, or ClickUp organize tasks; cloud platforms like Google Workspace or Dropbox enable document sharing. (Industry experts even list Slack and Zoom as the best communication tools, and Asana/Trello as leading project managers.) By combining AI-driven platforms with a dedicated VA, you get the efficiency of automation and the creativity of a human assistant – “the best of both worlds” in online event planning.

Industry Use Cases: Tech, Education, Finance (and More)

Virtual assistants bring value across industries. Here are some real-world examples and best practices:

• Tech Startups: A SaaS founder planning a product webinar might delegate the event to a VA. The assistant sets up the webinar platform (e.g. Zoom webinar), creates branded email invites, schedules a rehearsal, and follows up on attendee questions – while the founder focuses on product demos and investor pitches. In fast-moving startups, a VA can also act as a remote project manager, keeping development sprints on track alongside event tasks (using tools like Jira and Slack). This startup CEO report praised MySigrid’s remote coordinator as seamlessly integrating into his team’s Slack/Jira workflows.
  
  
• Education & EdTech: Schools and training organizations often host virtual workshops and summits. For instance, an edtech company launching a new online course might have a VA schedule a multi-day virtual summit: coordinating guest speakers (outlining schedules), sending registration links to students, managing the learning platform, and emailing certificates afterward. In e-learning, VAs can also handle content creation – drafting slides or blog posts to promote the event – so educators can focus on curriculum. By outsourcing these tasks, educational leaders ensure their online events run professionally and stay on time.
  
  
• Finance & FinTech: When a CFO or financial advisor organizes a virtual roadshow or investor summit, a VA handles the logistics. The assistant books flights/hotels for executives, schedules back‑to‑back investor meetings, and collates slide decks and financial reports. For financial webinars (e.g. a fintech product launch), the VA can set up secure meeting links, manage NDA filings for attendees, and arrange Q&A or breakout sessions for technical discussions. Financial advisors especially appreciate quick turnaround: one client noted his assistant was “very responsive… accomplishes tasks timely and fast,” freeing him to focus on clients.
  
  
• Digital Marketing Agencies: Marketing firms frequently hold virtual campaigns and product launches. A VA can manage a product launch event by tracking sign-ups in the agency’s CRM, liaising with sponsors, scheduling social media countdown posts, and sending personalized follow-ups to attendees. In effect, the VA helps turn each online event into a lead-gen engine – following up on new prospects and updating the sales team’s pipelines.
  
  
• Other Sectors: The model works in virtually every field. An e-commerce entrepreneur launching an online store could use a VA to plan a virtual grand opening or webinar for early customers (coordinating tech setup and marketing emails). A real estate team might have a VA host a virtual open-house tour or investor breakfast meeting, handling registrations and follow-ups. Healthcare professionals (e.g. telehealth startups) can lean on VAs to organize patient webinars or professional development workshops. Even non-profits use VAs to run virtual fundraisers and community summits. Across industries, the pattern is the same: let your VA manage the operations so you can focus on audience engagement, content, and growth.

In all cases, the secret is clear communication. Define your event needs (e.g. “experienced with Zoom and bilingual” or “able to navigate CRMs”), use scenario-based interview questions, and choose a VA who’s detail-oriented and aligned with your company culture. Good agencies (including MySigrid) pre‑screen for project-management ability and find assistants who “get it” and fit your workflow. The result is a seamless extension of your team – a remote executive assistant who makes sure your focus stays on strategy, not admin.

Time Management and Scaling with Remote Teams

Ultimately, the greatest payoff of an event-planning VA is time. By offloading admin, executives dramatically reduce wasted hours. Leaders who delegate wisely can spend more time on product development, networking, or strategic planning. Consider these practical impacts:

• Daily Planning: A VA can prepare a daily briefing each morning, summarizing meetings, deadlines, and any prep needed. This keeps you organized and ready.
  
  
• Automated Calendar Blocking: Your assistant can book focus time or personal commitments around events to prevent conflicting appointments. They can also handle quick requests – for example, asking the VA to find a last-minute gift or order catering via message rather than spending 30 minutes doing it yourself.
  
  
• Scaling Your Team: As your workload grows, adding remote VAs is faster and cheaper than hiring in-house. The average cost to hire a full-time employee is about $4,100 (and takes 42 days). In contrast, MySigrid’s remote staffing solutions let you spin up skilled assistants in days, with lower overhead. You can build a distributed project management team for startups, where each VA contributes through chat, shared docs, and task apps. In effect, a VA can serve as a virtual project manager, coordinating every task, deadline, and team member through your event process.
  
  
• Outsourcing vs In-House: Outsourcing administrative and event tasks removes the unpredictability of workloads. During peak times (big launches or conferences) you can easily increase VA support; when things are quiet, you dial back without layoffs or idle overhead. This agility means you never stretch your in-house team too thin. In sum, outsourcing to virtual staff lets you scale resources in line with demand, often leading to higher efficiency and even increased profits as you focus on revenue-generating activities.

Managing remote assistants effectively does require the right approach. Use collaborative tools (Slack, Microsoft Teams) for communication, regular video check-ins for complex issues, and clear task trackers (Asana, Trello, or a CRM) to assign and follow up on jobs. Encourage your VAs to be proactive – many report they will solve problems even before you ask. Treat them as partners: one client said her assistant was “more of an asset than a band-aid” because she could fully trust the VA with critical work. With strong delegation skills and modern remote work tools, you can build a high-performing virtual team around your events.

Success Stories: MySigrid Clients in Action

Nothing illustrates the power of virtual assistants better than client testimonials. Here are a few real (anonymized) examples from MySigrid’s clientele, showing how VAs transform online event efforts:

• Consulting Firm Co-Founder (S.R.): “We’ve tried working with virtual assistants four or five times in the past – and this is the first time we’ve encountered a service that was more of an asset than a band-aid. MySigrid has changed our minds about hiring remotely… If we didn’t have MySigrid, it would impact our efficiency and effectiveness. This has been an effective service during the most trying times.”.
  Outcome: Complex projects that once overwhelmed his small team became manageable. Delegating event coordination and admin to a VA helped them weather challenging periods without burning out the founders.
  
  
• Marketing Agency Managing Director (A.C.): “My overall experience with my plan is positive. Everything is great. My EA is very responsive, always happy to help, and accomplishes tasks timely and fast!”.
  Outcome: With 60 hours per month of VA support, this marketing executive delegated client scheduling, proposal editing, and expense tracking. He reports that not only are tasks done quickly, but the assistant’s “upbeat and proactive” attitude freed him to win new clients and focus on creative work.
  
  
• Tech Startup CEO (J.D.): “They offer top-notch services at a good price point.”
  Outcome: This founder hired MySigrid to staff a full-time remote project coordinator. The VA kept development sprints on track and managed team communications (via Slack and Jira), effectively becoming another team member. The CEO emphasizes that the value-for-cost is excellent – a crucial factor for budget-conscious startups.

These stories highlight a range of gains – from improved efficiency and responsiveness to great cost savings – all reinforcing that virtual assistants aren’t just a “nice to have,” but often a game-changer for busy businesses.

Getting Started: Hiring a Virtual Assistant

Ready to bring a VA onto your event team? Here are some tips:

• Define Your Needs: List exactly which event tasks you want to outsource (e.g. “managing webinar tech and follow-ups” or “scheduling speakers across time zones”). Include any required skills (software tools, languages, industry knowledge).
  
  
• Interview for Fit: When you “hire a virtual assistant,” look for candidates with event experience and strong communication. Scenario-based questions (e.g. “What would you do if a presenter double-books with another meeting?”) can reveal if they’re detail-oriented and resourceful. Agencies like MySigrid also vet assistants for project-management ability and cultural fit.
  
  
• Start Small: If unsure, begin with a part-time task or a short event project. As confidence grows, scale up the VA’s hours or add team members. Remote staffing solutions allow flexible plans. For example, MySigrid’s subscription models come with a dedicated assistant plus a Customer Success Manager and task-tracking app, ensuring performance is monitored even when commitments are low.
  
  
• Use the Right Tools: Equip your VA and team with remote work software. Slack or Teams for messaging, Zoom or Google Meet for calls, and Asana/Trello for tracking tasks are must-haves. Automate where you can – for instance, use Zapier to connect your CRM to email invites – but ensure a real person oversees the process for that “human premium.”
  
  
• Delegate Clearly: Set expectations, deadlines, and check-in points. The more clearly you delegate tasks (with all necessary info), the more confidently your VA can execute. As one event manager noted, entrusting even travel bookings or calendar triage to her VA meant she could attend events stress-free, knowing the logistics were “handled.”

With these steps, you’ll be off to a smooth start. As one VA client in Singapore observed, consistent quality from her assistant meant “she can trust that every day, her VA will handle the routine work exactly how he needs it done”. That peace of mind is priceless when juggling big online events.

Conclusion

Planning a webinar, virtual summit, or product launch doesn’t have to bog down your core team. By leveraging the right virtual assistant services, businesses of all sizes get professional event-planning support without the overhead of an in-house hire. You pay for results – and free up your own time for strategy and growth. From scheduling and speaker coordination to chat support and analytics, a VA can handle the details. Combining AI tools (for reminders and data) with a human VA (for judgement and personalization) ensures polished events and satisfied audiences.

If you want to streamline your next event and scale your business efficiently, consider outsourcing your administrative support to a virtual team. MySigrid and other top virtual assistant companies make it easy to hire a remote executive assistant for project management, content creation, customer outreach, and more – all geared to your industry (tech startups, education, finance, and beyond). As MySigrid’s clients attest, the time and cost savings translate into real ROI.

Ready to get started? Visit MySigrid to explore their premium virtual assistant services, connect with co-founder Paul Østergaard on LinkedIn for insights, or book a consultation now to see how a dedicated VA can power your next event.