• Matty Panagopoulos

Why You Should Consider Hiring a VA to Organise Your Event

If your business needs to arrange an event, the initial thought of it can be a little overwhelming. There are a lot of different aspects that need managing at the same time to pull the event off, you need to invest time in research and sometimes just knowing where to start can be daunting.

Unless, of course, you get some external help, like a Virtual Assistant (VA) to help you with the event management process.

A professional VA has the experience to help you successfully plan and arrange a social or business event of any size and type. From conferences to staff dinners and Christmas parties, a VA will make sure everything is organised and the event runs smoothly.

Although your VA works remotely, they have all the skills, knowledge and ability to make arranging and managing an event a much easier process for you and your business.

Below are some ways in which a VA can help you:


You may have some idea about how you’d like your event to look or feel or know some of the requirements that you need to deliver for the event, however there is still research and planning that needs to take place initially that can be time consuming. Research will include;

- Locations/Venues

- Suppliers

- Availability

- Décor

- Catering

- Entertainment options

- Budgeting

After the research is complete and the plan is agreed, your appointed VA will be able to manage the budget of the event. Throughout the booking process, your VA will keep accurate records of expenses and can even manage the invoicing process. An experienced VA is usually familiar with financial apps and invoicing software platforms. At Go2VA we like to use Xero for this.

Project Management

Running an event is essentially project management. There are ongoing tasks, deadlines and communication with a variety of contacts that all come together to pull off the event/project.

A VA can manage all the details of your project, from the initial stages to the day the event is held. They will keep you constantly updated with the event progress through whichever project management or communication platform you collectively decide to use and you can be assured that everything is being taken care of.


Running this event is not going to be your only task if running your own business or day to day tasks. Therefore maintaining contact or being interrupted regularly by the venue, suppliers, caterers or even the guests can be incredibly time consuming and distracting from your day-to-day work.

Instead, your VA will be responsible for being the point of contact for everyone involved and you will only be contacted with updates or if anything needs your approval. Problems can be dealt with away from your attention, allowing you to focus on what is actually important to you and the company.


All external events require marketing to attract attendees. Otherwise you will have a lovely venue and set-up but no guests! A VA can manage the marketing activities of your event to make sure it is getting the reach and attention of potential attendees and guests.

These activities can consist of;

- Invitations (to employees if it is an in-house event or perhaps to people who attended last year to remind them of your event again)

- Phone calls

- Email marketing

- Social media updates and management

To summarise, if you hire a VA to manage your event it can save you time and the stress of managing your job or business and managing the event process at the same time. Events are a passion of ours at Go2VA and we love seeing a well planned event come together for a client.

With Christmas swiftly approaching (we know, it still feels too early to mention Christmas, this year is flying by…) it’s a great time to consider hiring a VA. With end of year deadlines and added pressure, organising a Christmas party or social event could be the last thing you need.

If you’re thinking about organising an event, no matter how big or small, feel free to contact us to see what we can take off your to-do list!