Events are often a short term project where you need a helping hand to make it all happen, you might be leading the planning and execution of a single event, or maybe you are collaborating and need help to hold up your end of the deal. Events are the perfect opportunity for your business to bring on board a freelance Virtual Assistant who can help you see the process through from start to finish.
An extra pair of hands will afford you the time to focus on preparing for and delivering your role at the event; speaking, hosting, giving out awards, whilst a Virtual Assistant can take care of the details which bring the whole thing together for you.
The BIG ONE
Managing the email inbox
Anyone who organises events will know there is a lot of communication involved! This can be time consuming, it needs to be accurate, reliable and timely.
This can be from organisers, stakeholders (the hosts or whoever is paying!), a multitude of suppliers (caterers, sound, lights, decor, event management agency), the venue, transport, attendees, speakers, special guests and performers, sponsors as well as delegates.
A virtual assistant can share access to your inbox to:
- Send invitations out to a specific list
- Send acknowledgements to respondents
- Answer basic enquiries
- Respond with tailored templates/signposting
- Send important information/links
- Collect and collate information
- Store and record responses (dietary requirements, names of plus 1s, menu choices)
- Highlight urgent and important emails
- Manage new enquiries from potentials
- Deal with invoices
- Chase up supplier agreements etc
- Send reminders to invited guests
- Email sponsorship details/follow ups
- Take care of press/media enquiries
- Monitor non responses
- Forward on tasks and information to relevant stakeholders
This can also be helpful for obtaining information from speakers and sponsors, including; logos, brochure adverts, powerpoint slides they will deliver at the event, speaker bios.
Vital paperwork
Do you need forms to be created for completion?
Branded PDF attachments to go out with emails e.g. sponsorship packages, tiers of table costs and packages.
This can include writing the copy and setting these up in accessible platforms, or storing in a filing system accessible to multiple parties.
This can even include putting together background presentations.
Most importantly get all of the contact details compiled into one document for emergency purposes! Share everyone’s mobile numbers with your VA, haven’t got one? Ask your VA to obtain it, so that you have a contact no. on the day for speakers, hosts, caterers, hair and make up...whoever it is that needs to be there on the day, or even the day before.
Sourcing the little things
Pop up stands
Goody bag gifts
Branded gift bags
Table cards
Table numbers
Programs
Name badges/lanyards
Researching and sourcing these to a brief to coordinating deliveries of these items. Checking initial or draft proofs of artwork to ensure you see the final version, managing the invoices for the goods, delivery timescales, minimum order quantities (where to, FAO who, to be stored where, packaged how?).
Travel Arrangements
Everybody’s got to get to the event, whether it’s by train, plane, coach or walking from their hotel room. This is another key part of the experience for your guests, delegates or speakers. You want everyone in the right place, at the right time. A VA can source and sort all the travel arrangements for you, they will ask all the same questions to different hotel chains, is there spa access with the room? How many double rooms are available that night? When is check in/out? Is there parking onsite? Nearest tube/train? Cabs that can be booked in advance? I am sure you can remember a time when it all went wrong or you were given the last dingy, single bedroom in a hotel (I can!).
All the info about you
You might not be organising the event, you might be an attendee or a sponsor. If there is a website which offers you the opportunity to upload press releases, case studies, blogs, articles, your logo, some blurb, a speaker bio, images, links to all of your social media sites and website etc., why not hand it over to a VA? Share your cloud based files and that is one more job off your project plan!
And then...
There can of course be a bunch of other tasks in the lead up to an event from social media posts to digital or physical media packs, blog posts and landing pages, adding events to ticket sellers, press releases or researching competitor events, there is so much a VA can help with.
A Virtual Assistant is a flexible, experienced option if you have an event project or a series of events, maybe a roadshow that you need someone to take care of just some, or all of the workload to get the job done.
Personally, I am here to help when it comes to small events. The to-do list can be pretty endless as I have demonstrated, here is an idea of just a few tasks perfect to pass to a VA, most tasks can be performed remotely, or workarounds if they are not.
I would love to have the opportunity to help you.
About Virtual Executive Services MK
Virtual Executive Services MK is a Virtual Assistant service based in Milton Keynes, supporting clients across the UK. Specialising in admin, marketing and social media support for small businesses, start-ups and entrepreneurs. Find out more.