For Event Planners

Virtual Assistant for Event Planners.

High-performing virtual assistants, matched to how you actually work. Get your time back and spend it on what matters most. Your clients, your vendors, and the events you're running.

✓ Vetted, top 1% ✓ Matched to you ✓ No long contracts
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See the time you'd get back
The work that fills your week

This is what's keeping you away from what matters.

Inbound event inquiry triageDrafting first-touch replies from your template
Building client intake briefs from the inquiry formRouting client agreements and addenda for e-signature
Sourcing venue options against the briefDrafting venue outreach and follow-ups
Maintaining the vendor shortlist by categorySending RFPs to caterers, AV, florists, and rentals
Tracking vendor proposals and quote comparisonsDrafting reminder emails for outstanding deposits
Building and maintaining the master event timelineUpdating run-of-show docs as scope changes
Coordinating site visits and tasting appointmentsBuilding the attendee list and uploading to the platform
Sending save-the-dates, invites, and reminder sequencesTracking RSVPs and dietary or accessibility needs
Drafting registration pages from your templatePulling weekly registration and revenue numbers
Drafting post-event recap decks for clientsCoordinating vendor final payments and tips
Drafting invoices for completed eventsVendor and subscription expense categorization
What your VA picks up

What your VA picks up.

Here's the work event planners typically hand off. The shape varies by event type and team size, we scope what yours owns first on the intro call.

Client intake and contracts. Inbound inquiries triaged, first-touch replies drafted, intake briefs built from the inquiry form, agreements routed for e-signature, deposits tracked.

Venue and vendor coordination. Venue options sourced against the brief, RFPs sent to caterers, AV, florists, and rentals, proposals tracked, site visits and tastings scheduled.

Attendee and RSVP management. Attendee lists built and uploaded, invites and reminder sequences sent, RSVPs tracked, dietary and accessibility needs captured and routed.

Run-of-show and timeline. Master timelines built and maintained, run-of-show docs updated as scope shifts, vendor schedules aligned, week-of confirmations sent.

Marketing and registration. Registration pages drafted from your template, email and social promotion drafted and scheduled, attendee comms cadence kept on schedule.

Post-event and admin. Vendor final payments and tips coordinated, recap decks drafted for clients, invoices sent and chased, vendor and subscription admin handled.

Ready when you are

Your time is valuable. Focus on what actually matters. Your clients, your vendors, and the events you're running.

Take back your time now
FAQ

Common questions from event planners.

Don't see yours? Bring it to the discovery call.

How does my VA learn the tools we use, like Aisle Planner, HoneyBook, Eventbrite, Cvent, Airtable, Notion, or our event CRM?
During onboarding. We train your VA on your specific stack, your SOPs, and your workflows before they start running anything live. By the end of the first few weeks they're operating in your planning platform, registration tools, email platform, and CRM fluently and following the playbook you set.
Can my VA reply to clients, vendors, and attendees in my voice?
Yes, against your approved templates and tone guide. Standard practice is for your VA to handle routine correspondence (first-touch replies, vendor RFPs, attendee questions, reminder cadence) and to escalate anything off-script (negotiation, sensitive client conversations, scope changes) to you. We scope where the approval line falls on the intro call.
How does my VA work with my on-site team, vendors, or in-house coordinators?
Side by side. If you already work with on-site coordinators, designers, or in-house staff, your BlueMoso VA picks up the operational layer beneath them: intake, vendor coordination, attendee comms, timeline maintenance, billing and AR. We scope the handoff between roles on the intro call so nothing falls between the cracks and nothing gets duplicated.
How do you handle confidentiality around client details, vendor rates, and attendee data?
Your VA can sign a confidentiality agreement and any client or vendor-specific NDA before they touch anything sensitive, and they operate inside the access controls you set. You own the security stack, and we help you set it up: dedicated residential proxies and VPNs for account access, an encrypted password manager like 1Password, and role-based access scoped only to what your VA needs. Credentials are never shared in plain text, and your VA's access is revoked immediately on any transition.
Will my VA be dedicated to me, or shared with other clients?
Dedicated. Your VA is matched to you and works your hours on your work. We scope the engagement on the intro call, and your VA isn't being rotated through other clients in the background.
What time zones do your VAs work in?
Our team works around your schedule. We work with clients across North America and Europe, and we match a VA who can cover your business hours. Tell us which hours you need, and we'll scope it on the call and make sure you get coverage. If covering your hours means your VA works a graveyard shift in their time zone there may be additional cost, we'll identify it up front and clearly communicate it before you start working together.
What does onboarding look like?
Onboarding is about setting your VA up for success. We help you organize the access, resources, and direction your VA needs to start strong, pointing them at the SOPs, tools, and playbooks you already use. You own the systems and the playbook for your events, and we make sure your VA has what they need to follow them. A BlueMoso manager stays in the loop through the first month to run QA and help the working relationship find its rhythm.
What does a virtual assistant cost?
It's a monthly subscription, custom scoped on the discovery call. A managed option is also available if you'd like us to run weekly check-ins, QA the work, own SOPs, and cover when your VA is out. Pay by credit card or bank transfer, collected before service starts and automatically charged at the start of each month after that. Month-to-month, no long contracts, swap anytime.
What if it isn't a good match?
Tell us. We swap VAs at no cost. Most clients who swap early stay with us long-term, and our average engagement runs past 12 months.

Still have questions? Bring them to the call.

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