For event planners with details to bring together

Virtual assistants for event planners

Spend more of your attention on the event and the client. Give an assistant the vendor follow-up, document preparation and scheduling that support them. Knows The Drill recruits and prepares your assistant for your planning process before handoff.

Find your assistant

Keep the open question from disappearing into the next email.

A venue has confirmed the room, but the AV supplier still needs the planner's answer. The guest list changed after the last export. A client decision is waiting in a message that the rest of the team cannot see.

An assistant can maintain the preparation record across these conversations. Give each detail a source, status and next owner so you can see what needs your attention before the next planning meeting.

The work to hand off

Build a preparation record your team can use.

Maintain the vendor response log

Gather contact details, proposals, outstanding questions and confirmed responses. Follow up against the dates you set and bring unresolved dependencies to the planner.

What you get back: A vendor log with confirmed details and open decisions

Coordinate client decisions

Prepare meeting agendas and collect the options or documents a client needs to review. Record the decisions you confirm and route follow-up to the responsible vendor or team member.

What you get back: A client decision list linked to the next action

Organize guest and registration details

Maintain the roster, responses and administrative requests in the agreed system. Flag conflicting records or requests that need the planner's judgment.

What you get back: A current guest record with exceptions identified

Prepare event documents

Assemble the contact sheet, schedule and briefing materials from the details your team approves. Keep revisions organized so recipients receive the intended version.

What you get back: A preparation packet with a clear version and distribution list

Illustrative workflow

Turn vendor replies into a useful planning update

Use one event to establish what is confirmed, what is waiting and which decisions belong in your next client conversation.

Gather

Assistant preparesCollect the venue and vendor responses with their source documents.

Your planner decidesWhich vendors and proposals remain under consideration.

Compare status

Assistant preparesMark each requested detail as confirmed, pending or requiring clarification.

Your planner decidesWhich gap creates a planning dependency.

Prepare the decision

Assistant preparesBring the relevant options and unanswered questions into one brief.

Your planner decidesThe client recommendation and any event change.

Update

Assistant preparesRecord the authorized response and revise the preparation documents.

Your planner decidesWhen the revised plan is ready to distribute.

Illustrative example — not a client record

A vendor decision brief for a client dinner

Use this illustrative event to agree how open dependencies should appear in your planning record.

Event: Example entryClient dinner in the venue's private room.; What to provide or checkIdentify the event and the relevant setting.
Confirmed detail: Example entryVenue has confirmed the room and the agreed access window.; What to provide or checkRecord the confirmation and its source.
Open vendor question: Example entryAV supplier needs the final microphone requirement.; What to provide or checkState the unanswered question without filling in the answer.
Decision owner: Example entryPlanner confirms the program format with the client.; What to provide or checkName the person who can resolve the dependency.
Next action: Example entryAssistant tracks the client response and sends the planner's confirmed requirement to the supplier.; What to provide or checkConnect the decision to its vendor follow-up.

Ready to hand over when: Confirmed venue details and the open AV question are separate, and the client decision has a named owner and follow-up.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Would a preparation assistant help your planning business?

A useful fit when

You manage recurring vendor follow-up across multiple events.
Your client and team documents need a consistent owner between planning meetings.

Discuss the setup first

You mainly need someone on site to run event operations.
Your workload requires urgent coverage beyond the hours of the proposed role.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Planning authority and on-site delivery stay with your team.

Your assistant supports preparation and communication within the role you agree. Give them a named planner for changes that affect the event.

Vendor selection, contracts, spending and changes to the client plan require your authorized decision-maker.
On-site setup, safety, crowd management and live event execution need the appropriate local team.
Event-day hours, urgent contact routes and access to guest information must be scoped; the role does not imply continuous coverage.

Show us the details you keep checking twice.

01A recent vendor tracker and the documents you use to brief the team.
02Your event milestones and the way client decisions are recorded.
03The people who approve budget, schedule and vendor changes.
04Your guest-data access rules, communication tools and required working hours.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant contact vendors for us?: Yes. They can request information, follow up and share the instructions you authorize. Your planner decides vendor selection, commercial terms and changes to the event.
Can they build the run of show?: They can assemble and maintain the document from the timing and instructions your planning team supplies. The planner or event lead owns the sequence, feasibility and final version.
Can they help with guest lists and RSVPs?: Yes, within the access and communication rules you establish. Define the fields, permitted recipients and how sensitive or unusual requests reach the planner. The role can include roster updates, response follow-up and document preparation.
Can they support us on event day?: Discuss the tasks and hours during matching. Remote updates or document coordination may fit the role, while on-site decisions and delivery need your local team. Agree an escalation contact for any issue the assistant cannot resolve.
Do they need experience with our event platform?: List the platform and the actions required, such as roster updates or document distribution. We discuss the skills and preparation needed before handoff. The role should reflect your actual planning process.

Walk into the next planning meeting with the open items in hand.

Bring us the vendor replies, guest updates and client decisions you spend the most time organizing. We will help give that preparation a consistent owner.

Find your assistant

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