For venue owners and venue sales teams
Keep each venue inquiry connected to the date, space and information behind it. An assistant can coordinate tours, follow up on proposals and prepare event files for your operations team. We recruit and prepare them for your venue and agreed responsibilities before handoff.
Find your assistantThe organizer has asked for a date, the sales team has sent a proposal and operations still needs a layout decision. Without a shared record, a tentative detail can become an assumption that follows the event all the way to setup.
Your assistant can maintain the inquiry and event file, distinguishing requests, holds and confirmed commitments. Venue sales and operations retain control over the space and the agreement.
The work to hand off
Collect the date, event type, estimated attendance and space requirements. Coordinate tours from the availability your venue team supplies and gather questions before the visit.
What you get back: An inquiry brief and tour record with the next sales action
Track holds, expiry rules and proposal responses in your approved system. Follow up with organizers and bring competing requests to the person who controls availability.
What you get back: A date-status register that distinguishes an inquiry, hold and confirmed booking
Request the contacts, schedules, vendor details and documents your venue checklist calls for. Show receipt and review status separately so operations can see what is still unresolved.
What you get back: An event file with missing items and assigned reviewers
Maintain the current version of the agreed event details and route changes to the relevant venue owner. Record confirmed decisions and distribute them to the designated contacts.
What you get back: An operations brief linked to the current event agreement
Illustrative workflow
The same date can appear in several conversations; the venue needs one authoritative booking state.
Assistant preparesRecord the organizer's request and check the venue's availability source.
Your team decidesWhether to offer a hold and which conditions apply.
Assistant preparesLog its status and the response deadline provided by sales.
Your team decidesPriority when another inquiry concerns the same date.
Assistant preparesAttach the venue's confirmation and start the event checklist.
Your team decidesContract acceptance, payments and what confirms the booking.
Assistant preparesCompare the new request with the current event file and flag affected details.
Your team decidesCapacity, staffing, access and any revised terms.
Assistant preparesProvide confirmed details, outstanding reviews and the next organizer contact.
Your team decidesWhether the event is operationally ready.
Illustrative example — not a client record
Use the example to keep a requested room change out of the confirmed operations brief until it is reviewed.
Ready to hand over when: Operations can distinguish the current commitment from the proposed change and find the people responsible for a decision.
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
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
The assistant maintains records and coordinates communication around the venue's decisions.
Recruit. Prepare. Hand over.
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.
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportWe recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe 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.
Bring your inquiry, hold and event-file process. We will help define what an assistant can coordinate and how decisions reach sales or operations.
Explore other ways to organize the work around your team.
