12 Reasons to Hire a Virtual Assistant for Events
Christmas and New Year! How can we be thinking of this already … Summer isn’t even finished!
Of course you are right; but some of our clients are already thinking about it, so we thought we would give you some ideas on how we can help and support you when things get a little overwhelming!
1 Plan Your Event or Party
Ask your Virtual Assistant to take the strain off your shoulders by doing tasks for you! You need a list! What kind of party if it? What do you want to achieve by having the party? Is the party for clients or employees? What’s your budget? Is there a Plan B?
2 Research and Book Venue
Popular venues get booked up early so it is worth getting in early. If you need a few venues booked then its only right to give notice properly, otherwise you may be charged. Your Virtual Assistant can research a venue according to specifications you give them and then make contact, reservations and preparations for your event. Does the venue depend on good weather? This is the UK after all!
3 Send Invitations and Monitoring Replies
An event is nothing without attendees. Your Virtual Assistant can send out invitations and monitor RSVP’s to make sure that your event / party is fully booked. There are many online Invite/RSVP companies and they are great for getting them out quickly (or if you want to project a modern attitude), however they may not always be appropriate. Do you need a formal embossed card and paper lined envelope? or something unique and carefully chosen for your special event! There are so many options.
4 Manage Queries Specific to the Event
Dietary issues, seating arrangements and so much more; every event receives lots of small queries that add up to a lot of your time! An experienced Virtual Assistant can handle the majority of these and keep you free to focus on the big picture. If your VA cannot answer them immediately, then she/he will be a great point of call for anyone.
5 Take and Manage Online Payments
If your event is a invitee-paying event, then your Virtual Assistant can assist in the handling of online payments.
Wherever your event is, there will be transport issues for someone! Get your Virtual Assistant to arrange transport for yourself and any other VIP. Transport is also for items as well as people! Whatever needs to be moved, your VA can arrange it.
7 Manage Bookings
Once someone has paid and booked, the process will still require on going management – this is the perfect task for a Virtual Assistant.
8 Co-ordinate Event Planning Meetings
Making sure everyone knows what they need to do & when is vital. Ask your Virtual Assistant to plan the meetings with your team with Agendas. Will this be a Skype meeting or in your office!
9 Distribute Minutes from the Meetings
A Virtual Assistant probably won’t be able to attend the meeting, so email the minutes over to her/him and it can be sorted out, formatted and made presentable before being emailed to attendees.
10 Catering for the Event
Food or no food, that is the question! But it’s probably fair to assume there will be drinks. But is it the finest Champagne or a youthing health juice! The options are extremely varied of course, but you may find the catering companies are not! Your Virtual Assistant can research companies that best suit your event and your area.
11 Send Follow-ups to Team & Guests
Your Virtual Assistant can send regular follow-ups prior to the event / party to both your team and your guests so that everyone has the information they need. This is really vital for a smooth running event / party
12 After the Event / Party
There is always someone who needs a Thank You! Ask your Virtual Assistant to arrange a thank you card, personal email, flowers, Champagne or gift. Even the attendees may appreciate a thank you!