---
title: "Invites, registrations and follow-ups handled"
description: "An event coordinator virtual assistant handles invites, registrations, vendor emails and follow-ups. Staff are employed by us, not hired out. Book a call."
url: https://assistbpo.com/services/event-coordination/
updated: 2026-09-21
publisher: AssistBPO (SS Support Network LLC)
language: en-US
---

# Invites, registrations and follow-ups handled

AssistBPO's event coordinator virtual assistant runs the admin behind your webinars and events. Invitations, registration pages, reminders, speaker logistics, the run sheet on the day and the follow-up that turns attendees into conversations.

- Sales & lead gen
- Employed, screened, managed

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) One named, employed assistant in your hours, with a trained backup and a team lead.

In short

- Registration page, invite list and reminder schedule built and run
- Speakers briefed, slides collected, run sheet written before the day
- Attendees and no-shows followed up within 24 hours, logged in your CRM

## What does an event coordinator virtual assistant do?

An event coordinator virtual assistant handles the planning and administration around webinars, workshops and in-person events: building registration pages, managing invitation lists and reminders, coordinating speakers and suppliers, writing the run sheet, moderating chat and questions on the day, and running the post-event follow-up that routes interested attendees to sales.

Updated September 2026 · Reviewed by [Issabela Masters](https://assistbpo.com/team/issabela-masters/)

[The role behind it **Hire a remote project coordinator** One named coordinator who owns your boards, plus a backup and a team lead](https://assistbpo.com/roles/project-coordinator/)
## Who is the event coordination desk for?

**B2B teams running a webinar program**
: One webinar a month means invitations, reminders, a run sheet and follow-up every month. An assistant runs the whole cycle so the host only has to show up and present.

**Agencies and consultancies hosting workshops**
: Registration, room lists, materials and attendee follow-up handled, with the delegate data landing in your CRM rather than a spreadsheet.

**Associations and nonprofits with member events**
: Member invitations, ticketing, speaker coordination and attendance records kept in one place across a busy calendar.

**Founders who host to build a pipeline**
: Someone owns the promotion schedule, the reminder sequence and the conversation that follows, so the event turns into meetings.

## What does the event coordination service include?

These 12 tasks are what AssistBPO's event coordination desk handles as standard for a sales leader.

- Event plan and timeline built backwards from the date
- Registration page, form fields and confirmation emails set up
- Invitation list built from your CRM and segmented by audience
- Promotion schedule across email, social and personal invites
- Reminder sequence at one week, one day and one hour
- Speaker briefs, slide collection and rehearsal scheduling
- Supplier and venue coordination for in-person events
- Run sheet with timings, roles and the backup plan
- Live support: chat moderation, questions, attendee help
- Attendance, poll and question data captured after the event
- Follow-up emails to attendees and no-shows within 24 hours
- Post-event report: registrations, attendance, engagement, meetings booked

## Deliverables and KPIs

AssistBPO reports 6 measures on the event coordination desk: what lands on your desk, what we count, and how often you see the number.

| Deliverable | KPI we report | Cadence |
| --- | --- | --- |
| Event plan and run sheet | Published and agreed before the agreed cut-off date | Per event |
| Registrations | Registrations against target, by source and segment | Weekly in the run-up |
| Attendance rate | Attendees as a share of registrations | Per event |
| Speaker readiness | Briefs sent, slides received and rehearsal done before the deadline | Per event |
| Follow-up sent | Attendees and no-shows contacted within 24 hours | Per event |
| Post-event report | Registrations, attendance, questions, meetings booked | Per event |

KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.

## How does the event coordination desk work?

1. ### Match
A 20-minute discovery call on the events you run, how often, the platform and email tool you use, who speaks, what a good turnout looks like and what happens after. Within 72 hours we propose a named assistant with webinar and event coordination experience, plus a trained backup for the day itself.
2. ### Onboard
We build a reusable event template: the timeline working backwards from the date, the promotion and reminder schedule, the registration form fields, the speaker brief, the run sheet format and the follow-up sequence. One past event is rebuilt in the template so you can see the whole cycle before the next live one.
3. ### Daily rhythm
In the run-up the assistant works the timeline: promotion sent on schedule, registrations monitored against target, speakers chased for slides, suppliers confirmed, reminders queued. The end-of-day report shows registrations, what was sent, what is outstanding and any decision you need to make to keep the date safe.
4. ### Weekly review
20 minutes with the team lead: registrations against target, which promotion channel is working, speaker and supplier risks and the tasks due before the next milestone. After each event the review covers attendance rate, engagement, follow-up results and the two changes to make to the template next time.

## Hours, coverage and models

AssistBPO staffs the event coordination desk on 4 models. Planning runs in your business hours across US Eastern to Pacific, UK, Canadian and Australian time from the group's two offices, with live cover scheduled around your event time. AEST shifts and evening event cover are available on request.

- Dedicated event coordinator, 160 hours a month, for a full events calendar
- Part-time coordinator, 80 hours a month, for a monthly webinar
- Per-event block covering the six weeks around a single event
- Coordinator plus a designer from the marketing desk for branded assets

See what is staffed in your zone on the [coverage clock](https://assistbpo.com/how-it-works/#coverage).

## Tools we work in

- [Calendly](https://assistbpo.com/software/calendly/)
- [Acuity Scheduling](https://assistbpo.com/software/acuity-scheduling/)
- [Mailchimp](https://assistbpo.com/software/mailchimp/)
- [Klaviyo](https://assistbpo.com/software/klaviyo/)
- [ActiveCampaign](https://assistbpo.com/software/activecampaign/)
- [HubSpot](https://assistbpo.com/software/hubspot/)
- [Canva](https://assistbpo.com/software/canva/)
- [Asana](https://assistbpo.com/software/asana/)
- [Monday.com](https://assistbpo.com/software/monday-com/)
- [Notion](https://assistbpo.com/software/notion/)
- [Airtable](https://assistbpo.com/software/airtable/)
- [Google Workspace](https://assistbpo.com/software/google-workspace/)

[See all 80 tools we work in](https://assistbpo.com/software/)

## What are the terms on the event coordination desk?

The card, the contract terms and the event coordination desk's own numbers, in one place.

| Specification | What you get |
| --- | --- |
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Evening, weekend or overnight cover | Tier rate plus 20 percent |
| Desk | [Sales & lead generation desk](https://assistbpo.com/services/desks/sales-lead-generation/) |
| Standard schedule | Dedicated event coordinator, 160 hours a month, for a full events calendar |
| Coverage | Planning runs in your business hours across US Eastern to Pacific, UK, Canadian and Australian time from the group's two offices, with live cover scheduled around your event time. |
| Tools | 12 platforms, including Calendly, Acuity Scheduling, Mailchimp |
| KPIs reported | 6 measures: per event, weekly in the run-up |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |

These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. [The rate card](https://assistbpo.com/pricing/) carries the other currencies, the add-ons and the six things that move a plan off it.

## How much does event coordination cost?

Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.

### What moves the plan

1. Hours a week and whether the desk is dedicated or shared
2. Phones: live answering needs a receptionist profile and a backup
3. Coverage zone: business hours, after-hours, weekends or 24/7
4. Tools and access to set up
5. One person or a pod with a lead

### What the market publishes

Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.

| Market | Published range | Source |
| --- | --- | --- |
| United States | Managed remote staff run $640 to $2,400 a month full time, with part-time 20-hour arrangements at $350 to $1,300 a month | Wishup, Zedtreeo and VantaStaff cost guides, 2026 |
| United States, pay data | PayScale puts the average US virtual assistant at $19.45 an hour, while premium onshore providers publish specialist support at $79 an hour | PayScale via Wishup; Boldly published rates, 2026 |
| United Kingdom | SmartPA publishes packages from £330 for 10 hours and Virtalent about £28 an hour or £1,680 for 60 hours; most UK agencies are VAT-registered, a 20 percent uplift for non-registered buyers | SmartPA and Virtalent published pricing, 2026 |
| Global | Administrative and marketing tasks are more than 62 percent of virtual assistant workloads, in a human virtual assistant services market worth $6.5 billion in 2026 | Wishup 2026 Industry Report |

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [How we build a plan](https://assistbpo.com/pricing/)

## Event coordination for your industry

- [SaaS & startups](https://assistbpo.com/industries/saas-startups/)
- [Marketing agencies](https://assistbpo.com/industries/marketing-agencies/)
- [Coaches, consultants & creators](https://assistbpo.com/industries/coaches-consultants/)
- [Nonprofits & churches](https://assistbpo.com/industries/nonprofits/)
- [Education & tutoring](https://assistbpo.com/industries/education/)
- [Recruiting & staffing agencies](https://assistbpo.com/industries/recruiting-agencies/)
- [IT & MSPs](https://assistbpo.com/industries/it-msp/)
- [Financial advisors & wealth firms](https://assistbpo.com/industries/financial-advisors/)
- [All industries](https://assistbpo.com/industries/)

## Security and compliance

1. Employed, background-checked assistants under NDA; never freelancers holding your attendee list
2. Registration and attendee data stay in your event platform and CRM, never in a personal spreadsheet
3. Access through your own user accounts with the permissions you set and can revoke
4. Managed devices with MFA and monitored access; no local downloads of delegate lists
5. Ticket payments and card details are handled by your own payment provider, never by an assistant

Full control list on the [security page](https://assistbpo.com/security/) and country rules for calls, texts and email on the [compliance page](https://assistbpo.com/compliance/). Certifications are listed only when held.

## Country rules for this service

AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. [Country rules](https://assistbpo.com/compliance/).

- US: CAN-SPAM identity and unsubscribe on every invitation and reminder; any invitation call made with lawful consent, do-not-call scrubbing and TCPA calling hours
- UK and EU: PECR rules for marketing email and calls with TPS and CTPS screening; delegate data processed under UK GDPR with a written processing agreement
- Canada and Australia: CASL express or implied consent before a commercial invitation; Australian invitations follow the Spam Act and phone invitations are washed against the Do Not Call Register

## Frequently asked questions

### How much does an event coordinator virtual assistant cost?

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For context, 2026 cost guides put managed remote staff at $640 to $2,400 a month full time and part-time 20-hour arrangements at $350 to $1,300 a month, while PayScale lists the average US virtual assistant at $19.45 an hour (Wishup, Zedtreeo, PayScale). AssistBPO prices per named assistant for a block of hours, not per event.

### Do you run in-person events as well as webinars?

We handle the remote half of an in-person event well: venue and supplier coordination by email and phone, delegate lists, badges and materials ordered, travel and accommodation blocks, the run sheet, registration and the follow-up. What an assistant cannot do is be in the room. Most clients pair a remote coordinator with one person on site, and the run sheet keeps both in step.

### Which platforms do you work in?

Registration and email run through the tools you already pay for: HubSpot, Mailchimp, Klaviyo, ActiveCampaign, Calendly, Acuity and your webinar platform of choice. Project tracking sits in Asana, ClickUp, Monday or Notion. The assistant works inside your accounts with permissions you control, and we never buy software in your name or sign you up for anything. If you are still choosing a platform, the assistant can run a short comparison against how you actually run events.

### Who handles the live session?

The assistant is on from the technical check before doors open until the recording is saved: admitting attendees, moderating chat, collecting questions for the host, running polls, posting links and helping anyone who cannot get in. The trained backup is briefed on every event, so a connection problem on one side does not leave your session unattended. You present, and someone else watches the room and the clock.

### How do you get people to actually show up?

A reminder schedule that starts at registration, not the day before: a confirmation with a calendar file, a one-week reminder with the agenda, a one-day reminder and a one-hour reminder with the join link. Speaker and host personal invites to key contacts lift attendance more than any broadcast email. Attendance rate is reported per event so the schedule can be tuned rather than guessed.

### What happens after the event?

Follow-up goes out within 24 hours while the session is still fresh: one email to attendees with the recording, slides and next step, and a different one to no-shows with the recording and an offer to talk. Questions asked in the session are answered individually. Interested attendees are routed to the sales desk, and every contact is logged against the record in your CRM.

### Do event emails have to follow spam rules?

Yes. Invitations and reminders carry your identity and an unsubscribe link under CAN-SPAM in the US and PECR in the UK, and go to Canadian contacts only with CASL express or implied consent and to Australian contacts under the Spam Act. Any phone invitation is made with lawful consent and do-not-call scrubbing, including TPS and CTPS screening in the UK and the Australian Do Not Call Register.

### Can you rescue an event that is already close?

Often, if there is still time to promote. The first step is an honest look at registrations against a realistic target, then the quick wins: fix the registration page, restart the reminder schedule, get personal invitations out from the host and speakers, and set the follow-up up properly so the event pays for itself afterwards. Sometimes the right call is to move the date, and we will say so.

### How quickly can you start?

Discovery to a named proposal is 72 hours. Building the reusable event template and rebuilding one past event takes the first week, so you can see the full cycle before committing a live date. Most clients run their first fully coordinated event in week three or four, depending on how much promotion time the date allows. An event already in the diary can be picked up sooner, starting with the reminder schedule and the follow-up.

Still deciding

A 20-minute call with someone who runs event coordination every day. No sales script, and you keep the notes.

[Book a 20-minute call](https://assistbpo.com/book-a-call/) [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) Next step

## Your desk, staffed. Wherever you are.

Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/).

- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data

---

Source: https://assistbpo.com/services/event-coordination/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt