How a Virtual Assistant can Support Your Business with Event Management

For a small business owner, attending a professional event isn’t just about the education or insights they can gain—it’s about the opportunities it creates. Networking, exhibiting, and connecting with prospects at a relevant event can significantly grow your business by building relationships and increasing visibility within your industry.

But what does planning to attend an event really entail?

Planning for an Event

The tasks start as soon as you decide to participate:

• Allocating a budget

• Deciding how and where to exhibit

• Creating a plan for key messages and “hero” products or services

• For larger events, researching and employing a stand builder

Beyond these initial steps, marketing must be carefully managed to ensure your message reaches the right audience before, during, and after the event.

Keep in mind: while events are highly beneficial, attending one amplifies your workload rather than simplifies it.

How a Virtual Assistant Can Help

A Virtual Assistant (VA) with event experience can be an invaluable asset, helping you stay organised and focused on your goals rather than being buried in logistics.

Pre-Event Support

A VA can handle research and coordination, such as:

• Comparing options for logistics, hotels, transport, and stand builders

• Managing contracts, health & safety forms, risk assessments, and event conditions

• Uploading company profiles, logos, and attendee details to event portals

They can also help with marketing, including:

• Organising sponsorship opportunities

• Inviting key customers to visit your stand

• Scheduling social media posts

• Coordinating design of collateral like banners, brochures, flyers, and branded giveaways

During the Event

Even while remote, a VA can support on the day by:

• Ensuring background tasks are running smoothly and acting as a runner when needed

• Reminding attendees to record videos or collect content for social media

• Capturing leads efficiently and tracking engagement

Post-Event Follow-Up

After the event, your VA can continue to add value by:

• Following up with attendees and initial invitation lists

• Entering leads into your CRM system

• Preparing reports on the event’s success and overall engagement

• Assisting with timely follow-up to nurture leads

The Benefit of VA Support

With a Virtual Assistant handling these tasks, business owners can focus on the most important aspects of attending an event: building relationships, representing their brand, and growing visibility.

If you’re planning to attend an event in 2026, consider contacting Willow Desk for reliable, thorough support to ensure your participation is smooth, productive, and stress-free.