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Virtual Event Coordinator

Stop Letting Event Details Slip Through the Cracks

  • Reclaim 10–15 hours weekly from vendor and logistics follow-up
  • Keep timelines, budgets, and run-of-show aligned
  • Dedicated remote event coordinator working inside your tools
Free Consultation
Plans & Pricing
4.8/5 avg.
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  • Leader in Managed Virtual Assistant Services
  • 2M+ applicants screened annually
  • 10,000+ companies supported
  • 20+ countries
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10,000+ Active Assistants Powering 10,000+ Companies
Builder
Chord
Harvard
Inexpress
Chicklila
Freedom Farmers
Berkley
Compas
Vivvi
Buena
Doordash
Clearpol
KW

What Wing Assistants Get Done Every Day

Check (1)

Venue confirmed, catering details finalized. No event logistics left uncoordinated.

  • Logged in Asana
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Vendor contracts reviewed, signed, and filed. No agreements left without a confirmed next step.

  • Filed in DocuSign
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Attendee registrations processed, confirmations sent. No inbound inquiries left unanswered.

  • Managed in Eventbrite
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Budget updated, deposits tracked. No invoices left unreconciled before close.

  • Tracked in QuickBooks

Your Virtual Event Coordinator Handles

01
Client & Vendor Communication
  • Respond to vendor emails
  • Schedule planning calls
  • Share timeline updates
02
Event Budget & Contracts
  • Build event budgets
  • Track event expenses
  • Review vendor contracts
03
Venue & Vendor Coordination
  • Research venue options
  • Confirm service details
  • Follow up on vendors
04
Remote Event Execution
  • Distribute run-of-show
  • Coordinate virtual staff
  • Handle day-of changes
05
Event Reporting & Admin
  • Track RSVPs
  • Reconcile event invoices
  • Update event tracker
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How it Works

Be as involved (or uninvolved) as you prefer – our expert recruiters will guide you through every step, ensuring a smooth and seamless experience.
  • Step 1
    Meet us to discuss
    your requirements
  • Step 2
    We shortlist talents
    for your review
  • Step 3
    We interview and
    assess candidates
  • Step 4
    The perfect Wing Assistant joins your team

Measured Results Across Teams

Real companies. Defined ownership. Measurable outcomes.
Quistem 01

Quistem

Needed executive ops owned.

  • 25% CEO time reclaimed
  • 9 workflows offloaded
  • 1,000+ days supported
Read the Case Study
Cybersecurity Startup

Cybersecurity Startup

Needed outbound sales owned.

  • 2,080+ hours delivered
  • 22 sales workflows owned
  • Sales system live (2 wks)
Read the Case Study
Provida Family Medicine

Provida Family Medicine

Needed clinic ops streamlined.

  • 50% faster admin ops
  • 35% fewer billing errors
  • 25% faster claims
Read the Case Study
Idaho Legal Estates

Idaho Legal Estates

Needed intake owned.

  • 100+ hours reclaimed
  • 13+ hours saved weekly
  • 10 workflows fully owned
Read the Case Study
Personal Mentors

My Personal Mentors

Needed revenue stabilized.

  • 30+ deals closed monthly
  • 3,600+ clients supported
  • 48-hr inquiry resolution
Read the Case Study

Delegate Everything but Leadership.

Talk to Our Team
Plans & Pricing

More Virtual Assistant Services

We offer 25+ distinct plans in sales, marketing, customer service, and other operational areas. We also have dedicated industry-focused services such as Real Estate Assistants, Healthcare Virtual Assistants and E-Commerce Virtual Assistants.
Speak to a Wing Expert and find the right fit for your business.
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    Start in one function, then expand coverage as the business grows.
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    Delivers customer support for general queries, complaints and feedbacks

Events Fall Apart Without
Clear Ownership

Your Wing Virtual Event Planner works only with your team and learns your event playbook for vendors, timelines, budgets, and run-of-show.

This isn’t rotating support or generic admin help.
It’s consistent coordination across every planning call, contract, and day-of checklist so nothing slips before launch.

Structured Event Coordination That Scales

Wing’s virtual assistant service for Event Coordinators supports your planning cycle with defined coverage hours, documented workflows, and consistent execution across vendors, timelines, and attendee communication.

Flexible, No-Commitment Monthly Plans

Increase hours during peak event cycles. Scale back between events. No long-term contracts or fixed headcount commitments.

Secure and Controlled Access

Wing is SOC 2–certified. Data is encrypted in transit (SSL 2048-bit) and at rest (AES-256). Access is role-based, authenticated, restricted, and fully logged.

NDAs and Event Controls

Every engagement includes signed NDAs. Your coordinator follows your brand standards, approval workflows, and vendor protocols.

Coverage That Scales With Your Calendar

If event volume increases, you can expand coverage without restarting training or rebuilding workflows. Oversight keeps coordination consistent across planning cycles.

We Meet Challenging Talent Needs and Ensure Ongoing Success

Our resources and systems are designed to deliver tailored solutions that go beyond the basics, empowering your business to thrive.

Benefit from a dedicated Client Success Manager (CSM) who will be your single point of contact for all your needs. Your CSM will ensure smooth onboarding, provide ongoing support, and proactively address any concerns to maximize the value of our services.

We can work with you to analyze your requirements, and can launch new recruitment processes/ roles exclusively tailored to your needs, in your budget.

Your assistant isn't alone. They're supervised by both Wing's Team Captains and Supervisors.

Additionally, you can opt-in to use sophisticated artificial intelligence technology that flags potential issues ahead of time to our supervisory team, who work to proactively resolve issues.

If quality is your goal, Wing remains the best choice in this industry.

We can work with you to analyze your requirements, and can launch new recruitment processes/ roles exclusively tailored to your needs, in your budget.

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Operational Ownership, Powered by the Wing Workspace App

Wing doesn’t just assign an assistant. We run execution through a centralized, human + AI–powered workspace built to keep work moving around the clock.

  • Real-time task visibility and status tracking
  • Documented workflows with built-in oversight
  • Structured handoffs and cross-time-zone continuity
Book a Demo
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Highly Rated by Operations & Leadership Teams

4.5

Google Cicle
123 Reviews on Google

4.7

Capterra N
51 Reviews on Capterra

4.8

Goodfirms N
10 Reviews on Goodfirms

4.8

Clutch N
18 Reviews on Clutch

Hundreds of Stellar Client Reviews

Clutch N
Overall, I have been very pleased with each aspect of hiring my Wing VA. We were looking at a variety of virtual assistant programs; what made us choose Wing was the fact that their talent had specific marketing experience... Working with Wing is seamless. They have a robust platform that makes communicating with our VA incredibly easy. It also helps that they act quickly and are incredibly responsive...
Christine Mulvey
Christine Mulvey
Director of Marketing
charlesgate.com
Google Cicle
I've had the best VA experience so far after multiple tries. The app is easy to use to communicate and create tasks, there's loads of real-person communication, and my assistant was so capable at MANY things. He was so good that every week I found more things I could take off my plate and all for a low fixed price per month. Great value and it's taken a lot of stress off me.
Kelsey Galarza
Kelsey Galarza
Co-founder, Orange Marketing orangemarketing.com
Google Cicle
Amazing service! Excellent customer support and the work done by my assistant Kirti S. from Wing is top notch. I’ve enjoyed the help and the genuine personality and willingness to learn. Also a big call out to Maryann U. my customer success manager. She is fantastic and so full of life.
Chris Mullaly
Chris Mullaly
Founder and Managing Partner spiruscapitalpartners.com
Capterra N
Wing is an innovative software-powered interface to virtual assistants. Wing has provided a software-augmented virtual assistant service that's unique in the field. Just as important as the software platform is the quality of their assistants behind the scene. Their ability to organize and run a process of matching our needs with available talent was successful. Wing is easy to use.
Roy Chua
Roy Chua
Principal AvidThink avidthink.com
Google Cicle
Wing provides exceptional Virtual Assistant services and an accompanying productivity platform. Using Wing has been incredibly beneficial for our business, allowing us to explore some things in far more depth, or scale up some operations more effectively. Some of the benefits far exceed what you might expect from a virtual assistant in terms of capabilities and outside traditional administrative work.
Dylan Schiemann
Dylan Schiemann
Co-Founder &CEO
livingspec.com
1921
What I like best about Wing is the quality and reliability of their virtual assistants. We started with one assistant and were so happy with the experience that we’ve since onboarded additional VAs. I’ve also confidently recommended Wing to colleagues and contacts looking for virtual assistant services. The combination of strong support, trustworthy assistants, and a seamless experience is what sets Wing apart for me.
Marysa C
Marysa C.
Mid-Market (51-1000 emp.)
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Event Coordinator Pricing

Hiring internal event staff adds payroll, benefits, and long-term employment risk. Get dedicated coordination support at a predictable monthly cost, without expanding headcount between events.
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Live Chat

6-9 PM PST weekdays
Full-Time
16% Savings

$1,999/Month

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  • 160 Hours per month
  • Dedicated Virtual Event Coordinator
  • Free replacement
  • Customer Success Manager
  • Ongoing training and oversight
  • Wing Workspace App
  • Aligned to event timelines
  • Shared team access
  • Unlimited secure file storage
Part-Time

$1,299/Month

Book a Demo
  • 80 Hours per month
  • Dedicated Virtual Event Coordinator
  • Free replacement
  • Customer Success Manager
  • Ongoing training and oversight
  • Wing Workspace App
  • Scheduled dispatch coverage
  • Limited internal sharing
  • 10 GB secure storage

Popular Questions

Yes. Your Wing Event Coordinator works only with your team during scheduled hours. They learn your event calendar, vendor list, run-of-show, and approval process so coordination stays consistent from planning through event day.

You’re not retraining someone each cycle or handing details off between contractors.

You set the schedule. Whether you need full-time or part-time virtual assistant event planning services during heavy planning cycles, hours align with your event timeline and vendor deadlines.

Coverage can expand during peak event periods and scale back between events.

Yes. You can collaborate with your Event Planning Assistant from anywhere using the Wing app, Slack, email, or phone. Access remains structured and aligned with your planning tools.
Within scheduled hours, you can assign as many event-related tasks as needed, like vendor follow-ups, contract tracking, RSVP updates, timeline revisions, or budget tracking. There are no per-task limits. We support teams considering whether to hire event coordinator staff during critical milestones when needed, and we operate in your timezone.
Extended coverage is available for multi-day events or global attendees. For companies that prefer event management outsourcing, Wing's dedicated event coordinator can take over the coordination, leaving your internal team to focus on other high-priority tasks. Additional hours can be added without hiring additional internal staff.
Most teams communicate through the Wing app, Slack, email, or a dedicated line. Your coordinator works directly inside your event platforms, calendars, and tracking tools based on approved access.

Wing Event Coordinators are trained in vendor coordination, scheduling, budgeting, and run-of-show management. They operate within structured oversight to maintain consistency and accountability.

Teams evaluating top virtual assistant companies for event support often prioritize stability and process ownership, which is why dedicated coverage matters.

During scheduled hours, new requests and changes are acknowledged quickly so vendor confirmations and timeline updates don’t stall.
Yes. Your coordinator works inside your existing event platforms, CRMs, calendars, and tracking tools using role-based permissions.
If an issue arises, you have access to direct support and escalation. Event coordination continues without you managing staffing disruptions. With financial advisor assistant services, you’re always supported when you need it.
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Berkeley, CA 94704
251 Little Falls Drive,
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