Visionary Events: Strategic Planning & Flawless Execution
Simplify Your Event Planning. Elevate Your Impact.
At Philly Virtual Assistants LLC, we understand the challenges of orchestrating a successful event. That's why we offer expert event coordination and management services specifically for authors, coaches, consultants, and nonprofit organizations.We specialize in producing high-impact virtual, in-person, and hybrid events, taking care of all the complex logistics so you can confidently present a polished and professional experience.
No pressure — just a 15-minute conversation to explore your needs.
What We Do
Tired of event stress?
Philly Virtual Assistants LLC is your solution for expert event planning and coordination. We specialize in providing comprehensive event support for authors, coaches, consultants, and nonprofit organizations.Our services cover the full spectrum of events: from virtual workshops and webinars to in-person conferences and fundraising galas, and everything in between with hybrid event solutions.We meticulously manage all event logistics, including speaker onboarding, vendor management, technical rehearsals, and on-site event day management.Our goal is simple: to eliminate your logistical headaches, allowing you to deliver a professional, high-impact event that leaves a lasting impression.
No pressure — just a 15-minute conversation to explore your needs.
Trusted Event Support for Visionary Professionals
We help speakers, coaches, and nonprofits deliver seamless events — without the stress of logistics. Whether you're hosting or attending a virtual summit or an in-person conference, Philly Virtual Assistants LLC, brings the polish and calm behind the scenes.
(15 minutes to discuss your event and how we can help)
Your Message Deserves a Seamless Stage
We help thought leaders and changemakers bring their vision to life — with trusted event coordination that takes care of the behind-the-scenes, so you can focus on delivering impact.
Event Support Packages
At Philly Virtual Assistants LLC, we've designed our event support packages to meet the diverse needs of authors, coaches, consultants, and nonprofits, ensuring seamless logistics and polished execution for every event type.Whether you're hosting a small workshop or a large-scale conference, we have a solution to help you show up prepared and make a high impact.
Package 1:
Essential Event Launchpad
Ideal for: Speakers, solo presenters, small workshops, or virtual meetups.Perfect for those who need reliable, hands-on support for the event day itself and crucial pre-event preparation.
Pre-Event Tech Check & Platform Familiarization:
One (1) dedicated 60-minute tech rehearsal with speaker(s) to confirm audio, video, lighting, and platform functionality (Zoom, Google Meet, etc.).
Review of presentation slides/materials for optimal display.
Assistance with virtual background setup (if applicable).
Run-of-Show Planning & Document Creation:
Development of a detailed, minute-by-minute run-of-show document.
Creation of a comprehensive speaker checklist and preparation guide.
Event Day Coordination (Virtual or In-Person):
Dedicated virtual or on-site presence for up to 4 hours on event day.
Greeting and onboarding attendees (virtual waiting room management, in-person check-in support).
Managing Q&A sessions (collecting questions, relaying to speaker).
Monitoring chat/comments and addressing basic technical issues.
Timekeeping and speaker transitions.
Basic troubleshooting for technical glitches.
For in-person: basic vendor liaison (e.g., confirming mic setup, sound levels).
Pricing: Starting at $650 (for up to 4 hours of event day coordination)
Package 2 :
Signature Event Flow
Ideal for: Authors, coaches, consultants, or nonprofits hosting mid-sized events such as book launches, coaching summits, small conferences, or fundraising receptions.This package provides comprehensive support in the weeks leading up to the event, ensuring seamless execution.
Everything in Essential Event Launchpad, PLUS:
Pre-Event Planning & Logistics (2-3 Weeks Out):
Up to three (3) 60-minute planning calls to finalize event details, goals, and logistics.
Dedicated email coordination with speakers and key stakeholders.
Vendor follow-up and communication (e.g., caterers, A/V, venue, platform providers).
Assistance with creating simple event timelines and task lists.
Management of speaker bios, headshots, and presentation collection.
Registration Management Support:
Assistance with setting up and monitoring event registration platforms (e.g., Eventbrite, Zoom Webinars registration, basic CRM integration).
Monitoring attendee registrations and providing regular updates.
Enhanced Event Day Coordination:
Dedicated virtual or on-site presence for up to 8 hours on event day.
Proactive management of all elements of the run-of-show.
Coordination of breakout rooms (virtual) or session transitions (in-person).
Managing polls, surveys, and interactive elements.
Liaison with all vendors and venue staff (in-person).
Pricing: Starting at $1,800 (for up to 8 hours of event day coordination, plus 2-3 weeks of pre-event support)
Package 3 :
Premier Event Orchestration
Ideal for: Organizations, larger nonprofits, or individuals hosting complex events like multi-day conferences, multi-speaker panels, fundraising galas, or awards ceremonies.This package offers end-to-end management, allowing you to delegate with confidence.
Everything in Signature Event Flow, PLUS:
Comprehensive Event Strategy & Design (4-8 Weeks Out):
Initial in-depth consultation to define event objectives, target audience, and desired outcomes.
Assistance with budget development and tracking.
Venue research and recommendations (for in-person/hybrid).
Technology platform recommendations and setup guidance (for virtual/hybrid).
Detailed custom timeline and comprehensive logistics plan.
Team, Vendor, and Exhibitor Management:
Coordination and communication with all event team members.
Contract review assistance for key vendors.
Full vendor management, including scheduling, confirmations, and day-of oversight.
Exhibitor/sponsor liaison and support (e.g., booth setup, lead retrieval guidance).
Pre-Event Communication & Marketing Support (Coordination Role):
Drafting event communication templates (e.g., attendee welcome, speaker reminders).
Coordination with your marketing team on event promotion timelines and content delivery.
Extensive Event Day Leadership:
Dedicated virtual or on-site presence for up to 12 hours per event day (multi-day events priced per day).
Lead coordinator managing all operational aspects, problem-solving, and crisis management.
On-site staff management (if applicable, e.g., volunteers, additional assistants).
Post-event debrief and feedback collection.