How often are we asked to organize events? If you’ve worked as an EA, you’ll know the answer is far too often for something that isn’t technically in the job description. One minute, we’re managing our executive’s inbox, and the next, we’re expected to pull together a company-wide conference, a leadership retreat, or an offsite team-building event—with little more than a vague email that says, “Can you sort this?”
And let’s be honest—most of the time, there’s no detailed brief, no budget outline, and certainly no appreciation for just how much work goes into delivering a successful event. Yet, because we’re the ultimate problem-solvers, we roll up our sleeves and make it happen.
But here’s the thing: we’re not just organizing an event. Events need to have a return on investment—they need to mean something. Whether it’s a leadership meeting, a training session, or a large-scale conference, the time, budget, and resources invested must deliver real value. A well-planned event can strengthen company culture, enhance engagement, and support strategic business goals. We have an opportunity to take control of the process from the start, ensuring that every event we manage is intentional, impactful, and worth the effort. Events management for Executive Assistants is about more than logistics—it’s about strategic thinking, stakeholder management, and delivering measurable results.
So, in this guide, we’re going to walk through everything you need to know to plan and execute an event like a pro, from that first (and often overlooked) planning meeting to the final post-event wrap-up. We’ll cover:
By the time you’ve finished reading, you’ll have a clear roadmap for managing any event, with insights tailored specifically to events management for Executive Assistants, whether it’s something you actually volunteered for or one of those “You’re amazing at organizing things; can you handle this?” moments that land in our laps far too often.
Sound familiar? Let’s get started on events management for Executive Assistants.
The digital materials provided in this bundle will equip you with the skills and strategies needed to excel in event planning and execution.
Let’s paint the picture. You’re in the middle of managing your executive’s calendar, responding to emails, and handling a dozen other tasks when an email lands in your inbox: “Can you take care of this event?” No details, no budget, no clear expectations—just a vague request that somehow assumes we can read minds. Sound familiar when it comes to events management for Executive Assistants?
This is where we need to take control. We are not just event organizers; we are strategic partners. Simply planning an event without clear objectives or strategic thought doesn’t help anyone, especially the organization. Every event should have a defined purpose, align with company goals, and deliver measurable results. Before we jump into booking venues and sending invites, we need to set the foundation for success by leading the conversation and gathering the right information. That starts with The Initial Planning Meeting.
The initial planning meeting is where we take control and set expectations. Without this, we risk spending hours on work that doesn’t align with business goals or having last-minute changes thrown at us because the vision was never clear from the start. This meeting is our opportunity to get clarity, confirm objectives, and make sure everyone is aligned before we invest time and resources into planning. Events management for Executive Assistants starts here.
This is your opportunity to take control of the event. If you don’t, decisions will be made without you, details will be overlooked, and suddenly you’ll be dealing with unrealistic expectations and last-minute changes. You set the tone here, by gathering the right people, asking the right questions, and ensuring that every aspect of the event is strategically aligned with business goals.
To ensure we get all the details we need, the right people need to be in the room. This typically includes:
Getting these people in the same meeting eliminates back-and-forth emails and conflicting opinions down the line. A brief but structured initial meeting ensures that everyone is aligned, expectations are clear, and potential roadblocks are identified early. Without this step, misunderstandings can lead to last-minute changes, misallocated budgets, or a lack of stakeholder buy-in. This meeting doesn’t need to be long, but it does need to be intentional, setting the tone for a well-organized and strategically driven event.
The initial planning meeting is your chance to take control of the event from the start. Without this step, details will be missed, expectations will be unclear, and you’ll find yourself scrambling to fix problems later. This meeting doesn’t need to be long, but it does need to be structured and intentional. It sets the foundation for a well-executed event by ensuring that all stakeholders are aligned, key objectives are defined, and potential roadblocks are identified early. A successful event isn’t just about logistics—it’s about strategy, impact, and delivering value to the business.
Here’s what we need to cover in the first planning meeting to ensure a smooth process:
1. Defining the Event Purpose
What is the goal of this event?
Who is the target audience?
What impact should the event have?
2. Why an Event?
Is an event the best way to achieve this goal?
Would another format (like a webinar or meeting) be more effective?
Is this event a one-time initiative or part of a larger strategy?
3. Event Outcomes and Objectives
What are the key success indicators?
What does ROI look like? (This could be financial, engagement-driven, or qualitative)
4. Who Will Be Involved?
Who is responsible for what?
What role does each stakeholder play?
Will external vendors or consultants be involved?
5. Available Resources
What internal teams and resources can we use?
Do we need external agencies or freelancers?
How much of our time will be allocated to this project?
6. Event Budget
What’s the allocated budget?
Are there non-negotiables (e.g., speaker fees, venue costs)?
Is there any flexibility?
7. Key Timelines
When does this need to be delivered?
Are there milestone deadlines we need to hit?
What are the potential bottlenecks or risks?
By covering these points, we ensure that everyone is aligned, expectations are managed, and we don’t find ourselves chasing approvals or making last-minute changes weeks down the line. Events management for Executive Assistants requires taking charge early, setting boundaries, and ensuring every event is planned with purpose.
Next up, we’ll look at how you can establish the event scope, from defining the audience to selecting the right format and venue.
Once we’ve set expectations in the initial planning meeting, the next step is to define the event scope. This is where we make critical decisions that shape the overall experience, who the event is for, what format it will take, where and when it will happen, and how we ensure it runs smoothly. Getting this right from the start prevents misalignment, budget overruns, and last-minute scrambling. Events management for Executive Assistants is all about precision, and this stage ensures we have a clear, structured approach.
If we skip or rush through this phase, we risk planning an event that doesn’t meet stakeholder expectations or, worse, fails to engage the intended audience. Establishing the event scope is really important to make sure the event delivers real value to attendees and the business.
Here’s what we need to consider at this stage:
Defining your audience is one of the most critical steps in event planning. Who is attending will dictate nearly every other aspect of the event, from the format and content to the venue and catering. Understanding the expectations, needs, and preferences of your attendees ensures that the event is engaging, relevant, and worth their time.
This step also helps avoid misalignment, an executive leadership retreat will look very different from a company-wide town hall or an external networking event. The more information we gather at this stage, the easier it will be to make informed decisions moving forward.
Choosing the right event format is a crucial decision that impacts everything from audience engagement to logistics. The format needs to align with the event’s purpose, audience expectations, and available resources. A poorly chosen format can lead to disengagement, logistical headaches, and an event that doesn’t deliver the intended impact.
For Executive Assistants, this stage is especially important because we often have to manage multiple aspects of an event while balancing other responsibilities. The more thought we put into this decision now, the smoother the planning and execution will be later.
Picking the right date and time for an event might seem like a straightforward task, but it can make or break attendance and engagement. A poorly chosen date can lead to low turnout, scheduling conflicts, or even logistical challenges that could have been avoided with proper planning.
As Executive Assistants, we know that our executives’ schedules are already packed, and the same goes for many of the attendees we’re inviting. That’s why it’s essential to consider business priorities, industry events, and even time zones (for virtual or hybrid events) before locking in a date. Taking the time to assess potential conflicts now will save us from last-minute rescheduling chaos later.
The venue sets the stage, literally, for your event. It impacts the overall experience, logistics, and even the perception of the event’s success. A poorly chosen venue can cause issues with accessibility, comfort, and engagement, while the right venue can elevate an event and make it seamless for attendees.
We’ll dive into venue selection later, but at this stage, it’s essential to start considering key factors to avoid scrambling for a suitable location down the line. Understanding what’s available within your budget, what aligns with your event objectives, and what logistical challenges might arise will help ensure a smooth planning process.
This stage might feel like one where you can gather information as you go, but in reality, getting as much detail upfront as possible will save you a ton of time (and headaches) later. It’s particularly important for Executive Assistants because event planning isn’t our full-time job—we’re balancing this alongside critical tasks and projects. The more clarity we establish now, the fewer surprises and last-minute changes we’ll have to deal with down the line.
By thoroughly defining the event scope, we ensure a structured, efficient planning process that aligns with business goals and attendee expectations. Next, we’ll move on to managing logistics and operations to bring the event to life.
This stage is where Events Management for Executive Assistants truly becomes a skill that sets us apart. We’re not just managing logistics, we’re running the entire operation. This means anticipating every possible challenge, coordinating multiple moving parts, and ensuring that everything is ready before anyone even thinks to ask for it.
As EAs, we don’t have the luxury of making event planning our sole focus. We’re juggling this alongside diary management, travel planning, team coordination, and a hundred other priorities. That’s why logistics and operations need to be watertight. If we don’t get ahead of potential issues, we’ll be the ones running around at the last minute fixing problems instead of delivering a seamless event.
This is where the difference between a well-planned event and a chaotic disaster is made. A guest list that’s not properly tracked? A catering order that doesn’t account for dietary requirements? A speaker’s microphone cutting out mid-presentation? These are the things that could have been avoided with the right planning and structure, and this is exactly where Events Management for Executive Assistants makes all the difference.
Let’s break it down into key focus areas so we can make sure nothing is left to chance.
By this stage, you’ve already scoped out potential venues, but now it’s time to get into the details. A venue might look great on paper, but that doesn’t mean it’s the right fit for your event. Events Management for Executive Assistants is about looking beyond the glossy brochure and asking the right questions to ensure the space works logistically, practically, and professionally.
This is also the stage where EAs can make a huge impact. While other team members might focus on high-level decisions, we scan think through how the event will actually function on the day. Will attendees move easily through the space? Is there a quiet area for VIPs or speakers? What happens if the catering runs late or if the AV system fails?
Here are 10 key things to consider when scoping out a venue:
Extra Tip: Take the time to physically visit the venue before signing any contracts. Photos and virtual tours don’t always tell the full story. Walking through the space in person gives you a real sense of the flow, potential issues, and overall atmosphere.
Catering is one of the most talked-about aspects of any event, for better or worse. It’s one of those elements that people remember, and as Executive Assistants, we need to make sure it’s a positive memory. A great menu can elevate an event, while poor food choices (or long waiting times) can leave attendees frustrated.
Beyond just choosing the dishes, Events Management for Executive Assistants means thinking about:
If catering is a key part of the experience, request a tasting session before confirming the menu. This ensures quality and presentation meet your expectations.
By taking control of venue and catering logistics, Events Management for Executive Assistants ensures a seamless, stress-free experience, not just for attendees, but for ourselves as the people behind the scenes making it all happen.
Technology is one of those things that nobody notices when it works perfectly, but everyone remembers when it fails. A microphone cutting out mid-speech, slides that won’t load, or a dodgy internet connection can quickly derail an otherwise well-planned event. This is why Events Management for Executive Assistants isn’t just about booking an AV setup, it’s about testing, preparing backup solutions, and ensuring everything runs smoothly from start to finish.
Whether your event is in-person, virtual, or hybrid, technology plays a critical role. As Executive Assistants, we’re often the ones ensuring that speakers, attendees, and vendors have the right setup and support.
Don’t Assume You Can Handle It All Yourself
Depending on the type of event you’re organizing, you might think, or everyone might assume, that because you look after the meeting tech in your office, you can do the same in an event setting. And let’s be honest, if you had all the time in the world, you probably could!
But if you’re managing the entire event logistics, AV and tech should be something you either outsource or ensure that someone at the venue is dedicated to handling. The last thing you want is to be troubleshooting sound issues while also dealing with a catering delay, a speaker running late, and last-minute attendee requests.
Get this confirmed upfront. Depending on the venue, you may need to pay extra for a dedicated AV/tech manager who is available at all times during the event. If this isn’t included as part of your venue package, it’s worth the investment to have someone who can jump in immediately if something goes wrong.
By now, the venue should be confirmed, and you should know what built-in tech is available. But don’t assume that just because a venue says they have AV equipment, it’s going to work perfectly on the day.
Ensure you do a full tech run-through the day before or early on event day. Events Management for Executive Assistants is all about prevention over crisis management.
Virtual and hybrid events add another layer of complexity when it comes to tech. It’s not just about what’s happening in the room, it’s also about ensuring that online attendees have a seamless experience.
What to Check for Virtual & Hybrid Events
Again, run a full tech test with presenters 48 hours before the event. Ensure they know how to share screens, mute/unmute, and manage their presentation flow. Events Management for Executive Assistants is about avoiding last-minute panics.
No matter how well you prepare, something can always go wrong. The difference between a stressful event and a seamless one is having backup solutions ready to go.
What Backups Should Be in Place?
And our final tip – Have a tech emergency plan in place. Events Management for Executive Assistants is about being ready for the unexpected—because when things go wrong, everyone will look to you to fix it.
As Executive Assistants, we don’t just plan one type of event, we handle a huge variety, each with its own logistical challenges. A team-building off-site is entirely different from an executive retreat, which is different from a large-scale company conference. That’s why Events Management for Executive Assistants is about understanding the event’s purpose first, so we can tailor our planning approach accordingly.
In this section, we’ll break down the most common types of events EAs tend to organize and how to plan them logistically.
These events are typically for senior leadership teams and focus on strategy, decision-making, and alignment. They often take place outside of the office in a relaxed, distraction-free setting. Our role as EAs? To make sure everything runs seamlessly so executives can focus on big-picture discussions. Key Considerations:
Scout the venue beforehand. Nothing throws an executive event off course like unexpected disruptions, poor service, or inadequate meeting space.
These events are meant to strengthen relationships, boost morale, and foster collaboration. Whether it’s an outdoor adventure, a problem-solving workshop, or a wellness retreat, the logistics matter just as much as the activities themselves. You should think about:
And lastly, don’t underestimate team dynamics! Make sure activities cater to all comfort levels, nothing kills morale faster than forcing people into awkward or uncomfortable situations.
These are high-stakes events where everything must run like clockwork. Mistakes in logistics here can directly impact senior leaders and key stakeholders. Events Management for Executive Assistants in this setting is all about precision, confidentiality, and ensuring seamless execution. Key Considerations:
Remember to confirm all last-minute changes directly with executives before finalizing logistics. Board members and investors have demanding schedules, last-minute adjustments are almost inevitable.
Large internal events require meticulous coordination because they involve multiple departments and stakeholders. The key here? Creating a structured plan so everything—from speaker schedules to attendee flow—runs without a hitch. Ensure:
When it comes to these types of events it is important to work with your internal comms teams to ensure the messaging is clear and impactful. Large-scale events often have company-wide implications, so alignment on key messages is essential.
For larger, externally facing conferences, EAs often work with external vendors, sponsors, and speakers, making the logistics even more complex. These events are about positioning the company well in the industry, so planning needs to be airtight. Key Considerations:
Company parties, milestone celebrations, and holiday events are often seen as the “fun” events, but that doesn’t mean they’re easy to plan! Events Management for Executive Assistants in these cases means handling everything from budget constraints to unexpected guest list changes. Key considerations:
And our last tip! Get buy-in on the budget early, social events can quickly become expensive, so set expectations from the start.
Now that we’ve covered the logistics and event planning process, it’s time to talk about a critical part of Events Management for Executive Assistants,working with external vendors and handling contracts. This is where things can get tricky, and where having a sharp eye for detail can save you from unexpected surprises, hidden costs, and last-minute disasters.
Let’s face facts, contracts, vendor negotiations, and legal terms aren’t the most exciting parts of event planning, but they are some of the most important. Getting these right means avoiding unnecessary costs, ensuring smooth event execution, and keeping your executive (and your organization) protected.
This section will walk through how to manage venue contracts, catering, speakers, entertainment, and security, ensuring you have everything locked in and working in your favor.
When booking a venue, one of the most common pricing structures you’ll come across is the Day Delegate Rate (DDR). This is a per-person package that venues offer for meetings, conferences, and events, covering key elements such as room hire, catering, and AV equipment. As Executive Assistants managing events, understanding DDRs ensures you’re getting the best value for your budget.
DDRs can be a great value if they align with your event’s needs, but they’re not always the best option. If your event has minimal catering needs or requires custom AV setups, you might save money by negotiating a bespoke package instead.
When comparing venue pricing, don’t assume the DDR is always the best deal. Instead, break it down against your actual event requirements to see if it makes financial sense.
Key Questions to Ask:
It’s really important that you negotiate flexibility. If your numbers might change, ask if you can adjust the final headcount closer to the event date without penalties. Events Management for Executive Assistants is about securing the best deal while keeping options open.
Some venues offer DDR pricing, while others work on a minimum spend basis, meaning you commit to spending a certain amount on food, beverage, and services. Which one is better depends on the event:
Final Tip: Do the math. Compare DDR costs against a minimum spend option, and don’t be afraid to negotiate additional perks (like free parking or upgraded catering) to get the best deal.
Once you’ve selected a venue, you’ll likely be handed a contract to sign, and this is where Events Management for Executive Assistants becomes a game of attention to detail. Venue contracts can be long, filled with small print and extra fees, and if you don’t review them properly, you could find yourself dealing with unexpected costs or inflexible policies.
What to Check in a Venue Contract:
Never sign a contract without reading it in full. If anything is unclear, ask questions or request changes before committing. Events Management for Executive Assistants is about ensuring contracts work for you, not just the venue.
If your event involves food and beverages, catering is one of the biggest vendor relationships you’ll manage. And while it might seem straightforward, there’s a lot that can go wrong—incorrect menu choices, not enough food, long wait times, or a caterer who doesn’t accommodate dietary restrictions.
How to Manage Catering & Hospitality Contracts:
Always check what’s included in the catering contract. Some vendors charge extra for things like linens, cutlery, and service staff, so ensure you’re getting the full picture upfront.
If your event includes guest speakers, keynote presentations, or entertainment, you’ll be responsible for managing contracts, logistics, and speaker expectations. Unlike internal team meetings, external speakers expect a clear contract, professional coordination, and specific technical requirements to be met.
Key Details to Lock in for Speakers & Entertainment:
And one extra tip – If your speaker is traveling from out of town, book their flights and hotel early, and confirm who is covering costs (your company or the speaker’s agency). Events Management for Executive Assistants means thinking ahead so speakers don’t run into logistical issues that could delay your event.
Depending on the size of your event, security and compliance could be a major factor. While smaller team meetings might not require it, larger company events, conferences, and executive off-sites demand proper security planning.
Security & Compliance Considerations:
Now that we’ve handled vendors and contracts, it’s time to move on to Step 5: Timeline & Project Management—how to keep everything on track leading up to event day.
Now that we’ve covered contracts, logistics, and all the moving parts, it’s time to pull it all together with a solid timeline and project plan. This step is what keeps everything from falling apart—because let’s face it, without a timeline, your beautifully planned event can unravel pretty quickly. In Events Management for Executive Assistants, this is where we show our true value: by keeping every task organized, every stakeholder aligned, and every deadline in check.
As Executive Assistants, we’re already juggling a lot, so staying on top of your event timeline isn’t just helpful, it’s really essential. We don’t get to hit pause on the rest of our job just because we’re planning an event. That’s why having a clear project plan is one of the most powerful tools in Events Management for Executive Assistants.
The goal is to map out everything from initial planning to post-event follow-up, and to give yourself a structure you can stick to even when things get busy (because they will). This isn’t just about putting a date in the diary and hoping it all falls into place—it’s about creating a week-by-week roadmap that gives you clarity and control.
In Events Management for Executive Assistants, we don’t have the luxury of focusing solely on event planning—we’re still supporting our executives, managing projects, and handling the day-to-day. That’s why this timeline becomes a working document that keeps you grounded, organized, and one step ahead at all times.
Whether your event is two weeks away or six months out, here’s how we approach it:
In Events Management for Executive Assistants, your timeline becomes your safety net. It keeps you one step ahead and gives you the confidence to say, “Yes, we’re on track.”
You don’t need fancy tools, but you do need a system that actually works for you in real-time—especially when you’re juggling event prep, diary management, and all the other requests coming your way. In Events Management for Executive Assistants, the right tool isn’t necessarily the most high-tech—it’s the one you’ll use consistently and that lets you communicate effectively with your executive and your team.
Depending on your work style, the complexity of the event, and how your executive likes to be updated, you might use:
Asana or Trello – Great for visual task tracking and team collaboration.
Excel or Google Sheets – Perfect for a simple, editable checklist or Gantt chart.
ClickUp or Notion – More advanced if you’re managing a large team or multiple events.
In Events Management for Executive Assistants, the best tool is the one you actually use. Don’t overcomplicate it. Keep your plan visible, easy to update, and easy to share with anyone who needs to stay in the loop.
Let’s be real, no event goes 100% according to plan. That’s why building contingency planning into your project timeline is part of being a proactive EA. You can have the best-laid plans, the most detailed spreadsheets, and a watertight timeline, but something always shifts. A supplier might not show up. A speaker might get stuck in traffic. Or maybe your executive decides to change a session last-minute.
In Events Management for Executive Assistants, contingency planning is a necessity. It’s how we build confidence into our process and how we make sure we can adapt without spiraling into chaos. By anticipating the “what ifs,” we take control of uncertainty and turn it into something manageable.
Here’s what we always include:
In Events Management for Executive Assistants, thinking two steps ahead is part of how we lead. It’s not about being pessimistic; it’s about being prepared.
You’ve done the prep. The contracts are signed. The AV is tested. The guest list is confirmed. Now it’s event day, and everything becomes real. For many Executive Assistants, this is where we shift from behind-the-scenes planner to front-of-house problem solver. This is the moment when Events Management for Executive Assistants becomes all about execution.
The success of the event often hinges on what happens in these few hours. You’re the person everyone looks to, attendees, vendors, your executive, because you hold the entire plan in your head. And while you can’t control every variable, you can absolutely set yourself up for a calm, confident delivery.
This part of Events Management for Executive Assistants often requires a mindset shift. We’re used to being behind the scenes, quietly making things happen, but on event day, you need to be visible, vocal, and ready to lead in the moment. Step outside your comfort zone. Speak up, delegate, and make decisions quickly. You’ve earned the right to take control, because you know this event better than anyone else.
In this stage, being present, responsive, and three steps ahead will carry you through. You have permission to own the room, because this is where you can really shine.
The best way to reduce stress on the day of the event is to have everything triple-checked before the first guest arrives. It might feel repetitive, but trust me, walking through every single detail one last time makes all the difference.
Start with a final venue walkthrough. Check every room, test the lighting, ensure signage is in place, and confirm that nothing has been missed. It’s also a chance to make sure the room layout reflects the plan, seating, stage, registration, catering stations, and breakout spaces.
Next, confirm all vendor arrivals and deliveries. Is the AV technician on-site? Has catering begun setup? Are welcome packs where they need to be? Tick off your list in real-time so nothing is left to chance.
Lastly, test every piece of technology again. Just because it worked yesterday doesn’t mean it’s perfect now. Run through slides, check microphones, and make sure Wi-Fi is stable.
Your registration area is the first real touchpoint guests will have with the event, so it’s worth getting this right. This is your moment to represent yourself and the event, you’re setting the tone for the entire experience. Be warm, welcoming, and confident. Smile, greet people by name when you can, and make sure your desk feels calm and organized.
It’s also important to remember that your attention will likely be needed elsewhere throughout the day. You might be pulled into AV issues, speaker coordination, or a quick executive check-in, so don’t try to do everything alone. Ask for help. Bring in someone you trust to assist on the desk and make sure they understand the ethos of the event. They don’t need to know every detail, but they should be professional, friendly, and reliable.
Ensure the registration desk is staffed, check-in sheets or devices are working, and that everyone on the front desk knows who to contact for questions. This level of preparation is key to making a strong first impression and letting attendees know they’re in good hands.
Welcome packs and name badges should be clearly labeled and easy to access. This is not the time to be rummaging through a box trying to find someone’s badge. Organize them alphabetically or by category (VIPs, speakers, staff).
Be prepared for last-minute attendees or unexpected changes. Have a few blank name badges and printed programs ready to go. If you’re assigning seating, make sure this has been double-checked. And if anyone looks confused, direct them with confidence. You know this event better than anyone.
Once the event is underway, your role shifts into full support mode. You’re monitoring timing, keeping vendors on track, and solving problems before they become noticeable. You might be checking in with your executive, guiding speakers, or grabbing extra materials at a moment’s notice.
Be visible but not intrusive. Stakeholders should know where to find you if something goes wrong, but you also want to keep things flowing without drawing attention to behind-the-scenes hiccups.
Have a copy of the full run sheet on you, digitally and in print. Note any live changes as they happen. If a session runs over or a speaker cancels, update everyone who needs to know in real-time. This is where your ability to stay composed makes a massive difference.
And finally, keep your energy steady. You set the tone. If you’re calm, others will follow. In Events Management for Executive Assistants, event day is where we shine not just for what we do, but how we carry ourselves while doing it.
You did it. The event is over, the guests have gone home, and the adrenaline is wearing off. But before you put your feet up or jump straight back into your day-to-day work, there’s one more important phase of Events Management for Executive Assistants to complete: the post-event wrap-up.
This step often gets overlooked, but it’s where the real learning happens. It’s also where you demonstrate professionalism and attention to detail. All too often, the event is considered a success, everyone moves on, and the opportunity to evaluate outcomes is lost. But in Events Management for Executive Assistants, we know better. We know it’s crucial to understand the return on investment: where did we add value, what changed as a result of the event, and what happens next?
Wrapping up properly ensures that the event’s impact lasts longer than the closing remarks. It helps you understand whether the event met its objectives and gives you clarity on how to build on that success going forward. It’s also what sets you up for even more success the next time around.
Let’s start with feedback. Gathering feedback from attendees, stakeholders, speakers, and vendors gives you insight into what worked and what could be improved. In Events Management for Executive Assistants, this is where you become the connector again, bringing together everyone’s experience into one cohesive view.
Send out your post-event survey within 24-48 hours while the experience is still fresh. Keep it short and purposeful. Ask about logistics, communication, content, and overall satisfaction. Don’t just rely on scores—look at the comments. That’s where the gold is.
If it was a small internal event, consider arranging a short debrief with your executive or team to discuss what could be done differently next time.
And if you’re sending out a feedback survey, here are a few helpful questions you might include:
Once the event is done, it’s time to go through the budget with a fine-tooth comb. Compare actual costs against projected ones and flag any discrepancies. Identify any unexpected charges or cost-saving wins.
In Events Management for Executive Assistants, keeping financial records clear and accurate not only shows accountability but helps with planning future events. It also gives your executive confidence in your ability to manage end-to-end logistics.
Create a final budget summary that you can refer back to. This doesn’t have to be a formal report unless requested, but it should be organized and clear.
Here are a few things to look out for when identifying discrepancies:
Every event has a purpose, whether it’s building morale, sharing company updates, celebrating achievements, or connecting with clients. Now is the time to ask: did we achieve what we set out to do?
Pull together insights from the feedback, conversations on the day, attendance figures, engagement levels, and post-event sentiment. In Events Management for Executive Assistants, this kind of thoughtful analysis can turn a good event into a great one the next time around.
If appropriate, compile a short post-event report or summary slide for your executive, highlighting the event’s objectives, outcomes, and any notable wins or challenges.
Send thank-you notes to your speakers, sponsors, vendors, and key stakeholders. It might seem like a small detail, but it’s a reflection of your professionalism and appreciation, and it’s good for future relationships.
If materials were promised post-event (slides, recordings, summaries), make sure they’re sent promptly. Share a quick follow-up with attendees thanking them for coming and linking to any relevant resources. Even a short message keeps the connection going.
Wrapping up well is just as important as planning well. In Events Management for Executive Assistants, we don’t just tick boxes, the events we organise can help build experiences and relationships. This final step reinforces your credibility, strengthens your process, and ensures the next event is even better.
You’ve completed the full journey of Events Management for Executive Assistants, from initial brief to final debrief. Now take a breath, celebrate what you pulled off, and know you’ve done something meaningful.
If this process has shown you how important and complex event planning can be as part of your role, you’re not alone. As Executive Assistants, we’re constantly balancing multiple responsibilities, and events are just one piece of the puzzle. But when done well, they showcase our ability to lead, manage budgets, coordinate teams, and deliver high-impact experiences.
If you’re ready to build even more confidence in your core EA skills—including event management, calendar planning, communication, and project coordination, our Assistant Essentials Online Course is a great next step. It’s designed to help you master the foundational skills that every modern Assistant needs, including how to plan and manage successful events. You’ll gain tools, templates, and techniques that you can start applying immediately, and you’ll join a community of Assistants who are leveling up their careers with intention and support.
Share this article:
Join 30,000+ Assistants receiving our carefully crafted weekly newsletter packed with valuable tips, tricks, and insights tailored specifically for Assistants like you.
