Events

A free catering invoice template for Word and Google Docs. See what to include, how to write line items for weddings, corporate events and drop-off orders, how a service charge differs from a gratuity, how sales tax can apply to catering, and when to send each invoice, with targets to copy.

A free photography invoice template for Word and Google Docs, built for working photographers. See what to include, how to show a retainer and usage rights, how sales tax can differ by state, and when to send each invoice, with a filled-in sample and targets to copy.

Gmail delegate access lets your virtual assistant read, send and delete email in your account without your password. Follow the steps for Gmail, Outlook and Google Calendar, see how to handle tools with no delegate option, and copy an access checklist that also covers removing access later.

How to get clients for an event planning business: start with past clients, then build venue and vendor referrals, reviews and portfolio, listing platforms and professional groups. See a referral partner tracker you can copy and how to stop leads going cold between the first inquiry and the booked consult.

An event planning business proposal should show your scope, what is not included, a planning timeline, your fee and the client's estimated event budget. Copy our free client proposal template, learn how to present flat, percentage and hourly fees, and use a five-step process to send every proposal within 48 hours of the consult.

Running a mobile bartending business gets harder once every weekend is booked. See what to hand off first (inquiries and quotes, contracts and deposits, permits and insurance paperwork, bartender scheduling, invoices and reviews), what to keep, a mobile bar event checklist you can copy and suggested targets for each step.

How to run a photo booth business profitably comes down to the admin behind every booking: fast quotes, contracts and deposits before the date is held, design and venue details locked in early, and gallery delivery and review requests after the event. Get a booking checklist to copy, suggested targets, and what a virtual assistant can take off your plate.

A catering business proposal turns a good tasting into a signed booking. This guide covers what to include, a free template you can copy, how to show per-guest and package pricing without surprise fees, suggested response times, and how a virtual assistant can draft and follow up on proposals so they go out within 48 hours.

Client onboarding for event vendors covers everything between a client saying yes and your first planning call: the contract, the deposit, the questionnaire and the welcome email. This guide gives you a copyable client onboarding checklist, a follow-up schedule that gets contracts signed faster, questionnaire questions by trade and the steps a virtual assistant can run for you.

Should your event business outsource to a BPO or bring in a dedicated virtual assistant? This guide compares how each one works, where each fits, and why custom, detail-heavy event work usually needs a VA who works inside your tools and processes. Plus: when a BPO does make sense, and whether AI will replace BPO.

Most event businesses run on memory, and it breaks the day someone is out in peak season. This guide to business process documentation gives event businesses a seven-step method, a fill-in template with an event example, eight processes to document first, and where a virtual assistant fits.

A vague virtual assistant job description attracts the wrong applicants and sets the right ones up to fail. This guide shows events business owners what to include, with a core outline, two fill-in templates, the practical terms, screening questions, and when to hand the hiring off.

Weddings stall when a call is not made or an email is not sent. This guide shows professional planners how to run a wedding from first consultation to final payment by managing five conversations: the couple, vendors, guest data, money, and your team, plus which ones to hand off.

A good event coordinator job description names the duties, the event types, the schedule, and what can be done remotely. This guide gives small event businesses a copy-ready event coordinator job description template, event coordinator duties and responsibilities by phase and by event type, the qualifications and working conditions to state, and a duty-by-duty look at what can go remote.

A project board is only as useful as its last update. This guide to event project management software covers how events differ from ordinary projects, the four types of tools event teams use, the features that matter when the date cannot move, how to set up one board per event, and who should keep it current so it never goes stale.

The quoted rate is rarely the full outsource customer service cost. A rental company owner's offshore agency quoted a monthly salary, then sent a $6,000 bill he never remembered approving. This guide compares the four ways to outsource customer service, the hidden fees to watch for, and how to calculate your ROI before you sign.

Leads slipping through the cracks? Proposals waiting on you? Here's how to build a sales pipeline for your event business in seven steps, from getting every inquiry into one place to tracking the five numbers that show what's working. Real examples from event venues, caterers, and rental companies.

An ops hire once wrote "juice" on an event plan and nothing else, no pickup, no cooling, no serving plan. That's the gap between a general assistant and an event specialist. This guide covers the 4 signs you need one, where most owners go wrong hiring one, how to vet with a paid trial, and how to onboard them so they run without you.

An AV production company owner working 60-hour weeks after 33 years in the business isn't a staffing problem, it's four specific operational breaks: a leaky sales-to-ops handoff, crew booking that lives in one person's head, double-booked weekends, and small recurring revenue that gets dropped. This guide covers all four and the three-phase system that fixes them in order.

Wedding DJ services look like a performance business from the outside, but a growing DJ business runs on contracts, invoices, and CRM upkeep as much as it runs on music. This guide covers what builds up behind the scenes and how DJ Will Gill grew his business 57% after handing that admin work to a trained virtual assistant.