top of page
Search

Virtual Assistant for Event Planners vs. In-House Staff

Man in blue shirt smiling while using a laptop in a cozy, modern office. Text overlay reads "Virtual Assistant for Event Planners vs. In-House Staff."

Event planning is a balancing act. You are juggling vendor contracts, client expectations, and tight deadlines all at once. Eventually, every successful planner reaches a breaking point where they simply cannot do it all alone. You need help. But what kind of help is best for your business?


Should you hire a traditional employee to sit in the office with you? Or should you look for a virtual assistant for event planners who works remotely? There is no single right answer. It depends on your budget, your workload, and how you like to communicate. This guide breaks down the pros and cons of both options so you can make a smart decision for your growing business.


The Traditional Route: In-House Staff

Hiring an in-house employee means adding a permanent team member to your payroll. They come to your office (or work set hours) and are exclusively dedicated to your company.


The Benefits of In-House Staff

Having someone physically present offers distinct advantages. Collaboration is often faster. If you need to brainstorm a theme for a gala, you can just turn your chair around and talk. In-house staff also tend to be more immersed in your company culture.


They see the day-to-day operations and often feel a stronger sense of ownership over the company's success. For events requiring on-site management, having a staff member who knows the drill is invaluable.


The Challenges

The biggest hurdle is cost. An in-house employee is expensive. You aren't just paying a salary; you are also responsible for payroll taxes, health insurance, paid time off, and equipment like laptops and desks.


There is also less flexibility. If your business has a slow season, you still have to pay that fixed salary.


Best For: Larger agencies with a steady stream of events requiring constant, hands-on collaboration.


The Modern Alternative: Virtual Assistants

A Virtual Assistant (VA) is a remote worker who handles specific tasks. They are usually independent contractors, not employees.


The Benefits of a Virtual Assistant for Event Planners

The primary advantage here is cost and flexibility. With a VA, you usually pay a flat monthly fee. You do not pay for benefits, office space, or equipment. VAs are also highly scalable. Additionally, you can hire VAs for specific expertise. You might hire one VA just to handle your social media and another to manage vendor invoices.


The Challenges

Communication can be a hurdle. Since you aren't in the same room, you must rely on tools like Slack, Zoom, or email. If your VA is in a different time zone, you might not get an immediate answer to a burning question.


Best For: Freelance planners or small agencies needing help with administrative tasks, marketing, or research without the overhead of a full-time hire.


Key Comparison Factors

To help you decide, let’s look at how these two options compare in four critical areas.


A golden balance scale against a green background weighs stacks of coins on one side and various currency symbols on the other.

Cost


In-House: High fixed cost. Includes salary, benefits, taxes, and office overhead.

Virtual Assistant: Variable cost. You pay a flat monthly fee




Business person with multiple arms meditates, juggling tasks like holding coffee, laptop, and calendar on a teal background. Calm focus.

Flexibility


In-House: Low flexibility. You are committed to a set schedule and salary regardless of workload.

Virtual Assistant: High flexibility. You can scale hours up or down based on your event calendar.



A man in a suit stands with a lightbulb above his head, surrounded by books, graphs, and gears, suggesting creativity and analysis.

Expertise


In-House: You generally hire a "generalist" who can wear many hats. Training them takes time and money.

Virtual Assistant: You can hire a "specialist." If you need someone who already knows HoneyBook or Canva perfectly, you can find a VA who needs zero training.


Two abstract humanoid figures face each other on a teal background, connected by colorful geometric molecules, creating a contemplative mood.

Communication


In-House: Face-to-face. Immediate feedback and easier relationship building.

Virtual Assistant: Digital-first. Requires clear instructions and scheduled check-ins.



Practical Examples: Which Fits You?


Scenario A: You run a boutique wedding planning firm. You are drowning in emails and venue research, but your income fluctuates seasonally.


The Choice: Virtual Assistant. You can hire a VA for 10 hours a week to handle the inbox and research, keeping your costs low while freeing up your time.


Scenario B:You run a corporate event agency managing 50+ large conferences a year. You need someone to travel to venues, manage junior staff, and meet clients in person daily.


The Choice: In-House Staff. The role requires physical presence and a deep understanding of your brand's voice and operations.


How to Make Your Decision

If you are ready to expand, start by auditing your time. Write down every task you do for one week. Highlight the tasks that are repetitive, time-consuming, and do not require your personal touch.


  • If these tasks are mostly digital (invoicing, social media, research), a Virtual Assistant is likely your best starting point.

  • If these tasks involve physical logistics, client meetings, and on-site supervision, you may need In-House Staff.


Growing your team is exciting. Whether you choose the flexibility of a virtual assistant or the stability of an in-house employee, getting help is the first step toward scaling your event business successfully.



 
 
bottom of page