Why Event Planning Is Often Dumped on EAs — And How to Make It Easier

It starts with a casual conversation that’s a vague mention of an event somewhere in the near (or was it distant?) future. You know, the conversation: Hey, we need to do something special for the product launch next quarter. Can you look into some venues?”

And, just like that, you’ve graduated from managing complex calendars and high-level stakeholders to being a part-time event coordinator. We look at why event planning is often dumped on EAs. 

In the complex corporate world, event planning can often be left to people who it might not necessarily be in their job description, but who can make it a huge part of their workday. If you’re one of the ones who is a master of logistics and knows hte ins and outs of the stakeholders, you might be the person with the reputation to get things done – and that could include major events.

But just because you can do it, doesn’t mean you should have to spend your evenings chasing catering quotes. Here is why this “task creep” happens and how you can reclaim your time without compromising the event.

The “Competence Trap”: Why it lands on your desk

Executives often view event planning as “high-level admin.” They see the finished product, the champagne, the lighting, the smooth speeches, and assume it was just a series of bookings. They don’t see the 40-email thread about floor plans or the three-hour hunt for a venue with a loading dock suitable for a media wall.

Congratulations, if this sounds like you, you might have fallen victim to the Competence Trap. Your great work ethic and “can do” attitude means that you’re competent enough to pull off a great event.

How to shift from “Stressed Coordinator” to “Strategic Lead”

The goal isn’t necessarily to get out of doing the event; it’s to change how you do it. Here is how to make the process easier on your sanity.

1. Define the “Non-Negotiables” Immediately

Before you open a single browser tab, get the “Big Three” in writing from your executive:

• The Hard Ceiling: Not a “rough budget,” but the absolute maximum spend.
• The Core Purpose: Is this to impress the press, reward the staff, or close a deal?
• The Decision Maker: Who has the final “Yes”?

Having these three answers saves you from the “I’ll know it when I see it” feedback loop that wastes hours of your time.

2. Stop Sourcing, Start Partnering

The most time-consuming part of event planning is the “Discovery Phase”, contacting six venues to see if they are free, only to find out four are booked and two don’t have the right AV.

The Fix: This is exactly why Venue Crew exists. Instead of you doing the legwork, you give your brief to us. We act as a free extension of your desk. We know the live availability, we know which venues are “EA-friendly,” and we aggregate the best options into one neat proposal for you to show your boss. You take the credit; we do the searching.

3. Use the “One-Point-of-Contact” Rule

When an event is dumped on you, your inbox usually explodes with separate threads for the florist, the caterer, the AV tech, and the venue manager.

The Fix: Whenever possible, choose a venue that offers an ecosystem of trusted suppliers. By working with a Venue Crew-recommended space, you often gain access to an in-house coordinator who manages those moving parts for you. One email, one invoice, zero headaches.

4. The “Site Visit” Shortcut

As an EA, your day is already scheduled to the minute. You don’t have time to spend half a day driving across town for a site visit that might be a bust.

The Fix: Ask for 3D walkthroughs or video tours first. At Venue Crew, we provide high-level insights into a space’s “flow” before you ever leave your office. We help you filter the “no-gos” so that when you do go on-site, it’s only for the top contender.

The Bottom Line

Event planning shouldn’t be a secondary job that you do off the side of your desk. By leveraging the right partnerships, you can move from being the person who handles logistics to the person who oversees success.

If you’ve just had an event landed on your desk for 2026, don’t start a spreadsheet. Start a conversation with Venue Crew. We’ll find the venue, vet the suppliers, and make sure you look like a legend at the wrap-party…. Without the overtime.