Kyup Project - Case Study - Virtual360

Case Study

End-to-End Admin Support For
Australia's Premier Violence Prevention & Empowerment Program

Learn how Virtual360’s Executive Virtual Specialists made room for focus and growth behind the workshops combating violence against women.

Client Overview

Client Name: KYUP! Project
Industry: Not-for-profit, youth empowerment, violence prevention
Founder: Mel Thomas
Location: Sydney, Australia

The KYUP! Project exists to break the cycle of violence, starting early. Through powerful self-worth and self-defence workshops, KYUP! reaches girls and women in schools, councils, and communities across Australia.

At the heart of it all is Mel Thomas—founder, survivor, martial artist, and speaker—who turned her personal story into a national movement. But as the demand for her work grew, so did the pressure behind the scenes

“V360 is an incredible force to be reckoned with, and I feel very, very grateful to have you in my life.”

Client's Challenge

Mel was doing it all. Answering workshop inquiries. Booking venues and flights. Ordering breakboards. Coordinating instructors from Queensland to regional NSW. Managing community partnerships. Planning fundraising events. And still showing up on the mat, in front of students, to teach.

She wasn’t just leading KYUP! She was running every part of it.

By the end of 2021, it was clear that something had to give. Mel needed support, not just with the administrative work, but with the full picture. Someone needed to step in, understand the mission, and carry the load alongside her.

Our Solution

From the beginning, we worked as an extension of Mel, not just assistants, but a true operations partner behind the scenes.

Here’s how we supported KYUP!:

Everyday Support That Freed Her to Lead

Managed Mel’s inbox and calendar, screening inquiries and organising her schedule
Coordinated flights, hotels, car rentals, and travel logistics across
the country
Took over back-and-forth communications with schools, councils,
and instructors
Followed through on post-event reports, feedback surveys, and thank-you messages

Workshops That Ran Smoothly, Wherever They Were

Secured venues, checked availability, booked instructors in-region
Liaised with suppliers to order and deliver materials (like breakboards) to remote towns
Scheduled workshop sessions even when Mel wasn’t physically there
Sent pre- and post-workshop comms, handled last-minute changes, and kept everything running

A Fundraising Gala That Made Headlines

In 2023, KYUP! hosted its first major Art Gala — an ambitious leap for the organization. Ten Archibald artists donated their work. It was a beautiful night that raised over $150,000 to fund future workshops.

Behind the scenes, we handled:

Invitations, RSVPs, guest list, and payment tracking
Venue coordination and dietary requirements
Stakeholders, artists, guest communications, and table bookings
Pre- and post-event comms, logistics, and the little details that make a night unforgettable

Ongoing Partnership

Today, V360 remains present alongside Mel and KYUP! —helping with workshop cycles, stakeholder communications, events,
and everything in between.

We continue to be flexible no matter the circumstances. Through shifts in funding, jumps in peak season, or any other unforeseen events, we stay grounded in the fact that KYUP! continues to change lives, and we are always here for it.

Customer Journey Touchpoints

Awareness: We support outreach to schools, councils, and Indigenous community groups
Consideration: We respond to inquiries, answer logistics questions, and help shape proposals.
Conversion: We coordinate venues, instructors, and all moving parts that turn a yes into a real event
Retention: We gather feedback, send reports, nurture partner relationships, and help secure future funding.

Results & Impact

40+ Workshops Delivered Annually

Up from just a handful per season—reaching more schools, councils, and regional communities

$150,000+ Raised from 2023 Art Gala

Funded upcoming workshops in under-resourced schools across 2024–2025

15+ Hours/Week Reclaimed for Leadership

Mel delegated inboxes, bookings, logistics, and follow-ups—freeing her to focus on advocacy and partnerships.

One Streamlined, End-to-End Workflow

Every moving part—from venue bookings to post-workshop reports—now runs through a single, coordinated system.

What “V360” meant for KYUP!

No more juggling freelancers or micro-managing logistics
End-to-end support, from the first email to the final
feedback form
Calm, coordinated execution during busy seasons
A partner who cared as much about the mission as the metrics

As the KYUP! Project continues to become a pillar for empowering women of all ages across Australia, growth is always in the foreseeable future, and V360 is here to foster it — So Mel can continue to fill others’ cups without emptying hers.

Why V360?

We’re not a Virtual Assistant agency. We’re a Business Productivity Partner.

At V360, the “360” stands for an all-rounder, whole-picture support. We look at what’s holding your mission back, then work across admin, marketing, sales, comms, logistics, and systems to fix it.For KYUP!, this meant one trusted team managing all the moving parts so Mel could focus on being a leader of empowerment.

Customer Journey Touchpoints

Awareness: We support outreach to schools, councils, and Indigenous community groups
Consideration: We respond to inquiries, answer logistics questions, and help shape proposals.
Conversion: We coordinate venues, instructors, and all moving parts that turn a yes into a real event
Retention: We gather feedback, send reports, nurture partner relationships, and help secure future funding.

Why V360?

We’re not a Virtual Assistant agency. We’re a Business Productivity Partner.

At V360, the “360” stands for an all-rounder, whole-picture support. We look at what’s holding your mission back, then work across admin, marketing, sales, comms, logistics, and systems to fix it.For KYUP!, this meant one trusted team managing all the moving parts so Mel could focus on being a leader of empowerment.

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