Whether you are hosting a wedding in Naivasha, a corporate dinner in Westlands or a family get-together in Meru, most events succeed or fail on the same handful of decisions. This checklist puts them in the order that saves you money and stress.
12 or more weeks before: set the foundations
- Write down the purpose of the event in one sentence. "Celebrate Mum's 60th with close family" leads to very different choices from "a garden party for 200".
- Fix a realistic guest count. It drives the venue, catering, tents, chairs, transport and almost every quote you will receive.
- Set your total budget and a contingency of 10 to 15 percent. Agree who is contributing and how much before you start booking.
- Choose two or three possible dates. Popular months fill up quickly, so flexibility helps you secure the venue and service providers you want.
- Shortlist venues and visit them at the same time of day as your event. Check parking, power, toilets, rain cover and access for older guests.
8 to 12 weeks before: book the big items
- Request quotes for the services that are hardest to replace: venue, catering, tents and décor, sound and photography.
- Compare quotes like for like. Ask each service provider exactly what is included, what the deposit is and what happens if plans change.
- Put every booking in writing. A short written agreement listing the service, date, times, price and payment schedule prevents most disputes.
- Pay deposits only against an agreement, and keep a record of every payment.
4 to 8 weeks before: guests and details
- Send invitations or a simple event webpage with the date, venue, dress code and RSVP.
- Confirm the menu, décor plan and running order with each service provider.
- Arrange transport, security and parking if you expect many guests.
- Check whether your venue or county requires any permission for amplified music or a large public gathering, and ask your venue or sound provider what they normally arrange.
1 to 3 weeks before: confirm everything
- Share a final guest number with your caterer and seating plan with the venue.
- Send every service provider a run sheet: arrival times, contacts, set-up and breakdown times.
- Agree who on your team handles which supplier on the day, so you are not answering calls during the speeches.
- Prepare the balance payments that fall due on or before the event.
On the day and after
- Arrive early to walk the venue with your coordinator.
- Keep a short contact list of every service provider in your phone.
- After the event, settle outstanding balances as agreed, thank your service providers and leave honest reviews. Good reviews help other organisers, and they help good service providers win more work.
Keep it all in one place
The hardest part of planning is keeping track of everything at once. On Papohapo, an event plan holds your tasks, budget, quote requests, agreements, payments and guest list together, so nothing lives only in a WhatsApp thread.
Start your event plan
Create a free event plan and the checklist above becomes tasks you can tick off.