Questions to Ask Before Hiring an Event Vendor in Kenya

Whether you're planning a wedding in Karen, a conference in Westlands or a family celebration upcountry, your vendors can make or break the day. Caterers, decorators, photographers, sound engineers and tent hire companies all play their part, and one weak link can unsettle everything else.

The best protection is asking the right questions before you sign. Here are ten worth putting to every vendor, along with what to listen for in their answers.

1. Have you handled events like mine?

Experience with similar events matters. Ask how many events of your type and size they've done, and where. A vendor used to small birthdays may struggle with a 400-guest wedding.

Listen for practical knowledge: how they deal with traffic on the way to the venue, what they do if the power goes off, and whether they understand the customs and expectations of your kind of event.

2. Can I have a detailed, written quote?

A clear quote lists every cost in Kenya shillings and explains what's included. Check for:

• Transport, especially for venues outside town
• Setup and takedown
• Staff overtime if the event runs late
• Backup equipment
• VAT and other charges

Be wary of a vendor who avoids putting a quote in writing, or whose total keeps growing after the first conversation.

3. What are your payment terms?

Ask how much deposit they need, when the balance is due and which payment methods they accept, such as M-Pesa or bank transfer. Pay in a way that leaves a record, and keep every receipt.

4. Do you have insurance?

For larger events, ask whether the vendor has public liability cover and insurance for their equipment. If something is damaged or someone is hurt, you want to know who is responsible. Some venues require vendors to show proof of cover before they can set up.

5. What happens if something goes wrong?

Ask about their backup plans: a replacement if a key staff member falls ill, spare equipment if something breaks, a generator if the power goes off. A good vendor will have thought about this before you ask.

6. Who will actually be at my event?

The person who sells you the service isn't always the one who turns up. Ask who will be in charge on the day, how many staff they'll bring, and how you can reach that person.

7. Can I see recent work and speak to past clients?

Ask for photos or videos from recent events, not just their best work from years ago. If possible, speak to one or two recent clients about timekeeping, communication and whether the result matched the promise.

8. Have you worked at my venue before?

A vendor who knows the venue will already understand its access, power points, kitchen and setup times. If they haven't, arrange a joint site visit.

Some venues are set up for you to bring your own team. Mageuzi Hub in Hurlingham, for example, lists outside caterers and kitchen access, with an event space for 80 standing, so your caterer will need to plan around its kitchen and timings.

Others provide much of the service themselves. The Last Village Lodge in Athi River lists in-house catering, a PA system, a projector in its conference room, and decor allowed. In that case, check what you still need to bring in and how outside vendors fit with the venue's own staff.

9. What's your cancellation and refund policy?

Plans change. Ask what happens if you need to postpone or cancel, how much notice you must give and how much of your deposit you'd get back. Ask too what happens if the vendor cancels on you.

10. Can we put everything in a contract?

A written contract protects both sides. It should state the date, times, venue, services, number of staff, total cost, payment schedule and cancellation terms. Read it carefully before you sign, and don't rely on promises made only by phone or message.

Red flags to watch for

• Reluctance to give a written quote or contract
• Pressure to pay the full amount up front
• Vague answers about who will turn up on the day
• No recent work to show
• Slow or patchy replies during planning, which rarely improve on the day

Before you sign

Good vendors welcome questions; they want the event to go well too. Take your time, compare at least two or three options for each service, and get everything in writing.

Once your venue is booked, share its rules on suppliers, setup times and access with each vendor. If you're still looking for a venue, browse conference venues or wedding venues and contact them directly.