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So, you promised someone or yourself that you’d throw the best party ever. You’ve already imagined the entertainment, the cake, the music, and all the laughter from family and friends. But then, reality hits: How much will all this cost?! Where do you even start with event budgeting?
If you’re feeling overwhelmed, relax—you’re not alone. Planning an event, whether it’s a birthday party, graduation celebration, or just a small get-together, can feel like a huge task, especially when you’re trying to keep things affordable.
Kenyan events are all about the vibe, the food, and the memories. But without a plan, things can quickly spiral out of control. That’s why you need event budgeting. And don’t worry, it’s not about restricting your fun; it’s about making sure you don’t run out of cash before the party even starts.
So, if you’re reading this and thinking, “I’m not a math person,” or “I’ve never planned anything like this before,” don’t worry. This guide is for someone just like you. By the time you finish reading this, you’ll feel confident, prepared, and ready to tackle your event like a pro.
Key Components of an Event Budget
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Before we can get into event budgeting, let’s break down the key components that will affect your pocket. These big-ticket items will determine how much you spend—and how much you save. Here’s what you need to know:
Venue
The venue is where your event comes to life, and it’s one of the first things to consider in your event budgeting. Are you hosting at home, in your backyard, or renting a small garden space? The type and location matter.
Obviously, hosting at home is usually cheaper (free if you don’t mind the cleanup), but if you need extra space, you might consider a small garden or hall. Don’t forget to check the amenities—does it have chairs, tables, a washroom, or a sound system?
Some places include these in the rental fee, while others will have you running around looking for them. Also, think about how long you’ll need the venue. Some places charge by the hour, so you must plan wisely.
Decor
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Decor is what turns a plain space into a party zone. But you don’t need to go overboard. Start by deciding how much decor you really need. Are you going for a full-blown theme with balloons, flowers, and table settings, or just a few touches here and there?
The quantity and the vendors you choose will affect your budget. For instance, buying decor items from Kamukunji or Eastleigh can save you some coins compared to high-end shops. And if you’re feeling creative, DIY decor can be fun and budget-friendly.
Catering
Food and drinks are the heart of any Kenyan event. When it comes to catering, you have two main options: self-cooking or hiring a caterer. Self-cooking is cheaper but requires time and effort—you might have to call in your friends and family to help in the kitchen.
On the other hand, hiring a caterer is more convenient but can be pricey. Either way, you’ll need to estimate the quantity of food and drinks based on your guest list.
Pro tip: Always have a little extra because, here, unexpected guests are pretty much guaranteed.
Entertainment
No event is complete without entertainment. And luckily, you have options. Free entertainment could be as simple as creating a playlist (or getting a YouTube Mix) and blasting it through speakers.
But if you want to go all out, you can rent things like a bounce house, inflatable pool, or even hire a face painter for the kids. These rentals can add up, so decide what’s worth it for your event. Remember, the goal is to keep everyone happy without emptying your wallet.
Understanding these key components means you’re already ahead in your event budgeting journey. The trick is to balance what you want with what you can afford. Now, let’s get into the actual budgeting!
9 Steps of Event Budgeting in Kenya
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1. Acknowledge Expenses, Revenue & Cash Flow
First things first, you need to know where your money is coming from and where it’s going. Think of it like this: if you’re planning a birthday party, you might have some savings aside, or maybe family members are contributing. That’s your revenue.
On the other hand, you’ve got expenses like food, decor, and entertainment. Write down all the money you expect to come in and all the things you need to pay for. This will give you a better picture of your cash flow and help you avoid surprises later.
2. List Your Event Requirements
Next, make a list of everything you need for your event. You’re just writing a shopping list before heading to the market. Start with the basics: venue, food, drinks, decor, and entertainment. Then, add the smaller details like plates, cups, and even trash bags.
Always include things like fuel costs if you need to move items or people. Listing everything out ensures you don’t forget anything important and helps you stay organised.
3. Create an Event Budget Sheet/List
Now that you know what you need, it’s time to create an event budget sheet. This is where you put pen to paper (or fingers to keyboard) and write down how much you plan to spend on each item.
You can use a simple notebook, an Excel sheet, or even a budgeting app. The key is to have everything in one place so you can track your spending. This step is crucial because it prevents overspending and helps you stay on track.
4. Estimate Event Expenses and Allocate Funds in Different Categories
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Once you have the list, start estimating the cost of each item. For example, if you’re buying food, estimate the cost per person and multiply it by the number of guests. You can also break down the ingredients, estimate the quantity based on the guests, and find the cost.
Do the same for decor, entertainment, and other categories. Then, allocate your funds accordingly. If you realise you’re running out of money in one category, you can adjust by cutting back on something else. This step is all about making smart choices.
5. Create Some Budget-Saves for Emergency
Life happens, and sometimes things don’t go as planned. Maybe the cake costs more than you expected, or you need to add extra chairs at the last minute. That’s why it’s smart to have a kitu kidogo fund tucked away in your event budgeting.
That’s your ‘just in case.’ A good idea is to save about 10-15% of your total budget for these unexpected expenses. This way, you won’t be caught off guard, and you can handle any surprises without panicking.
6. Track and Adjust the Budget as Necessary
Event budgeting isn’t a one-time thing; it’s an ongoing process. As you start spending, keep track of every shilling. Did you spend less on decor than you planned? Great! Maybe you can use that extra money to upgrade the food or add a fun activity.
On the other hand, if you’re overspending in one area, you might need to cut back somewhere else. Use a notebook, an app, or even a simple spreadsheet to track your expenses. This way, you’ll always know where your money is going and can make adjustments as needed.
7. Prioritize Expenditures
Not everything in your event budget is equally important. Some things are must-haves, while others are nice-to-haves. For example, food and drinks are at the top of your list, while fancy decor is lower.
When you’re planning, decide what’s most important to you and allocate your funds accordingly. If you’re running low on cash, focus on the essentials first. After all, your guests will remember the good vibes and fantastic food more than the color of the tablecloths.
8. Get Multiple Quotes
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Never settle for the first price you hear; always get multiple quotes. Compare prices from different vendors and see who offers the best value for your money. Sometimes, you might find that one vendor is charging way more than another for the same thing. Getting multiple quotes is a simple way to stay within your event budgeting goals.
9. Ask for Feedback
Finally, don’t be afraid to ask for help or feedback. Talk to friends or family members who’ve planned similar events. They might have tips on where to find affordable vendors or how to cut costs without sacrificing quality. You can also ask for feedback on your budget to make sure you haven’t missed anything.
Final Thoughts: Planning Within Your Means
And there you have it—your ultimate beginner’s guide to budgeting for a small, personal event in Kenya! These steps will help you stay organised, save money, and avoid last-minute stress.
Remember, event budgeting is about making smart choices so you can enjoy your event without worrying about the costs. By starting with a clear plan, tracking your expenses, and staying flexible, you’ll be able to create a memorable event that everyone will talk about for weeks.
