You’ve done this before, right? Planned a few backyard shindigs, called up your friends and family, and pulled off something decent. But this time, you’re thinking, “What if I just hired an event planner? Would it make things easier, or would it just be extra stress and money?”
Many people in Kenya, have been in this exact situation because planning an event, no matter how simple, can be stressful. And while you’ve managed before, this time you’re thinking, you just want to enjoy your event without running around like a headless chicken. That’s where an event planner comes in.
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These are the pros—someone who knows how to turn your vision into reality without you losing your cool. Now, I know what you’re thinking: “But how much will this cost me? And how do I even find reliable event planners near me?”
Don’t worry, we’ll get into all of that. By the end of this article, you’ll know exactly what to expect when working with an event planner. Let’s break it down—simple and straightforward, just like your event should be.
What Does an Event Planner Do?
If you’re thinking of hiring an event planner, you’re probably wondering, “What exactly will they do for me?” Let’s break it down, duty by duty, so you know exactly what you’re paying for and whether it’s worth it.
Budgeting and Financial Management
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First things first, money matters. An event planner will help you create a budget that works for your event. They’ll sit down with you, ask about your vision, and then break it down into costs—venue, food, decor, entertainment, and all that jazz.
They’ll also help you stick to that budget, so you don’t end up overspending on things you don’t really need. Most event planners include budgeting in their initial pricing because, let’s be honest, it’s the backbone of any event.
Venue Hunting and Booking
Finding the perfect venue can be a headache. Do you want a garden for your wedding? A hall for the graduation party? An event planner will scout locations, compare prices, and even visit the venues to make sure they’re up to standard.
This is usually included in their package, but if you’re looking for something super specific or high-end, some event organizers near me might charge extra for additional site visits or consultations.
Vendor Management and Coordination
Caterers, decorators, DJs, photographers—oh my! An event planner will take care of finding and managing all these vendors for you. They’ll get quotes, compare services, and make sure everyone is on the same page. This is a big part of their job, so it’s usually included in the initial cost.
On-the-Day Event Coordination
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On the big day, your event planner will be the one running the show. They’ll make sure everything is set up on time, the vendors are doing their jobs, and the event runs smoothly.
This is almost always included in their package because it’s their bread and butter. They’ll handle any last-minute hiccups so you don’t have to sweat the small stuff.
Post-Event Follow-Up and Feedback
After the party’s over, your event planner will follow up with you to see how everything went. They’ll ask for feedback, review what worked and what didn’t, and even help you settle any final payments with vendors. It’s a nice way to wrap things up and make sure you’re happy with how everything turned out.
Keeping You in the Loop
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Your event planner will be your go-to person throughout the planning process. They’ll keep you updated, answer your questions, and make sure you’re comfortable with every decision. This is 100% included in their job because, well, they’re working for you! They’ll build a relationship with you, so you feel confident and relaxed knowing your event is in good hands.
Fixing Last-Minute Drama
Things don’t always go as planned. Maybe the caterer cancels last minute, or it rains on your garden wedding day. An event planner will come up with solutions on the spot, so you don’t have to panic.
What Doesn’t an Event Planner Do?
Before you get too excited, let’s talk about what event planners don’t do. Yes, even the best event planners in Kenya have their limits. Knowing this will help you set realistic expectations and avoid any last-minute surprises. Let’s break it down.
Making Decisions for You
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An event planner is there to guide you, not to make all the decisions for you. If you’re unsure about the color scheme, the menu, or the music, they’ll give you options, but the final call is yours. This might feel like extra work, but it’s actually a good thing. It means your event will truly reflect your style and personality.
Covering Costs
An event planner will help you manage your budget, but they won’t pay for anything out of their own pocket. They’ll advise you on where to cut costs, but they won’t foot the bill. Their fee does not include paying the vendors or any other costs.
This is important to know because some people assume event organizers will handle payments upfront. You’ll need to have your finances sorted before they can work their magic.
Handling Personal Tasks
Need someone to pick up your dry cleaning or buy groceries for the party? That’s not your event planner’s job. Their focus is on the event itself—not your personal errands. They’ll handle vendor coordination and logistics, but they won’t run around doing your personal chores. Keep in mind, they’re professionals, not your personal assistant.
Managing Unpredictable Factors
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Rain on your garden wedding? Power outage during the party? An event planner will have backup plans, but they can’t control the weather or other unpredictable factors. They’ll do their best to minimize the impact, but some things are just out of their hands.
This is why it’s good to have realistic expectations. Your event planner will handle what they can, but Mother Nature and Kenya Power? That’s a whole different story.
Creating Unlimited Resources
If your budget is tight, don’t expect your event planner to magically stretch it to cover everything. They’ll help you prioritize and make the most of what you have, but they can’t create resources out of thin air.
Communication is key – be upfront about your budget, and they’ll work within it. But don’t expect them to turn a backyard party into a five-star gala if the funds aren’t there.
Managing Family Drama
Got family members who can’t agree on anything? Or friends who keep changing their RSVPs? Your event planner can help with logistics, but they’re not there to mediate family drama or handle guest list issues. That’s your territory. This might feel like a lot, but it’s better to handle these personal matters yourself.
Providing Unlimited Services
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Some people think hiring an event planner means they’ll be available 24/7. Nope! They have other clients and a life outside of your event. They’ll dedicate time to your project, but they won’t be at your beck and call every second of the day. That is why it’s important to respect their time and communicate clearly. Most event planners near me are flexible, but they’re not miracle workers.
So, Is Hiring an Event Planner Worth It?
At the end of the day, hiring an event planner is all about making your life easier when you are not ready to handle the work.
So, if you’re on the fence, just consider the cost, and your peace of mind when handling the planning. If the latter wins, then finding the right event planner is the way to go.
