What’s event planning? It’s a guided process to help you achieve your objectives for an event.
Knowing how to plan an event involves having excellent data and a professional team to help you pull it off.
By mastering the event planning process you’ll know how things come together, how to source and order event elements plus how to always get the best out of each process.
To get you started, here’s our essential guide on how to plan an event. But first…
Who are we?
Lucidity Africa Events is an event planning, decor and event rentals company based in Nairobi. Meaning we’ve got what it takes to help you develop the big idea (theme) around your event and execute it.
This will likely involve decor installations, tents, tables, chairs and other assorted accessories to achieve theme.
Second, there’s Lucidity Artisanals Shop our online marketplace for Kenya handmade decor.
There are TONS of unique Afro-inspired designs that you’ll enjoy, now and in future, so be on the lookout.
How to plan an event: A Step by step guide to our event planning process
- If you have an event and want to pick our brains or simply get on with it, talk to us directly on (+254721771185) or email; [email protected]
- You can also browse through our website, blog and social media pages (@lucidityafrica) on Facebook, Instagram, Twitter, LinkedIn and Pinterest. You’ll get a feel of who we are, our style preferences and whether we’re a good fit for your plans.
- If you’re convinced we’re a match, then email your wish list to [email protected] and we’ll get back to you. We’re open Monday to Friday from 9 am – 5 pm so you can also visit us. Though you don’t need to slog in traffic while we could easily take calls, Whatsapp, or get on video.
- Sometimes you may not be sure what you need. No sweat, there’s always a way out. We’ll only need answers to the following questions:
- What do you need from Lucidity Africa Events?
- What type of event is it? Corporate event, wedding or private party
- What’s your objective(s)?
- Do you have a vision board? (Not necessarily)
- When will it take place?
- Where will it take place? If there is no specific venue, we can create a list of 5 preferred venues and select.
- How many guests do you expect?
- What’s the theme and preferred table layout?
Create a plan
These details will give us a pretty good idea of the big picture.
Another thing, feel free to ask anything. Because at this point, we’ll be on a brainstorming streak, so anything goes.
If you have time to spare, we can do; mock setups, test various table layouts, decor accessories, props, color palettes and floor plans.
In case you don’t have a vision board, checklist or event layout plan, this is the best time to work on them.
Here’s a guide on event table layout ideas to get you fired up.
Once there’s a visible plan to work with, it’s time to crunch the numbers.
You can ease the process by capping a figure to guide us.
This will also help us decide on the furniture, decor accessories, tents and decor to book for you.
We’ll then send you a quotation for approval, followed by a pro forma invoice with a requirement for a 20% deposit.
The deposit is a commitment allowing us to lock down your booking.
The final payment will be due seven days to the event.
This is also the period where we sign contracts and exchange critical details like delivery and collection times, key contacts and security information.
Before the event
If you have any questions during this period or specific changes/amends with your order, we’ll be happy to attend to you.
Get in touch with us, and we’ll work things out for you, easy peasy.
Just in case your event runs through the night or you have intricate details that need special handling, there’ll be a contact for that too!
On the event date
Our team will arrive at the agreed time and immediately set about laying out, arranging and decorating the space according to the approved event layout plan.
The Lucidity team will only leave once you give the all-clear after reviewing and counter-checking all details with them.
Something else, there’ll be a delivery note to confirm that yes indeed, everything’s in order, as seen or promised at the initial meetings.
You’ll also reconfirm the set down day and time plus the critical contact from your side.
After the event
The Lucidity team will arrive at the agreed time and clear away items while referring to the delivery note.
You’ll also reconfirm the same before they leave.
Later, you can share feedback on your experience with us.
For some events, especially corporate ones, the clients expect a closeout report complete with photos.
That, in a nutshell, is how our event planning process works.
There’s, of course, a lot more behind the scenes and within our processes that you’ll come to understand by working with us.
We welcome you and promise to make your Lucidity experience wholesome and enjoyable.
Frequently asked questions
1. What is event planning?
Event planning is the series of tasks involved in executing an event from beginning to end.
An event could be a wedding, conference, cocktail party or baby shower.
This process involves sourcing venues, site visits, creating vision boards, checklists and budgets amongst others.
2. What are the five stages of event planning?
The first step is researching and creating an action plan.
Second, is setting an itemized budget that you can also use as a checklist.
Third, involves sourcing, committing payments, signing contracts and agreeing on deadlines.
The fourth step is critical for reconfirming deliverables, assigning tasks, rehearsals and dry runs.
The fifth is the execution of the event on the set up day, during the event an after the event.
That pretty much sums up our guide on how to plan an event.
Our objective is to create enjoyable, stress free processes for you. Because events are social affairs that should bring joy to everyone involved from start to fin.
Remember, if you need anything; call 0721771185 or email – [email protected], read our blog or browse our website or social media pages (@lucidityafrica).
That said, we’d love to hear from you; Let us know what you’re up to, and how we can help you deliver a successful event.