Nobody can give you an honest price for an event planner without knowing your date, guest count and what you want to happen. What we can do is show you how planners charge, so that two quotes become comparable.
- Planners usually charge in one of three ways: a percentage of the event budget, a flat fee, or a per-guest package.
- A percentage fee is commonly somewhere around 10 to 20 percent of the budget. Smaller events tend to sit higher and large ones lower.
- The planner’s fee is usually the smaller part of the bill. Venue, food, sound, staging and décor make up most of it.
- Compare quotes line by line. A cheap quote that leaves things out is not cheap.
The three ways planners charge
A percentage of the budget
The planner takes a share of the total event spend, often in the 10 to 20 percent range. It is common for corporate events and weddings. The upside is that it aligns the planner with the scale of the job. The downside is that it can reward a bigger spend, so ask how they handle savings they find.
A flat fee
A fixed amount for a defined scope: planning, supplier management and the day itself. It is easier to budget for. Make sure the scope is written down, including how many site visits and meetings are covered.
A per-guest package
A single price per person that bundles venue, food, drinks and sometimes entertainment. Common for end-of-year parties. It is easy to compare, but check what is not included, such as sound, MC, décor and transport.
What pushes the price up or down
| Factor | Effect on cost |
|---|---|
| Guest numbers | The biggest driver of food, drink, seating, toilets and staffing. |
| Venue | Hire fees vary widely, and some venues force you to use their caterer and bar. |
| Date and season | December weekends cost more and sell out early. Midweek and early-month dates are easier to negotiate. |
| Sound, lighting and staging | A simple PA is cheap. LED screens, stage lighting and a live band are not. |
| Décor and branding | Themed set-ups, flowers and custom branding add up quickly. |
| Entertainment | MC, DJ, band or performers. Rates depend on the artist and the hours. |
| Location and logistics | Events outside Nairobi add transport, accommodation and set-up time. |
| Licences and permits | Music licences and any county approvals. |
A worked example
Take a company planning a staff party for 150 people with a total event budget of KES 1,000,000. If the planner works on a 15 percent fee, that is KES 150,000 for planning and management, and the remaining KES 850,000 goes to the venue, catering, sound, décor and entertainment. On a flat fee the planner might quote a fixed sum for the same scope.
These are numbers to show the arithmetic, not a price list. Your event will differ.
Ask where the saving is. A good planner often saves you more than their fee, by negotiating with suppliers and avoiding mistakes. Ask how they would do that on your brief.
How to compare quotes
- Ask for a line-by-line budget. Every item, with quantity, not a single total.
- Check what the fee covers. Planning only, or planning plus day-of management and supervision?
- Look at who is paid what. Suppliers can be paid directly by you or through the planner. Ask whether the planner adds a mark-up and how that is shown.
- Check overtime and extras. What happens if the event runs late or the guest count rises?
- Ask for the payment schedule. A deposit is normal. Be careful with full payment up front.
- Ask for references and photos. Real events, recent dates.
What to tell a planner so you get a real quote
- The date, or the range of dates you can use.
- The number of guests and who they are (staff, clients, families).
- Your total budget, or the range. Planners design to a number, and being open saves everyone time.
- The location you prefer and any venue already in mind.
- What the event is meant to achieve, in a sentence.
If you are planning a December party, read our notes on garden venues in Nairobi before you fix the venue.
Get a quote for your event
Send us the date, numbers and budget. We will reply with a line-by-line proposal and tell you plainly where we think you can save.
Quick answers
Is it worth hiring an event planner?
For anything with more than about 50 guests, multiple suppliers or a corporate brand attached, usually yes. The planner takes on the coordination and the risk of things going wrong on the day.
When should I hire a planner?
As early as you can. For December events start in August or September. Venues and suppliers are booked first by those who plan early.
Do planners charge for the initial consultation?
Many do not for a first meeting. Ask upfront, and ask what is credited back if you proceed.
Can I give the planner a fixed budget?
Yes, and you should. A planner designs the event to the number you give. Hiding the budget leads to proposals you cannot afford.
