The Complete Event Planning Checklist for Kenya (Free Template)

Every smooth event you've been to had a checklist behind it. The organizer who seems calm on the night is the one who booked sound three months ago, sorted the permits early and tested the gate scanners the day before.

This event planning checklist is built for organizers in Kenya, from concerts and festivals to conferences, church events and corporate parties. Copy it, adapt it and work through it week by week.

#3 months or more before

#Define the event

• Purpose: what success looks like (tickets sold, profit, leads, community)
• Audience: who it's for, in one sentence
• Format: concert, conference, festival, workshop, dinner, hybrid
• Date: check it doesn't clash with big fixtures, holidays or exams

#Build the budget

• List every cost: venue, talent, production, security, staff, décor, permits, marketing, insurance
• Add 10% contingency
• List income: tickets, sponsors, vendors, bar share
• Work out your break-even ticket price (see our ticket pricing guide)

#Book the essentials

• Venue: capacity, power, toilets, parking, accessibility, curfew rules, and whether they already hold licences
• Headline talent: contract, fee, deposit, rider and set times
• Sound and lights: a supplier with a technical rider that matches your venue
• Security: a licensed company, with numbers based on your capacity

#2 months before

#Permits and compliance

Requirements vary by county and event type, so check with your county government early. Common items include:

• County event or entertainment permit
• Noise permit for amplified sound, especially at night. In Nairobi, permit fees are set in the county's Finance Act, so confirm current rates with City Hall
• Notifying the police for large public gatherings
• Music licensing for recorded music played in public, through the relevant collective management organisations
• Liquor licence, or confirmation that the venue's licence covers your event
• Fire safety and first aid: an ambulance or medical team for large crowds
• Event insurance, including public liability

#Set up ticketing

• Create your event on EventYangu with poster, line-up and venue
• Add your organizer logo and complete verification so payouts aren't delayed
• Set tiers: Early Bird, Regular, VIP, tables or group tickets
• Turn on group buy and Lipa Polepole for higher-priced tickets
• Decide whether buyers pay the 3% fee or you absorb it
• Create discount codes for partners and promoter links for your sales team

#Sponsors and partners

• Write a sponsorship deck (see how to get event sponsors)
• Shortlist brands that want your audience
• Agree vendor and food stall terms

#6 weeks before

• Announce and open Early Bird
• Text past buyers first with bulk SMS
• Launch posters and short videos on WhatsApp, Instagram and TikTok
• Brief promoters and influencers with their links
• Plan content week by week (see our event marketing guide)

#1 month before

• Confirm every supplier in writing: times, quantities, payment schedule
• Book staff: ushers, gate team, bar, cleaners, runners
• Plan the site map: entrances, exits, stage, VIP, bars, toilets, first aid, charging points
• Plan transport and parking, and share directions on the event page
• If you're streaming, set up your livestream and online tickets on EventYangu Live and book a test (see our livestream guide)

#2 weeks before

• Check sales against your break-even. Too slow? Add a group buy push, a flash discount or more promoter activity
• Confirm the run of show, minute by minute
• Prepare signage: entrances, "Show your live ticket", toilets, VIP, exits
• Brief security on entry rules, prohibited items and emergencies
• Plan your on-site help desk for ticket issues

#1 week before

• Send all suppliers the final schedule and contacts
• SMS ticket holders: time, venue, directions, what to bring, and "only buy from our official link"
• Final marketing push: daily WhatsApp status, countdown videos
• Prepare a cash float only if you truly need one; sell remaining tickets online even on the day

#The day before

• Download the scanner on every gate phone and sign each staff member in
• Test scanning with a few real tickets
• Charge every phone and pack power banks
• Walk the venue with security and production
• Sound check and, if streaming, a full test stream

#On the day

• Open gates on time; stagger entry for big crowds
• Watch check-ins live on your dashboard
• Keep the help desk open for lost tickets. Fans can recover tickets with the number they paid with
• Post live stories to sell any remaining online tickets
• Keep a contact list handy: security lead, production, venue manager, medical team

#After the event

• Pay suppliers and staff on time
• Withdraw your balance the same day to M-Pesa, Paybill, Till or bank
• Thank attendees by SMS and share photos
• Review: attendance, check-in rate, sales by tier and by promoter, costs against budget
• Send sponsors a short report with numbers and photos
• Save your notes for the next one

#Frequently asked questions

#How far in advance should I plan an event in Kenya?

At least three months for most ticketed events, and six months or more for festivals and large concerts.

#What permits do I need for an event in Kenya?

It depends on your county and event, but commonly a county event or entertainment permit, a noise permit, police notification for large gatherings, music licensing and a liquor licence if you serve alcohol. Confirm with your county government.

#How do I manage entry for a large event?

Use QR tickets with an offline scanner on several gates that sync with each other. Read our event check-in guide.

#When do I get my ticket money?

On EventYangu, verified organizers can withdraw the same day, free, or instantly for KES 50.

#Plan it here, sell it here

Your tickets, promoters, attendee list, gate scanner and payouts live in one dashboard.

Create your event

---

Cover photo by Christina @ wocintechchat.com on Unsplash.