South Africa Event Planning

Organising an event is a time-consuming, stressful and intense process. But, it is also fun and very rewarding. One of the biggest mistakes that can be made is to assume that you are the only person responsible for and able to manage the occasion. This only increases your stress levels exponentially, and leaves the danger of your event being a complete failure if something were to happen to you unexpectedly.

One of the most integral components of your event is the vendors that you have decided to use. These include your caterers, designers, décor specialists, entertainers, transporters, venues, hairstylists, and so on.

To keep track of these ones, compile a comprehensive list of their details, and update it closer to the time so that you are positive that this information is correct. Your vendor list should have:

• Vendor company
• Key contact person
• Another contact in case your key contact is unavailable
• Office telephone number
• Mobile number and email address of key contact and second in command
• Physical address of their offices / premises
• Quoted amount
• Whether or not a deposit was required and paid
• The extent of their services for your event (be specific)
• Time of the beginning of their involvement (e.g. set-up or arrival)
• Time that they are expected to leave or finish the break-down
• Purchase order or reference number
• Any pre-arranged deals or agreements that are important to the success of the event

Therefore, one entry on your vendor list may look like this:

Celebration Wedding Décor
Main contact: Amelia Denzel
Alternative contact: Claire Monroe
Tel: 011 555 1234
Address: 1 Winners Way, Paradise, South Africa
Amelia’s contact: 082 555 4567 / [email protected]
Claire’s contact: 083 555 4789 / [email protected]
Amount due: R20 000 (deposit of 5% paid in full)
Services: draping of hall, tablecloths, crockery, cutlery, stage props and floral arrangements
Times: Arrive at 09h00 for set up and leave at 13h00. Breakdown begins at 00h00 until 01h00.
PO Number: 5852/5
Other: Amelia and Claire will require a vendor meal.

Once complete, the list should be printed and given to each vendor, as well as everyone from your company or team that will be present and participating in the event. A list should also be given to security, so that they can monitor the vendors entering and leaving as well as the venue manager, so that he or she can feel secure with those entering and leaving the premises.

Should you be in an accident or become ill, your event can then continue without your watchful eye.

Photo Credit: Apps Marketing