1. Introduction
Nairobi is the hub of East Africa’s corporate world, with most business locations spread across Upper Hill, a cluster of skyscrapers, as well as bars, clubs and restaurants in the networking hubs of Westlands and Kilimani.
If you have a limited budget to spend on your event, there are many details to organize such as coordinating logistics to ensure that VIP guests arrive safely, coordinating with around the clock traffic officials and finding the perfect event venue then planning a high-end Corporate Gala in Nairobi can be a very stressful experience.
To make your job easier we have developed an ultimate 8 step guide for planning your big night, whatever the reason for celebration – end-of-year awards night, a product launch or even just an occasion to entertain some executives over dinner.
The staff at Lumi Events are top event planners in Nairobi, we have experience of planning a huge array of local events and understand what it takes to pull off a successful occasion.
As leading Nairobi event planners, we have extensive experience in planning and delivering events throughout Nairobi, and know what is required for an event to be a success. In the following article, we outline the steps to hosting a great event in Nairobi and go into more detail on each of the points above.
2. The 8 Ultimate Steps
1. Define Your Purpose and Establish a Budget
Defining the purpose of an event (e.g. end of year function, product launch, fundraising for charity etc.) helps to define other aspects of your function i.e. where you hold it (venue), what you serve (food & beverage) and what type of function it is (e.g. sit down, buffet, cocktails, outdoor etc). All other details will then stem from your ultimate end goal..
For every aspect (e.g. venue, food, entertainment and marketing) budget, Allow 10-15% to cover any unexpected occurrence. Many of the premium services offered to charge more during high season. Book well in advance to obtain the best price.
An effective Corporate gala is not one man’s show. To avoid being overworked, get a team of people to plan for you. As you did with choosing a theme for your gala, decide on the roles each planning member will play in planning the event. If you have a very organized and financially astute member, make them the Finance /Vendor Contract Manager. If you have a very creative person, assign them to the Marketing/ Invitations Task. Assign a Logistics / VIP Manager to sort out the on the day event running and handle any VIPs attending.
Assign roles and responsibilities, Somebody has to deal with the finances and with booking the suppliers and coordinating the arrangements with the venue. Marking can also be a big task so somebody needs to sort out the creation and distribution of invitations (paper or email), advertisements and all publicity.
The event a planner needs to make sure that all the logistics are in place (i.e. tables set up etc). Where any of the VIP’s arrive late then this also needs to be coordinated. A lot of the planner’s job is checking on his / her team to make sure they are all working together as a team and then deal with any problems which may have arisen..
3. Select the Perfect Nairobi Venue
Even venues with incredible ‘interiors’ can fall flat if they’re too out of the way. Try to pick a place that has good road access from many parts of the city. A good rule of thumb is to select a function space in the heart of the city’s ‘party’ hub – say a place in Westlands or the CBD, as they are easily accessible by taxi or even on foot, after work.
If your function is a little more ‘black tie’, then consider the lush garden lawns of places like upmarket Karen or the world class function spaces with ballrooms that rival Europe’s best, offered by top hotels in Nairobi. In the end, try to pick a space that not only can accommodate your guest list comfortably but also has sufficient car parking.
Also, ensure that whatever they don’t provide (as part of the basic rental charge), you can easily get elsewhere because your party could become a disaster in the making. Keep in mind that the very best of the Nairobi gala venues book out months in advance for end-of-year events, so lock down your choice well in advance to avoid getting stuck with some drab alternative that can guarantee to ruin the party.
4. Choose an Engaging Theme and Aesthetic
Theme is an element that brings all together to make a great party If done correctly, your Theme will take your normal event and make it a memorable experience. A great starting point for your event theme is to make sure it correlates with your corporate brand and reason for the function
Some ideas for gala event themes would be, Black Tie Elegance, Modern Tech, a gallery to showcase artists’ work or an African Heritage themed event showcasing all of the local cultures. Most gala events will use the chosen theme from the beginning, i.e. the invitations, flower arrangements and all decorations will reflect the chosen theme of the gala.
5. Secure Premier Catering and Entertainment
Exceptional food and entertainment is key to having an outstanding event. If you are choosing a caterer for your party then they must be able to produce meals that can be eaten by people with lots of different dietary needs. This means high quality vegetarian and vegan options, as well as Halal dishes,along with classic Kenyan dishes and lots of international ones.
Choose the type of entertainment that will appeal to your guests. There’s nothing quite like a very energetic crowd and a Live Band, or better still a leading DJ to entertain at your event, such as a product launch.
On the other hand, for example an Executive dinner with dignitaries and clients would require more refined entertainment like an elegant string quartet, or better still a masterful MC who is a raconteur and knows how to hold a packed audience’s attention in their palms.
We recommend that you always hold auditions for any prospective entertainer before agreeing terms, so that you can make an informed decision and avoid being caught out at the eleventh hour.
6. Master Logistics and Transportation
Logistics can quickly turn what would have been a fantastic Corporate Gala in Nairobi into a disastrous event for all concerned. Hours of traffic and parking around for hours to arrive at a locked door, are all just a few of the examples that will have your guests cursing the day they were asked to attend.
Manage the journey to your event. If your guests get stuck in traffic or have a difficult time to park then the whole night can go wrong before it even starts. You should choose a location with enough space to park cars safely. Inform your guests on time about the best way to get to the location and about the parking arrangements.
Don’t forget to make registration at the venue as easy as possible – use a digital check in to prevent a lengthy queue at the door and make sure the venue’s security team are able to handle any VIP guests discretely.
7. Coordinate Flawless Audio-Visuals (AV)
When it comes to a Corporate Gala in Nairobi, technical issues can quickly become a disaster, especially when there are awards to present, a corporate video to show or guest speakers attending, the sound and vision has to be of the highest quality.
Unlike hotels and conference centers we don’t rely on the in-house public address system, sound desk or lighting console for award presentations, a corporate video, guest speakers and a big screen projection. We contract an independent external audio-visual company to design, operate and manage all sound and vision for the night.
Not only will they rig up the high spec LED screens, they will also look after the overall lighting design as well as sound effects. It is very important to carry out a full technical rehearsal the night before. This will run through all microphones, presentations, lighting etc, and be the only way to guarantee the event will work on the night..
8. Partner with a Professional Event Management Team
To minimize risk and ensure ultimate precision in the event planning, partner with professional event planners in Nairobi like Lumi Events. We connect you with the very best of event vendors that we have previously worked with to negotiate on your behalf on the best possible rates. We take care of all of the complex logistics, ensuring a successful production of your gala event, allowing you and your team to actually enjoy your evening instead of being consumed by work.
3. Navigating Nairobi’s Seasons for Your Corporate Gala in Nairobi
One of the aspects of planning a corporate gala in Nairobi that is very often overlooked is the weather. With Nairobi weather planning an event is always a challenge especially when it comes to choosing a venue and dress for the guests.
The risk of wet weather during the Long Rains (March to May) and Short Rains (October to December) periods, is extremely high for an outdoor garden scene in a venue based in areas such as Karen or Muthaiga.
One would require to have a back up plan for indoors or a fully equipped marquee to withstand adverse weather. As the rain intensifies the traffic will also become worse and allow time for guests to travel to the venue.
On the other hand, events held during the dry season months of January, February and July through to September are suitable for an Alfresco Dining experience, or even be held on a Rooftop. But November and December is the peak season for end-of-year corporate gatherings and for the premium venues and best service providers, it will be fully booked and required to be planned well in advance.
4. Frequently Asked Questions (FAQs)
1: How much does a corporate gala event held in Nairobi cost?: This totally depends on a number of factors such as location (venue), the number of guests attending as well as how interesting or fun the function will be etc. However we would suggest getting a quote for a high end event like this would be in the region of KES 5,000 to KES 15,000 per person plus and that will need to be done based on a brief of theme and catering intentions.
2: How far in advance would one start to plan a gala dinner?. For an impeccable gala dinner, planning and preparation would start as early as four to six months in advance. If the gala is to take place in November or December when it’s peak holiday season and many premium venues and top notch suppliers would be booked, it’s advisable to book venues and hire the best suppliers in the market 6 – 8 months in advance.
3: Why Hire a Corporate Event Planning Service in Kenya?. For businesses of all sizes, our corporate event planning services help save valuable time and money. We negotiate lower rates for our clients with established relationships within the Kenyan events industry. Also, we have vast experience managing and coordinating local event logistics. Your event will run smoothly without stress or anxiety.
5. Conclusion & Call to Action
Throwing a corporate gala in Nairobi is more than just organizing a party. A corporate gala is a strategic investment to your company’s culture and your brand’s reputation. Our 8 steps-to-success will ensure that your evening is perfect in every way.
Ready to host an event of the year without any hassle? Get in touch with Lumi Events and let us bring your gala to life!
