This is We Got You Events' honest list of the ten most common event failures in Kenya — and what you can do to prevent every one of them.
01. Power Failure at the Critical Moment
The problem: KPLC load-shedding does not check your event calendar. Power failure is not a question of if — it is a question of when and whether you are prepared.
How to prevent it: Always have a generator on standby regardless of venue. For critical systems — microphones, LED screens, lighting — have a UPS backup. Balance your electrical load across phases.
02. Sound System Failure During the Program
The problem: A speaker popping, a microphone feeding back, or a PA system cutting out during a keynote is one of the most damaging things that can happen to an event.
How to prevent it: Use professional-grade systems from reputable suppliers. Always run a full soundcheck before the first guest arrives — not a quick test, a proper check of every microphone, every input, every output.
03. The MC is Unprepared or a No-Show
The problem: An unprepared MC kills the energy of a room. A no-show MC leaves you scrambling in front of your guests.
How to prevent it: Brief your MC thoroughly in writing at least 48 hours before the event. Confirm their attendance the morning of the event. Have a backup plan.
04. Venue Access Problems on Load-in Day
The problem: You arrive to set up and the loading bay is blocked, the freight lift is out of service, or access is restricted. These situations delay setup and compress your rehearsal.
How to prevent it: Confirm all access details in writing with the venue at least one week before the event. Specify arrival times and the venue contact who will be on-site during load-in.
05. Catering Running Out or Arriving Late
The problem: Nothing damages the perception of an event faster than guests being told food has run out.
How to prevent it: Confirm the final guest count with your caterer at least 72 hours before the event. Build in a 10% buffer on quantities. Agree on arrival time and setup plan in writing.
06. Program Running Over Time
The problem: A 30-minute delay cascades through the entire running order — pushing speeches, entertainment, and catering service into overlap and confusion.
How to prevent it: Build a detailed time-stamped run sheet. Assign someone to actively manage the programme flow. Build buffer time between major program elements.
07. Weather Destroying an Outdoor Event
The problem: Kenya's weather is unpredictable. Rain on an uncovered outdoor setup can end an event in minutes.
How to prevent it: Always have a weather contingency — either a tent that fully covers the guest area, a backup indoor space, or a clear decision-making protocol.
08. Key Equipment Arriving Damaged or Incomplete
The problem: The LED screen arrives with a broken panel. The stage arrives missing a section. Equipment problems on load-in day leave you with no time and no options.
How to prevent it: Conduct a full equipment check at the supplier's warehouse before loading. When it arrives on-site, check it again.
09. Security and Crowd Management Breakdown
The problem: An event that loses control of guest entry or experiences a crowd incident can suffer serious reputational and legal consequences above 300 guests.
How to prevent it: Engage trained security personnel. Brief them on guest list protocol, VIP access, emergency evacuation, and the escalation chain.
10. Poor Communication on the Day
The problem: The most common cause of event failure is a communication breakdown between the production team, the venue, the suppliers, and the client.
How to prevent it: Hold a joint briefing with all suppliers 48 hours before the event. Distribute a shared run sheet. Use a dedicated communication channel on the day.
The We Got You Events Approach
Every event we produce has a risk register — a documented list of what could go wrong and what our contingency is for each scenario. We review it at every production meeting and update it after every site visit. This is the reason our events run smoothly.
None of these problems are inevitable. Every one of them is preventable with the right planning, the right team, and the right contingency mindset.
At We Got You Events, anticipating problems before they happen is a core part of how we produce every event — regardless of size.
Want a team that prevents problems before they happen?
Contact We Got You Events. We plan for everything so you don't have to.
Email: info@wegotyoueventske.com
Phone: +254 725 225 036
Website: www.wegotyoueventske.com
We Got You Events Ltd · Nairobi, Kenya · Every detail matters.