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Event Planning Timeline: How Far in Advance Should You Book?
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Event Planning Timeline: How Far in Advance Should You Book?

In this article
The single most avoidable mistake in event planning is starting too late. Not too late to book a venue. Too late to book the right venue, the right suppliers, and have enough time to produce the event properly.
  • The single most avoidable mistake in event planning is starting too late.
  • Not too late to book a venue.
  • Too late to book the right venue, the right suppliers, and have enough time to produce the event properly.
2 min read Jun 13, 2026

We Got You Events gets calls every week from clients who have left planning too late. This guide is designed to prevent that conversation.


The Master Timeline by Event Type

  • Large conference (500+ guests): Recommended 5-6 months. Minimum 3 months.
  • Gala dinner or awards night (200-500 guests): Recommended 3-4 months. Minimum 2 months.
  • Corporate conference (100-300 guests): Recommended 2-3 months. Minimum 6 weeks.
  • Product launch (150-400 guests): Recommended 3-4 months. Minimum 2 months.
  • Concert or live music (1,000+): Recommended 4-6 months. Minimum 3 months.
  • Wedding (any size): Recommended 6-12 months. Minimum 4 months.
  • Graduation ceremony: Recommended 3-4 months. Minimum 6 weeks.
  • Team retreat or offsite (50-150 guests): Recommended 6-8 weeks. Minimum 3 weeks.


What Needs to Happen at Each Stage

  1. Six or more months out: Define the event brief, confirm the budget, set the date. Book the venue. Engage your production company.
  2. Three to five months out: Book all key suppliers — caterer, photographer, videographer, AV company, decor team, MC. Begin program design.
  3. Six to eight weeks out: Confirm all supplier contracts and deposits. Finalise programme run sheet. Begin content preparation.
  4. Two to three weeks out: Site visit with production team. Final headcount to caterer. Distribute run sheet to all suppliers.
  5. Forty-eight to seventy-two hours out: Joint supplier briefing. Final program confirmation. MC briefed.
  6. Day of event: Setup and load-in. Technical rehearsal. Program execution.


Nairobi Event Peak Seasons

  • January to March: Corporate Q1 launches, new financial year events, award seasons.
  • April to May: End of Q1 reviews, Easter weddings and celebrations.
  • August to September: Back-to-business season, Q3 corporate events, mid-year galas.
  • October to November: Year-end awards, staff appreciation events, product launches.
  • December: Wedding season peak, year-end celebrations, gospel concerts.
  • School calendar: Graduations in November and April require 3-4 months advance booking.

The We Got You Events rule: If your event is more than 200 guests or involves entertainment, staging, or complex production — start planning at least 3 months out.

Every week you delay costs you options. Planning early is not about being cautious — it is about giving your event the resources it deserves.

At We Got You Events, we work with clients at every stage of the timeline. The earlier you bring us in, the more we can do.


How much time do you have before your event?

Contact We Got You Events today. We'll tell you exactly what is possible and build the plan from there.

Email: info@wegotyoueventske.com
Phone: +254 725 225 036
Website: www.wegotyoueventske.com

We Got You Events Ltd · Nairobi, Kenya · Every detail matters.