Working With We Got You Events: Our Process, Step By Step
One of the most common questions we get from new clients is not about price or availability. It is about process. What actually happens after we get in touch? What decisions do we need to make, and when? What does We Got You Events handle, and what do we need to handle ourselves?
This article answers those questions directly.
Step 1 - The Initial Conversation
Everything starts with a conversation. You reach out by phone, WhatsApp, or email — and we talk through the basics of your event. The occasion, the date, the expected guest count, the venue if you have one in mind, and the budget range you are working with.
This is not a sales pitch. It is a genuine information exchange. We ask the questions we need to ask to understand what your event requires, and we tell you honestly what we think is possible within your parameters.
If the fit is right, we move to a proper brief.
Step 2 - The Brief and Quotation
- We ask you to give us a written brief or we can help you build one if you are not sure where to start. The brief covers the event objective, the audience, the program intent, the venue, and the budget.
- From the brief, we build a detailed line item quotation. Every item is listed separately with a clear description and a cost. There are no hidden lines and no lump sums that conceal what you are actually paying for. VAT is included and clearly stated.
- We walk through the quotation with you, explain every line, and answer every question. If something needs to be adjusted because the budget is tighter than the brief, or because there are items that can be added we discuss it openly.
Step 3 - The Contract
Once the quotation is agreed, we issue a formal contract. The contract covers the scope of services, the payment schedule, the event details, cancellation terms, and the responsibilities of both parties.
We do not proceed without a signed contract. This protects both sides and it is the professional standard we hold ourselves to on every engagement.
Step 4 - Production Planning
This is where the detailed work begins. A production plan is built covering every element of the event supplier identification and booking, site visit scheduling, technical specifications, program design, and a timeline for every decision that needs to be made before the event day.
We assign a production manager who becomes your primary point of contact from this point onward. Every question, every update, every decision goes through one person not a different team member every time.
Step 5 - The Site Visit
For any event of significant scale, we conduct a site visit to the venue with you. We assess power supply, loading access, acoustic characteristics, sightlines, layout options, and any logistical considerations that affect the production plan.
The site visit often changes the production plan. Things look different in person than they do in photographs — and identifying challenges at the site visit stage is far better than discovering them on load-in day.
Step 6 — Supplier Coordination and Confirmation
In the weeks before the event, we confirm all suppliers, finalize all technical specifications, and distribute the production plan and program run sheet to every party involved. Every supplier knows what they are delivering, when they are delivering it, and who their point of contact is.
A joint briefing is held with all key suppliers 48 to 72 hours before the event. By the time the event day arrives, there should be no unanswered questions.
Step 7 - The Event Day
Our team is on site from load-in to load-out. The production manager runs the day against the run sheet, managing the program flow, coordinating suppliers, and handling every issue that arises — before it reaches you.
Your job on the event day is to be present, to host your guests, and to enjoy what has been produced. Our job is to make sure everything runs the way it was planned.
Step 8 - Load Out and Follow-Up
Once the last guest leaves, our team manages the breakdown and load-out — ensuring the venue is left in the condition agreed and every supplier recovers their equipment according to plan.
We follow up with a post-event summary covering what ran well, what required adjustment, and recommendations for future events.
One More Thing
We know that handing an event to an external team requires trust. Our job, from the first conversation to the final load-out, is to earn and maintain that trust at every step.
If you have an event coming up and want to understand what working with We Got You Events looks like in practice, the best thing to do is start the conversation.
📞 +254 725 225 036
✉️ info@wegotyoueventske.com
🌐 www.wegotyoueventske.com
📲 WhatsApp us today and let's talk about your event.
We Got You Events Ltd · Nairobi, Kenya · Every detail matters.