Event management means one company takes your event from the first idea to the last chair packed away: the budget, the venue, suppliers, the timeline, the people on the day and the clean-up. In South Africa that might be a 60-guest wedding on a farm, a 300-seat conference in Sandton or a year-end function for a factory floor. Tell us the date, the number of guests, the kind of event and where it is, and event management companies who work in your area send you a quote directly.
What an event management company does
A full-service event company works through the event in stages, and you can hire them for all of it or only some:
- Planning: the brief, budget, guest numbers, venue search and site visits, and a run sheet that shows who does what and when.
- Suppliers: tents, furniture, decor, catering, sound, lighting, toilets and security, booked and checked against one timeline. See event hire prices for typical costs.
- Design: the look of the room, the floor plan, signage and branding for corporate events.
- On the day: a coordinator and crew who set up, keep the programme running, handle problems and strike the site afterwards.
For a wedding or private party you may only want an event planner or a day-of coordinator; for a large public event you want a company that also handles permits and safety.
Full service, partial planning or day-of coordination
Most companies offer three levels. Full service covers everything from the first meeting, and suits busy hosts, corporate clients and events over about 150 guests. Partial planning starts once you have a venue and a few suppliers, and fills the gaps. Day-of coordination starts four to six weeks out: the coordinator takes over your bookings, writes the run sheet and runs the day so you can be a guest. Ask each company which level they are quoting, how many meetings and site visits are included, and who will actually be on site.
Permits, safety and the venue
Events with more than a few hundred people, road closures, fireworks, temporary structures or liquor sales may need approval from the municipality under the Safety at Sports and Recreational Events Act and local by-laws, plus a liquor licence for the occasion. A good event manager knows the lead times and paperwork for your municipality. Ask who carries public liability insurance, whether tents and stages are certified, and what the plan is for wind, rain, load shedding and medical emergencies. Many venues also have approved supplier lists and noise curfews, so check those before you book anyone.
What affects the price
Event management is charged as a fixed fee, a percentage of the total event budget (often 10 to 20%), or a cost per guest. The price rises with guest numbers, the number of suppliers to coordinate, travel to the venue, how many days the setup takes and the season: December and Saturdays in spring and summer book out first. Compare quotes on the same basis: which suppliers are included, how many staff are on site, setup and strike times, and the cancellation terms. For corporate work, see corporate events; for weddings, see wedding planners.
What to include in your request
- Event type, date and start and end times
- Number of guests, seated or standing
- Venue, or the area if you still need one
- What the company should handle: everything, or which parts
- Your budget range and any must-haves
Event Management for different events
- Weddings and traditional ceremonies: a planner and coordinator who books the venue, tent, decor and caterer and runs the day
- Corporate functions and year-end parties: year-end functions, launches and awards dinners with branding, staging and a tight programme
- Conferences, launches and expos: registration, plenary and breakaway rooms, AV, catering breaks and speaker logistics
- Birthdays and private parties: a 21st, 40th or anniversary party with a theme, decor, bar and entertainment
- Kids' parties and baby showers: a party package with decor, a jumping castle, entertainers and catering for the adults
- School events and matric dances: matric dances, fun days and prize-givings run with the school committee and its budget
- Funerals, church and cultural gatherings: funerals, unveilings and cultural ceremonies with tents, chairs, catering and toilets for large crowds
- Festivals, markets and sports days: markets, concerts and sports days with permits, stages, security, toilets and traffic plans
Frequently asked questions
How much does event management cost in South Africa?
How far ahead should I book an event company?
What is the difference between an event manager and an event planner?
Can I hire only the suppliers and run the event myself?
Event Management by province and city
- Johannesburg
- Pretoria
- Centurion
- Midrand
- Sandton
- Randburg
- Roodepoort
- Krugersdorp
- Randfontein
- Germiston
- Boksburg
- Benoni
- Kempton Park
- Alberton
- Vanderbijlpark
- Vereeniging
- Durban
- Pinetown
- Pietermaritzburg
- Richards Bay
- Newcastle
- Ladysmith
- Gqeberha (Port Elizabeth)
- East London
- Kariega (Uitenhage)
- Mthatha
- Cape Town
- Bellville
- Paarl
- Stellenbosch
- George
- Worcester
- eMalahleni (Witbank)
- Middelburg
- Secunda
- Mbombela (Nelspruit)
- Rustenburg
- Brits
- Klerksdorp
- Potchefstroom
- Mahikeng
- Polokwane
- Tzaneen
- Kimberley
- Upington
- Bloemfontein
- Welkom
- Sasolburg