An event planner designs and organises your event so that you are not chasing ten suppliers yourself. They help you set a budget, choose the venue and suppliers, build a timeline and write the run sheet that everyone follows on the day. Planners in South Africa are usually independent business owners rather than big companies, so style, fees and availability differ a lot. Tell us the date, guest numbers, event type and area, and planners near you will quote directly so you can compare them side by side.
What a planner does and does not do
A planner is your project manager. Typical work includes:
- Budget: splitting your total across venue, food, drinks, decor, sound and extras, and warning you when something is underpriced.
- Sourcing: getting two or three quotes per supplier and telling you which one is genuinely better value, not only cheaper.
- Timeline: a countdown of deadlines, such as deposits, final guest numbers and menu choices.
- Run sheet: a minute-by-minute schedule of the day, from the first delivery to the last strike, with a name and phone number next to every task.
A planner does not usually pay for suppliers out of their own pocket, cook, or stay all night to pack down unless that is in the quote. If you want a company that also supplies crew and safety, see event management.
Timelines and the run sheet
A good plan works backwards from the date. Six months out: budget, date, venue and guest list. Four months: caterer, tent or furniture, entertainment and decor booked with deposits. Eight weeks: invitations out, menu tasting, floor plan drawn. Two weeks: final numbers, seating plan and supplier arrival times. The day before: a walk-through, deliveries checked against the list. The run sheet is the document that makes the day work. It lists every supplier's arrival, setup and strike time, when speeches and food are served, who gives the cue for each, and what happens if it rains or the power goes off. Ask to see a sample run sheet before you hire anyone.
How to choose a planner
Ask for two recent events similar to yours, and phone the hosts. Check that the person you meet is the person who will be on site, and what happens if they are ill on the day. Ask which suppliers they use and whether they take a commission from them, because some do and it should be disclosed. Look at how they answer questions: clear, specific replies about wind, load shedding, noise curfews and insurance suggest experience. For a wedding specifically, see wedding planners; for birthdays and kids' parties, see party planners.
Fees and what to compare
Planners charge a flat fee, an hourly rate for consulting, or a percentage of the budget, commonly 10 to 15% for partial work. A flat fee for a 60-guest private function often sits between R8,000 and R25,000. Compare what is included: number of meetings, site visits, hours on the day, assistants, travel outside the city and after-hours calls. Get the deposit, the balance date and the cancellation terms in writing. A cheap quote that excludes the day itself can cost more than a fuller one.
What to include in your request
- Event type, date and expected guest numbers
- Venue booked, or the area you are considering
- Level of help: advice, partial planning or on the day
- Your total budget, or what you can spend per guest
- Style or theme ideas, and any suppliers already booked
Event Planners for different events
- Weddings and traditional ceremonies: a planner who builds the budget, books suppliers and keeps the timeline for the couple and both families
- Corporate functions and year-end parties: a planner who handles a year-end function or client evening from venue to the final invoice
- Conferences, launches and expos: a planner who sets the programme, speakers' travel and room layouts for a one or two day meeting
- Birthdays and private parties: a milestone party with a venue, theme, food, music and a cake moment planned to the minute
- Kids' parties and baby showers: a party plan with a venue, activities, food for children and adults, and a clear start and end time
- School events and matric dances: a committee's matric dance or fun day planned to a fixed budget with volunteers and suppliers
- Funerals, church and cultural gatherings: an unveiling, church event or cultural celebration with seating, food, toilets and parking organised
- Festivals, markets and sports days: a small market or fun run where the planner sorts out layout, stallholders and supplier access
Frequently asked questions
How much does an event planner cost in South Africa?
Is an event planner worth it for a small party?
When should I contact a planner?
Can a planner find the venue as well?
Event Planners 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