Education

A 12-Week Countdown for Planning Any Event

event planning Zimbabwe, event planner Harare

A well-run event is the result of decisions made weeks earlier. Use this timeline.

Timing	What to settle
12 weeks out	Purpose, guest count, budget, date
10 weeks out	Venue booked, planner confirmed
8 weeks out	Catering, décor theme, tent and furniture, photography and video
6 weeks out	Invitations out, sound and lighting booked
4 weeks out	Programme drafted, speakers and MC confirmed
2 weeks out	Final numbers, seating plan, vendor confirmations
1 week out	Run-through, backup plans, payments cleared
Event day	Early set-up, on-site coordinator, schedule checked hourly

Three common mistakes:

Setting the guest list after the budget, then discovering the budget cannot hold the list.
Booking vendors one by one without anyone coordinating them.
Having no backup plan for rain, power or late suppliers.

ChloAce handles planning, décor, logistics and equipment under one roof, with media coverage from Lexorium, so there is one team to hold accountable.

Start planning. Contact us with your date and guest count. A 50% deposit secures your date.

Need tent, chair, PA, photography or video on their own? Lexorium Productions handles that.