Event Planning Checklist for Zimbabwe Events

— Set your budget and agree on the maximum total spend. Our event hire cost guide can help with realistic numbers.
— Choose a date (check public holidays and major events that may affect availability)
— Book your venue. See our location pages for venues and delivery info across Zimbabwe.
— Start your guest list
— Book your photographer or videographer
— Book your caterer (or confirm in-house catering with the venue)
— If the event is a wedding: choose your bridal party, begin attire shopping

— Confirm guest count (a working number, not final)
— Contact your equipment hire company and request a quote (include chairs, tables, linen, draping, lighting, tenting, catering equipment, PA). Our event equipment hire guide explains what you will need.
— Choose your colour scheme and decor style. See our wedding decor ideas guide for inspiration.
— Book your DJ, band or entertainment
— Book your florist (if using fresh flowers)
— Arrange transport for the bridal party or VIPs
— Send invitations (digital or printed)
— If a wedding: book officiant, send marriage notice to Registrar

— Finalise guest list and seating plan
— Confirm final quantities with your equipment hire company
— Confirm menu with caterer
— Arrange a venue walkthrough if possible
— Book portable toilets if the venue needs them
— Arrange a generator if the venue has no power
— Confirm delivery and setup times with all suppliers
— Prepare a day-of timeline and share with all suppliers
— If a wedding: final dress fitting, confirm bridal party attire

— Confirm final headcount with caterer and hire company
— Call every supplier to reconfirm booking, times and contact numbers
— Prepare a contact list of all suppliers for the day
— Brief your MC, DJ and key helpers on the timeline
— Prepare final payments (or arrange for someone to handle on the day)
— Pack a day-of emergency kit (sewing kit, painkillers, phone chargers, cash for tips)

— Venue walkthrough with the setup crew (confirm layout, power points, access)
— Confirm delivery time for equipment, flowers and catering
— Lay out table plans and signage if possible
— Charge all devices (phones, cameras, music equipment)
— Get some sleep — everything is as ready as it is going to be

— Equipment hire crew arrives and sets up (allow at least 3–4 hours before the event)
— Caterer sets up kitchen and buffet or plated service stations
— Florist delivers and places arrangements
— DJ or band does a sound check
— Photographer arrives to capture setup and getting-ready shots
— Brief helpers (ushers, MC, servers) on their roles and the timeline
— Once everything is in place — take a breath, look around and enjoy your event

— Equipment hire crew returns to strike and collect everything
— Settle any outstanding balances with suppliers
— Collect any personal items left at the venue
— Thank your suppliers (a short message goes a long way)
— If a wedding: sign the marriage register if not done during the ceremony