Confessions of an 'Accidental' Event Planner

Truth be told, I never sat in a classroom learning Event Planning 101. No lecture notes, no group work, no exams on table settings or guest lists. Yet somewhere along the way, life said, “Congratulations, you’re now the event planner.” 😄

As the Co-Founder of Stellar Generation Kenya and the Team Leader of Stellar Women, I somehow also inherited the unofficial role of chief planner of our gatherings. What started as “let’s just organize something small” has turned into nearly five years of planning events; some big, some intimate, but all memorable in their own way. Let me tell you, every event comes with its own lessons, surprises, and those beautiful “Aha!” moments that make the next one a little better.

Among the many events we’ve hosted, the ones closest to my heart are women-centered gatherings. There’s something magical about bringing women together in one space; whether it’s a Women’s Prayer Day, a Fun Day, or our annual International Women’s Day Celebration. When it comes to these events, I wear my creativity hat proudly and get ready to bring the house down. The excitement is real. The ideas start flowing and somewhere in the middle of the planning chaos, I whisper a silent prayer that all the lessons from the previous year will help make this one even better.

After planning our recent International Women’s Day celebration, I realized I’ve picked up a few practical nuggets along the way. Here’s how I usually get the ball rolling:

᯽ Have an active team

In my experience, a small but committed team beats a large, sleepy one any day. You want people who are excited about the vision and ready to roll up their sleeves. Too many cooks may spoil the broth, but the right few cooks can make a five-star meal.

᯽ Assign clear duties

Someone should handle finances, another mobilization, someone else registrations or attendance tracking. When everyone knows their lane, things move faster, and fewer balls get dropped.

᯽ Be transparent early

Budgets have a funny way of behaving like Kenyan traffic, sometimes smooth, sometimes chaotic. If there’s a deficit or limited resources, communicate with your team early. Surprises are great for birthday parties, not for budgets.

᯽ Hold short check-in meetings

Quick meetings help tick off items on the event checklist. They don’t need to be long marathons. A focused 20–30 minute catch-up can keep everyone aligned and moving forward.

᯽Venue booking deserves special prayer and patience

Let’s be honest: finding the right venue can test your faith. 😅 Always have options, book early, and most importantly, have one contact person from the venue that you work with from start to finish. That one reliable contact can save you from running in circles.

᯽ Decor - the budget breaker!!

Can we talk about décor for a minute? When did decorations start costing almost the same as a small wedding? My goodness. I absolutely respect skilled decorators and the art behind it, but the prices can sometimes make you clutch your budget spreadsheet tightly. For many of our events, especially the smaller ones, we go the DIY route. YouTube becomes our best friend. With a little creativity, teamwork, and a few borrowed ideas, you’d be surprised how beautiful things can turn out.

᯽ Keep attendees engaged

No one wants to attend an event that feels like a three-hour lecture. One skill that has helped tremendously is team-building facilitation. Through simple games, conversation prompts, music, and a little dancing here and there, people connect more naturally. Before you know it, strangers are laughing together like old friends. And honestly, that’s where the magic happens. 

᯽ Expect the Unexpected

Event planning also teaches you to expect the unexpected. For instance, weather can change plans quickly, especially for outdoor events. It helps to discuss contingency plans early with the venue representative so you’re not caught off guard if the clouds decide to make a dramatic entrance. Because let’s face it, planning an event can sometimes feel like juggling plates while riding a bicycle but when the day finally arrives and everything comes together, the joy and laughter in the room make all the stress worthwhile.

Looking back, I still smile at how this journey began. What started as “let’s organize something small” has grown into years of meaningful gatherings, shared memories, and lessons learned along the way. And while I may still call myself an accidental event planner, I’ve learned that sometimes the best skills are the ones life teaches you outside the classroom.

By now you should know that I am available to plan your Baby Shower, Birthday, Wedding, Bridal Shower, Gender Reveal, etc etc...at a very small and affordable fee, of course! Reach out 😉😉