Discover common payment‑terms pitfalls in Kenya’s event industry and learn how to build secure contracts. Join LaunchPad Eventors today.
For event planners in Kenya getting payment terms wrong can cost your business dearly.Vague or poorly structured payment clauses lead to disputes, unpaid invoices, and cash‑flow nightmares.
This short blog sheds light on the most common mistakes and offers simple yet powerful fixes.
Many planners take either no deposit or ask for 50% up front with no clarity on refunds or transfers. That leaves them exposed when clients cancel or delay payment. Such unclear deposit terms are a frequent cause of disputes in Kenyan events.
Whether you’re planning a rooftop mixer or a garden wedding not specifying milestones, such as 30% on booking, 30% mid‑planning, 40% before the event creates confusion and late payments.
If your contract doesn’t specify interest or penalties, clients may delay until the last minute or beyond. Planners often struggle with trade-offs between retaining goodwill and enforcing payment discipline.
When clients change dates, especially around Kenya’s wet seasons or election months, your contract must state refund percentages or credit options. Without this, planners lose income or get stuck renegotiating on short notice.
Weather, political events, or curfews can disrupt events. Without a force majeure clause, you risk losing both payment and trust. Well-crafted wedding contracts in other markets emphasize this clause.
6. No verification of client or vendor credibility
When planners fail to do due diligence, verifying IDs, registration, or referrals they risk engaging unreliable clients who cancel or avoid payment, or vendors who overcharge mid‑stream.
Charge at least 30% upon signing and clearly state it’s non‑refundable. For high‑value events like multi‑day weddings or conferences, escalate to 50%. Clearly define under what circumstances any deposit is transferable to a new date.
Break payment into phases: e.g., Booking (30%) , Mid‑planning (30%) ,Week before event (40%). List dates and amounts in the contract so clients and planners are aligned.
Include interest (e.g., 2% per week) or a flat penalty for overdue payments. That encourages punctuality while protecting your cash flow.
Specify refund levels depending on notice period. For instance, 90+ days: 50% refund; 30–60 days: 25%; under 30 days: no refund or credit. State if credit is transferable.
Relate to weather, political events, pandemics, or county regulations. Define what happens to deposits and payments if events cannot proceed for such reasons.
Include a clause that you can cancel without penalty if the client fails to provide necessary IDs, tax compliance, or advance information. Similarly, hold vendors accountable with deposit clauses.
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Imagine having a behind-the-scenes pass to the latest industry trends, pricing strategies, effective payment systems, guest experience hacks, and real-time insights straight from the field. Here, you’ll gain access to practical tools, fresh ideas, and a strong network of peers who understand your journey and are ready to grow with you.
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