EVENT PLANNING IN GHANA: CHECKLIST AND TIPS

Event planning in Ghana isn’t for the faint-hearted. Accra alone has over 300 registered venues—before you count hotels, beach resorts, and conference centers. That means you’ve got options. But it also means you’ve got decisions to make and fast.

The stakes are high if you’re planning a corporate event in Ghana, whether it’s a product launch, a team retreat, or a stakeholder forum. It’s not just about finding a venue and hiring a caterer. It’s about making sure your event works—and works well.

CHECKLIST FOR PLANNING AN EVENT IN GHANA

In this guide, I’ll show you exactly how to plan a professional event in Ghana with no overused phrases. Just the truth, Ghana-style

  1. Set Clear Objectives and Start Early

 

Setting Clear Objectives and Starting Early

Before you call a vendor or scout for a space, know what your event is meant to do. Are you hosting a business expo? Celebrating a company milestone? Training 50 new hires? Each one needs a different setup, format, and tone.

Once you’re clear, start planning early. It’s advisable to plan at least six months ahead for big events to secure venues and vendors, while three months may suffice for medium-sized events. Anything less, and you’ll be running on prayers and last-minute fixes.

Action Tip: Challenge your team to craft a compelling event goal in one sentence. Sharing it will ensure everyone is on the same page and motivated to achieve it.

2. Budget Smart with Local Prices in Mind

 

Budgeting Smart with Local Prices in Mind
Let’s face it: Accra is anything but cheap. Especially when it comes to corporate events. Venue and catering take up 40% of event budgets in Accra—plan wisely. However, budgeting for corporate events in Ghana is just the beginning.

In Accra, it’s common to spend

  • Decor and branding (₵10,000–₵150,000+ depending on your look)
  • AV setup—mics, projectors, lights (₵4,000–₵15,000+)
  • Security (₵1000–₵5,000)
  • Transport and accommodation if guests who are travelling
  • Permits for public spaces or outdoor events
  • Generator hire in case of power cuts (a real thing)

Note: These are just ballpark figures. Your event can either exceed or fall far less than the stated values.

Pro Tip: Always keep 10% of your total budget aside for unplanned costs. Something always comes up.

3. Pick the Right Venue—and Lock It Early

Picking the Right Venue—and Lock It Early

Accra is full of great event spaces, but the best ones book up fast, especially between October and December.

That’s where Cavehouse Communication comes in. We’ve hosted standout events at top venues like Kempinski Hotel Gold Coast City for conferences, Fiesta Royale for stylish networking nights, and Alisa Hotel for smooth, professional workshops. Planning something big? Let Cavehouse take the lead, we know these spaces like the back of our hands.

Looking beyond Accra? Top event venues include Golden Tulip and Miklin Hotel in Kumasi, Best Western Plus Atlantic in Takoradi, and Ridge Royal Hotel in Cape Coast

Choose a venue based on your crowd size, tech needs, accessibility, and yes, parking.

Pro Tip: Always do a site visit. Photos online can be misleading.

4. Work with Trusted Vendors and Be Specific

Pick the Right Venue—and Lock It Early

Don’t go with the first person who says, “I can handle it.” In Ghana, referrals are gold. Ask around, read reviews, and look at past work. Whether it’s catering, sound, or photography, choose vendors who show up, deliver, and don’t ghost you on the day.

Get everything in writing:

  • What they’ll do
  • What they won’t do
  • Payment Breakdown
  • Timeline

You’ll thank yourself later.

Extra Tip: Anticipate delays due to factors like heavy traffic, delayed deliveries, and unexpected vendor issues. Being prepared for these eventualities can save you from last-minute stress.

5. Think Through Guest Experience from Start to Finish

Think Through Guest Experience from Start to Finish

A great event is more than nice lighting and finger foods. Think like a guest.

Ask:

  • How will they find the venue?
  • Is there parking?
  • Are ushers or signs in place?
  • Know where to sit.
  • Stay engaged during sessions?
  • Get their questions answered.

What you can do: Use ushers or MCs to guide attendees, provide branded notebooks or pens, and ensure water is available on tables throughout the event, not just during breaks.

6. Plan for Power Cuts,  Permit Issues- Have a Backup Plan

Planning for other variables

Let’s be honest. Things can go wrong. And in Ghana, they often do, especially when planning events.

Here’s what to prepare for

Power cuts – The lights can go off anytime, even in top venues. Rent a generator. Don’t leave it to chance.
Traffic delays –For outdoor events, always ensure there is a tent or an indoor backup option.

Bad weather – When planning outdoor events, always ensure you have a tent or an indoor backup option available.
Permit issues – Planning to host in a public space? Obtain permits early, as the Accra Metropolitan Assembly (AMA) and other city offices can cause delays if you don’t.

7. Market It the Right Way

If your event is public, don’t wait till the last minute to spread the word. Use:

  • LinkedIn for professional invites
  • WhatsApp groups for quick reach
  • Facebook and Instagram for buzz
  • SMS or email campaigns for direct engagement

Even for closed events, sending branded e-vites sets the tone. It also helps with RSVP tracking.

Note: Ghanaian attendees often don’t RSVP until the last minute. Plan for extras.

8. After the Event: Review and Follow Up

Event planning doesn’t end with the departure of the last guest. It’s essential for good organisers to review the event thoroughly to identify strengths, weaknesses, and areas for improvement in future events.

What went well? What didn’t? Who showed up? Who didn’t? What did they say?

Send out thank-yous and share event photos online to highlight the best moments and keep the energy going. Engage in post-event activities like these to let people know what’s next, strengthening your brand and keeping your audience connected.

You can use short surveys (Google Forms is free) to get feedback. Or just ask them via WhatsApp.

Conclusion: Planning an Event in Ghana

Planning a corporate event in Ghana takes work, but when done right, it delivers real results.it builds your brand, connects with clients, energises your team, and you leave a mark

But don’t do it alone. The best events are planned by people who know the streets, the vendors, the shortcuts, and the real challenges. That’s where Cavehouse Communication comes in.

🎯 Let Cavehouse Communication Handle It

Whether it’s a high-level conference, a team retreat, or a branded activation in Accra, Cavehouse Communication has the experience and the team to make it work. No stress. No surprises. Just results.

👉 Get in touch today and let’s make your next event unforgettable.

 

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