Wedding vendors in Kenya: how to compare quotes before you book

Choosing wedding vendors in Kenya gets easier when you compare the same details: the service, the people delivering it, the total cost and the booking terms. Before paying a deposit, ask each supplier for a written quote based on your date, venue and guest count. A beautiful portfolio helps you choose a style. A clear quote helps you understand what will actually arrive on the day.

Whether you are planning a Nairobi reception, a celebration in Kisumu or a wedding at the coast, use this guide to turn a shortlist into useful conversations. Start with Picky Planner's vendor directory if you are still finding suppliers.

Give every vendor the same brief

Before asking for packages, agree on the basics with your partner and anyone helping to plan. Sending different information to different suppliers makes their prices difficult to compare. A short brief is enough:

• Date and timings: include the ceremony, reception and when suppliers can set up.
• Location: name the venue or town, and explain if there are two locations.
• Guest count: give your working estimate and ask when the final number is needed.
• What you need: separate essentials from optional upgrades.
• Budget: share a comfortable range for that service in KES, rather than your entire wedding budget.
• Guest needs: mention dietary requirements, step-free access and any ceremony-specific arrangements.

If your plans include a ruracio or another family celebration on a separate date, request a separate scope for it. Do not assume a wedding-day package covers both occasions. If you are still deciding which services you need, the event planning tool can help you organise the starting details.

Compare the complete quote, not just the headline price

A package name does not tell you its boundaries. For example, Kenyan provider Lucidity Africa lists venue hire, catering and photography separately from its wedding planning, décor and rental packages. That is one provider's scope, not a rule for every supplier. Check each proposal on its own terms. See the provider's published inclusions and exclusions.

Put shortlisted quotes beside each other and mark every item as included, extra or unanswered. Ask vendors to price the unanswered items before deciding which offer fits.

Watch for gaps between suppliers. Your caterer may quote for food and staff while expecting the venue to provide plates. The venue may expect you to hire them. Ask who supplies each shared item, and remove duplicates where two quotes include the same thing.

For travel outside a supplier's usual service area, give the exact venue rather than only the county. Ask whether the quoted travel amount covers a site visit, delivery and collection, or just attendance on the day.

Ask the questions that fit each service

Venues: what can the space comfortably support?

Ask to see a layout for your guest count with the dining area, dance floor and service spaces included. Check access for older guests and wheelchair users, toilets, parking, power arrangements and a workable plan for rain. Confirm setup access, finish times and any restrictions on outside caterers or décor. If you want an outdoor reception, browse garden venue listings and ask to view the wet-weather space as well.

Caterers: what does the guest price cover?

Agree on the menu and service style, then ask about tastings, drinks, serving staff, crockery, cutlery and clearing up. Explain dietary needs before choosing a menu. Ask how children and vendor meals are counted, when guest numbers become final and what happens if the number changes. Compare these details when browsing full-service caterers.

Photography and video: what will you receive?

Ask to see a complete wedding gallery, not only selected social posts. Confirm who will shoot your wedding, coverage hours, whether travel between locations is included and what happens if the schedule runs late. Get the edited photo and video deliverables, delivery dates and any album costs in writing. Discuss whether the supplier may use your images publicly. You can explore wedding photographers before requesting a quote for your schedule.

Décor, sound and entertainment: who brings what?

Turn inspiration images into an item list: table arrangements, chairs, linen, backdrop, lighting and the spaces being decorated. Clarify fresh or artificial flowers and how substitutions are agreed. For a DJ, MC or band, confirm performance hours, microphones, speakers and who provides power backup. Name the person coordinating setup with the venue.

Confirm the agreement before paying a deposit

Review recent work and feedback, meet or speak with the person responsible, and ask about any part of the proposal you do not understand. If a replacement crew might attend, find out how they are selected and how you will be told. A listing or verification badge is useful context, but it does not replace checking the supplier's fit for your wedding.

Keep a written agreement covering the date, location, scope, full price, payment stages and what happens if either party cancels or the event moves. Ask what happens if the supplier cannot attend. Do not assume that a deposit is refundable or transferable; ask for the specific terms before accepting them.

Confirm the payment details directly with your supplier. If paying through M-PESA, check the recipient details and amount before confirming, and keep your receipt. Safaricom's Send Money guidance describes the confirmation steps for that service. Never share your M-PESA PIN with a vendor.

Picky Planner connects you with vendors; booking payments are arranged directly with the vendor. The platform does not hold your wedding deposit or provide escrow. Read the platform terms and the supplier's own booking terms. If the scope or payment details keep changing without explanation, pause and resolve that before sending money.

Send an enquiry a vendor can answer

Adapt the message below for each supplier. Keep the requested service specific so the vendor can answer with availability and a relevant proposal.

Hello, we are planning our wedding on [date] at [venue or town] for approximately [guest count] guests. We are looking for [service], from [start time] to [finish time].

Our priorities are [two or three essentials], and our budget for this service is [range in KES]. Please confirm your availability and share an itemised quote showing what is included, any additional charges, the deposit and payment schedule, and your cancellation or postponement terms.

Please also let us know who will deliver the service and what you need from us next.

On Picky Planner, open a vendor's profile and use the booking enquiry option. You will need to sign in or create a free account to send an enquiry. A submitted enquiry starts the conversation; confirm availability and the booking directly with the vendor.

Common questions about booking wedding vendors in Kenya

Which wedding vendor should we book first?

Start with the decision that fixes the rest of your plans, often your venue and date. If a particular photographer, planner or religious venue is essential to you, check their availability before committing elsewhere. Build the remaining shortlist around confirmed dates, locations and access times.

How far ahead should we enquire?

Enquire once you have a likely date and location, especially if either is difficult to change. Ask each supplier about availability, how long a quote remains valid and whether a provisional hold expires. Availability depends on the supplier and date, so a universal booking deadline would be misleading.

Is a wedding package cheaper than separate vendors?

It can be, but compare the same scope before choosing. Add the extras you would still need to buy to the package total, then compare that with separate quotes. Also consider who coordinates the work and whether the package gives you the choice of suppliers you want.

Can we plan a Kenyan wedding while living abroad?

You can start with online profiles and video calls. Agree on a communication channel and time zone, request a live venue walkthrough where possible, and appoint a trusted local contact if you need someone to attend visits. Record decisions in writing so family members and suppliers are working from the same plan.

Package information and the linked payment guidance were checked on 16 September 2026. Ask suppliers for their current availability, scope and terms when you enquire.