Behind the scenes: How Uganda’s event equipment industry really operates

2 February 2026, 5:13 pm

By Ronald Ssemagonja

While guests enjoy colourful weddings, concerts, church gatherings, and corporate functions, few stop to consider the complex operations that make these events possible. Behind every successful ceremony lies a highly coordinated—and often demanding—equipment hire industry quietly ensuring everything runs smoothly.

Speaking in Kampala, Joanie Kanyike, founder and Executive Director of Kashel Events, explained what really happens behind the scenes before an event comes to life.

According to Kanyike, the process begins long before the actual event day. Once a client books, her team first seeks to understand their vision and preferred theme. She said that clients are asked to share their inspiration for the event theme, and if they do not have one, the company helps them create it.

She added that this stage determines whether all required equipment is available in-house or must be sourced from external suppliers. For large events, her company often organises demonstration setups so clients can visualise how the venue will look. She explained that demo tables are arranged exactly as they will appear on the event day, allowing clients to make early adjustments rather than last-minute changes.

On supplier relationships, Kanyike emphasised that trust and reliability are critical, particularly during peak seasons when demand for tents, chairs, sound systems, and décor is high.

She also highlighted that labour is one of the least understood yet most important aspects of event planning. While clients see the finished setup, they rarely see the workforce behind it. For an event with about 100 guests, she needs at least four workers; for 500 guests, eight to ten people are required just for tables, with 20 to 30 workers overall when including ceiling, lighting, and draping teams. These workers often operate under tight deadlines, working overnight and handling heavy equipment.

Beyond labour, transport remains a major cost driver. Trucks are needed to move tents, chairs, and sound systems, all of which require careful handling and constant maintenance. She pointed out that speakers fail, microphones break, tents tear, and chairs wear out, making upkeep a continuous necessity.

She also warned that weather, especially rain, poses a serious risk to outdoor events. Cheap equipment, she noted, may look attractive but can end up being far more costly if it fails during an event.

Coordination among subcontractors is another major challenge. A delay in one team can disrupt the entire setup, as many tasks must be completed in sequence.

Kanyike advised event planners to always set aside a realistic budget, conduct proper research, and plan within their means. She urged clients to ensure they have sufficient funds, plan for extras, and make informed decisions based on what they can afford.

The events industry continues to grow in Uganda, providing employment to thousands and playing a key role in the country’s creative and service economy.