Planning a launch isn’t an easy feat. From the outside, it always looks simple. You attend an event, notice what went wrong, and think, that would never happen to me. But when it’s your turn, reality hits harder. Organizing an event is demanding.
Choosing the Format
The first big decision was choosing the format. Nowadays, most events rely on ticket sales rather than invitations. So when we came up with the idea that our event should be invitation-only, we were excited. We thought it would be super easy. In the end, we settled on a ratio of 70% invitations and 30% paid seats. But that raised another challenge: how do you actually invite people to an event?
This digital era has made it easier to reach people, but how often do you think people check their emails, or even respond? We quickly learned that emails need to be followed up with calls or other direct attempts to truly secure someone’s commitment. Instagram also proved useful in this regard.
Another strategy that worked well for us was sending personalized emails. By doing a bit of research, we reached out to people based on shared values and showed how our platform could support their advocacy work. This approach allowed us to write emails that captured genuine attention.
You might not get an answer immediately, but this game is a long one, and eventually, it bears fruit.
Building the Team
The next major step was building the team. With the venue secured, we now needed a PA system expert, a DJ, a decorator, waitresses, an MC, designers, musicians, and other entertainers. Of course, such a big team comes with additional costs. To remain within budget, we worked with a decorator who could provide most of the materials we needed, but we also took it upon ourselves to purchase any missing items. The lesson here was clear:
"don’t always hire somebody to do something you can do. Sometimes you need to trust your vision and your own ability to bring it to life with your own hands."
The hunt for designers was less challenging. Through our interactions with different institutions, we were able to reach out to a few emerging talents. Within AfriHue’s own team, we had already been privileged to meet and interact with several designers, which made the process even more meaningful.
It was the same with the models. Some had applied for earlier opportunities but were not selected. We used this project to give them another chance to collaborate with us. Others were people we had met at different fashion shows and events.
This brings up an important aspect that this article is meant to highlight:
" Empowerment starts within your own network. You cannot claim to be about empowerment and opportunity if you move on from those you meet along the way without giving them something to hold onto, something that builds them. This is how you give back to society and foster a true community."
This is actually how we met our makeup artist, Andrea. We first worked with her during the model auditions for our second edition. Although her official role had ended, she chose to stay behind and share her ideas with us. The way she engaged, thoughtfully, passionately, and with genuine enthusiasm, immediately showed us her deep commitment to her craft and to the creative process.
Setbacks and Opportunities
Of course, the journey was not without setbacks. Along the way, many dropped out. The PA provider we had initially approached vanished. We had to look for alternatives. Luckily, because we shared information openly within the team, someone knew a contact who could provide both PA and DJ services at a better price.
“Nothing ever goes in a straight line. It’s only when you share the load with others and acknowledge the walls you’ve hit that new solutions begin to unfold.”
With the challenges also came opportunities. Some people we had previously interacted with had offered to work with us, but at first, we didn’t know how they would fit in. Then a misunderstanding created space for innovation.
Initially, we had imagined a standard runway with standard walks. But our director, Lynn Mulei, reminded us that the goal was to make the night unforgettable. That’s when the team turned to the boldness of the 80s, a time defined by competition, drama, and individuality. It wasn’t just about who walked next; it was about whose walk was impossible to replicate.
During this shift, Andrea Salma joined as the main choreographer, assisted by Bantu. Both Mcensal graduates, they were known for the theatrical quality of their collections.
The vibrant, captivating choreography that lit up the evening came entirely from Andrea and Bantu. They worked together seamlessly and exceeded all expectations.
Andrea, in particular, left me with an important lesson:
sometimes you only discover a skill once you have the courage to claim it. All it takes is to acknowledge your potential and work hard to own it.
The Big Day
Finally, the day of the event arrived. Everything went smoothly, until transitions between collections and activities began to drag. Suddenly, we weren’t on track anymore. That’s when we realized we had packed in more than enough content for the evening.
People often say, “the more, the better,” but in practice, it meant a lot of running around backstage to fit everything into a tight schedule. What was supposed to last two hours stretched much longer.
Time truly flies when you’re trying to manage multiple activities. What we initially thought would take just two hours ended up lasting much longer. Our saving grace was the efficiency of the models, who changed quickly and returned to the stage with flawless execution. The MC also kept the audience engaged, even reshuffling performances when needed to buy us time behind the scenes.
In the end, the biggest lesson we learned was to always plan for the unexpected. Unforeseen circumstances will happen, and it’s how you prepare and adapt that determines success.
