Event Planning, Decoration and MC Level 2

Who it is for. People who have finished Event Planning, Decoration and MC (Level 1), or who can show the same skills, including decorators' apprentices, church event committee members, rental crew and young MCs. Ghana's TVET framework describes National Proficiency II as mostly routine work done under limited supervision.

Bridge from Level 1: what you already know

Level 1 did not cover: written quotes and agreements, site plans to scale and capacity sums, whole-hall draping, stages, balloon arches and lighting, MC scripts and running a mixer, running a team on the day, a written safety plan and growing a rental business. This manual does.

How the module works

Each unit has learning outcomes, performance criteria, the range and the evidence your assessor needs. You are judged Competent or Not Yet Competent. Every unit ends with homework and a short Check yourself quiz. The running example is a 250-guest wedding reception and a 400-guest funeral in Sekondi-Takoradi, used for practice. All their figures are examples unless a source is named.

Competency standard

Range. A 250-guest wedding reception and a 400-guest funeral (practice clients). Evidence. Meeting notes; quote; signed practice agreement; payment record.

The planning meeting

Big family events are often decided by a committee: a funeral committee, a wedding planning group or a church harvest committee. Your first meeting sets the tone.

Steps: run a planning meeting

1. Prepare an agenda: the event, date, venue, guests, programme, colours, what the family provides, what you provide, budget, decisions needed.
2. Open with greetings and, for a funeral, condolences. Ask the head of the family or committee chair to lead; you guide with questions.
3. Record each decision, who made it and the date, in a notebook or on your phone.
4. List open items with a name and a deadline ("Uncle Kofi to confirm the church by Friday").
5. Agree one contact person who can approve changes. Changes from anyone else are only suggestions until that person agrees.
6. Read back the decisions at the end.
7. Send a short summary on WhatsApp the same day and ask the contact to reply "Agreed".

Common mistakes. Taking orders from five relatives; buying fabric before the colours are agreed by the family head. Fix: one contact person, and written agreement before spending.

Building a priced quote

A quote is your written price for the work. It must be clear about what is included and excluded.

Steps: prepare a quote

1. List every item from the brief: rentals, décor, sound, MC, staff, transport, permits.
2. Get written supplier prices (WhatsApp messages count) for items you hire from others.
3. Add your direct labour: your team's days and pay.
4. Add overheads: a share of your fuel, phone, store rent and wear on your own items.
5. Add contingency for real risks (for example, extra chairs, rain plan).
6. Add profit.
7. Write the quote with: client name, event, date, venue, guest numbers, each line and price, total, inclusions, exclusions (for example "food and drinks are by the family's caterer"), payment terms, and how long the quote is valid.

The agreement

Write a short agreement both sides sign. It should cover (the author's checklist; this is not legal advice):

Track the money

(Example figures.) Always give a numbered receipt. Send an invoice for the balance with the due date. Big clients such as companies may deduct withholding tax and give you a certificate; the Ghana Revenue Authority lists 7.5% on services above GH¢2,000 a year. Keep the certificate.

Check yourself

1. Why must there be one contact person who approves changes?
2. Name five things an event agreement should cover.
3. A company pays your GH¢10,000 invoice less 7.5% withholding tax. How much do you receive, and what must you ask for?

Competency standard

Range. One hall and one outdoor site. Evidence. Venue checklist; capacity sums; scaled site plan.

Venue types around Takoradi

The Tourism Act, 2011 (Act 817) is reported to require tourism enterprises such as hotels, event centres, pubs and night clubs to be registered and licensed by the Ghana Tourism Authority. In 2022 the GTA drafted standards for "multi-purpose establishments" such as event centres and banquet facilities, covering health and safety, risk assessment and insurance, to take effect once passed by Parliament; in July 2026 it was still developing the rules with the Attorney-General's Department. When you choose a venue, ask to see its licence.

Steps: a site visit

You need: the venue checklist, a 30 m tape measure, a phone camera, a pen.

1. Go at the same time of day as the event if you can (sun, traffic, noise).
2. Measure the usable area: length and width; note slopes, drains, trees.
3. Look up: power lines, weak ceilings, fans, branches.
4. Find power points, the meter, water taps, toilets and their number.
5. Find entrances, exits, gates, and where vehicles can park and unload.
6. Note neighbours: houses, hospitals and schools that need quiet.
7. Ask the owner or manager: times allowed, rules, deposits, cleaning, security.
8. Photograph everything, and draw a rough sketch with the measurements.

Capacity

Use example space allowances until you have your own measured figures. Many planners allow more space for banquet tables than for rows. In this book we use these example allowances:

These include aisles but not the stage, high table, kitchen or dance floor. Always check against the real chairs and tables you will use.

Safety limits you must respect:

• Crowd crush risk begins when density goes above about five people per square metre. Never plan standing areas near that.
• A UK council fire guide for events says a structure holding 50 or more people needs at least two exits that are real alternatives, each at least 1.05 m clear, allowing everyone to leave in 2 minutes or less, with travel to a final exit of not more than 18 m. Ghana's own figures were not found; use these as a guide and ask the Ghana National Fire Service.

Drawing a site plan to scale

A scale means a small distance on paper stands for a bigger one on the ground. On graph paper, 1 square = 1 m is easy. On a phone, free drawing apps or a spreadsheet grid work too.

Steps

1. Draw the boundary with the measured length and width.
2. Mark north, the road, gates and power lines (with a "no canopy" zone round them).
3. Draw canopies to size, then seating, aisles and the stage or high table.
4. Mark exits (at least two per area), the first-aid point, extinguishers and the meeting point.
5. Put the kitchen at least 6 m from canopies and the generator outside, at least 20 feet (about 6 m) from buildings and canopies, exhaust away from people.
6. Mark toilets, water, waste bins, parking and the drop-off point.
7. Add a key and the scale.
8. Check with the tape on site before the day.

Access for all

Ghana's Persons with Disability Act, 2006 (Act 715) covers access to public places, yet an audit reported that most public buildings checked had not been made accessible. Your plan can do better.

Check yourself

1. Why visit the venue at the same time of day as the event?
2. How far should the kitchen and the generator be from canopies, according to the guides in this unit?
3. Name three things you must mark on every site plan.

Competency standard

Range. One hall dressed for a wedding reception; one funeral setting. Evidence. Material estimate; photos; observed safe fixing and take-down.

Safe working at height

Draping a hall

Materials: voile or chiffon for ceilings (light), satin or spandex for walls and pillars, cable ties, clamps, rope or wire for ceiling lines, S-hooks, a staple gun only where the venue allows it.

Steps: drape a wall

1. Ask the venue what fixings are allowed (many forbid nails and staples).
2. Measure the wall width and height.
3. Use pipe-and-drape stands, or a rope fixed to strong points the venue approves.
4. Gather fabric at about 1.5 to 2 times the width for soft folds (the author's rule of thumb).
5. Hang from the top, working from the centre outwards so folds match.
6. Tuck or pin the bottom neatly, clear of the floor so nobody trips.
7. Check from the back of the hall: straight lines, even folds.

Steps: drape a ceiling section

1. Fix a centre point (a ring or a hook on an approved strong point).
2. Run lines to the edges.
3. Lay fabric along the lines in swags, each the same depth.
4. Keep fabric well below fans and well away from lights.
5. Check that no fabric hangs near exits or signs.

Backdrops, stages and the high table

• Backdrop: a stable frame (metal or wood) with weighted feet, fabric or panels, and a focal point: the couple's initials, a church logo, or the deceased's photo frame and the family's colours.
• Stage: check the platform is solid and its edges are marked; steps with a handrail if it is high (the author's advice).
• High table: cloth to the floor at the front, a runner in the accent colour, low flowers so guests can see faces, name cards.
• Funeral setting: dignified, in the family's colours; flowers and fabric round the photo or lying-in-state area as the family directs.

The balloon arch

You need: an arch frame (metal, or PVC pipe bent and fixed into weighted bases), balloons in two or three colours and sizes, an electric pump, a balloon sizer, garland strip or fishing line, cable ties, weights.

Steps

1. Plan the length: measure along the arch shape (for example, an arch 2.5 m high and 3 m wide is roughly 8 m along the curve; measure with string on the frame).
2. Count balloons: decide clusters per metre (Unit 1 sums); add 10% for bursts.
3. Inflate and size each balloon to the same size; under-inflate slightly in heat.
4. Make clusters of four (two pairs twisted together).
5. Fix clusters to the strip, turning each a little for a spiral of colour.
6. Fix the strip to the frame every 30 cm with cable ties.
7. Fill gaps with small balloons; add foil shapes or flowers last.
8. Weight the bases and check that the arch cannot tip in wind.
9. Check: colour pattern even; no gaps; arch stable; clear of exits.

Larger flower pieces

Steps: a long high-table arrangement

1. Soak foam bricks; place them in a long tray end to end.
2. Build a low base of greenery along the whole length.
3. Place focal flowers evenly, then fillers.
4. Keep it below eye level of seated guests.
5. Condition flowers first and keep them cool until the event.

Entrance piece: a tall stand or urn at the door, heavier at the bottom so it does not tip.

Light

Light makes a room feel warm, grand or calm.

• LED uplights on the floor wash walls with colour.
• String (fairy) lights behind voile make a starry backdrop.
• Battery LED candles give a safe candle look near fabric.

Estimating materials

Check yourself

1. Why must fabric never hang from light fittings or fans?
2. How do you stop a balloon arch tipping?
3. Why keep high-table flowers low?

Competency standard

Range. A 4- to 8-channel mixer, two wired and two wireless microphones; a wedding reception and a funeral programme. Evidence. Script; recording of hosting; sound-check sheet with levels; oral questions.

The MC script

A script is your private guide; it is not read word for word.

Parts of a script

1. Opening: greeting in protocol order (Level 1), purpose of the gathering, short housekeeping (exits, toilets, phones on silent).
2. Links: one or two sentences that take guests from one item to the next and introduce the next person by name and role.
3. Announcements: food, photos, donations, transport.
4. Timekeeping notes: the latest time each item can end.
5. Closing: thanks, the vote of thanks, the closing prayer, safe travel.

Example link (wedding): "Thank you, Reverend. Ladies and gentlemen, the moment we have waited for: please rise and welcome, for the first time as husband and wife, Mr and Mrs Mensah!" (example)

Example link (funeral): "Thank you, Opanyin. The family will now receive your donations. Please come forward row by row as the ushers direct you. May God bless you." (example)

Hosting in two languages

• Decide which parts go in each language: for example, opening greeting, donations, food and safety announcements in both; speeches introduced in the speaker's language.
• Write each Fante line with a Fante-speaking elder or your trainer, practise it with them, and record their name in your logbook. Public word lists are mainly Asante and Akuapem Twi, and Fante forms differ in places.
• Say the same meaning in each language, not a word-for-word translation.
• Keep the switch smooth: one language, a short pause, the other language. Do not repeat every sentence twice; guests get tired.
• With a co-MC, agree who speaks which language and practise the hand-overs.

Running a mixer

Terms

Steps: sound-check

1. All faders and the master down. Mixer on, then speakers on.
2. For each mic: speak at normal level and raise gain until the level light shows strong signal without the red "peak" light.
3. Raise that channel's fader to its normal mark.
4. Raise the master slowly while you walk the room.
5. Use EQ gently: a little cut in the lows can make speech clearer outdoors.
6. Set the music channel lower than the voice so the MC is always clear.
7. Test each wireless mic across the whole venue; label each mic and its channel.
8. Write the settings on a sound-check sheet.

Feedback control: keep mics and speakers apart; get the mic close to the mouth rather than turning up; use directional mics; switch off unused mics; do not over-boost tone.

Wireless tips: fresh or fully charged batteries for every event and spares in your pocket; turn the receiver on before the mic; keep the receiver aerials clear.

Noise and hearing

• Ghana's ambient noise standard is GS 1222:2018, and the EPA asked religious bodies and entertainment centres in 2025 to keep within it, turn down instruments and limit loudspeakers, especially in residential areas.
• Accra's bye-law levels reported in 2017 were 55 dB by day and 48 dB at night for residential areas, and 65 dB by day and 60 dB at night for entertainment places, churches and mosques. These are levels for the area around you, not inside your speaker.
• The STMA's 2025 list includes GH¢1,000 for excessive noise making and a GH¢300 spot fine with seizure of equipment.
• For guests' hearing, the WHO standard for venues and events limits the average to 100 dB over 15 minutes and asks for monitoring, hearing protection, quiet zones and staff training.

Steps: control noise

1. Point speakers towards guests and away from houses, hospitals and schools.
2. Use more small speakers spread around rather than two very loud ones.
3. Take readings at the back of the crowd and at the nearest house with a sound-level meter (phone apps give only rough readings, the author's advice).
4. Agree the end time for loud music with the family and keep it.
5. Keep a quiet area for the elderly and babies.

Music and copyright

Ghana's Copyright Act, 2005 (Act 690) protects authors' works automatically. Whether a public music licence is needed for weddings, funerals or parties in Ghana, and from whom, was not verified for this book. Spinners and venues should ask the music rights society and keep any licence.

Handling the unexpected

Check yourself

1. What is gain, and do you set it before or after the fader?
2. Name two ways to keep neighbours from complaining.
3. What do you do when the power fails in the middle of a speech?

Competency standard

Range. One supervised real or practice event of at least 100 guests. Evidence. Run sheet; briefing notes; supplier sign-off sheet; close-out report.

The run sheet

A run sheet is more detailed than the Level 1 timeline. It lists set-up, event and take-down, with who, where and their phone.

(Example names and times.) Share it on WhatsApp the day before and print copies.

The team briefing

Steps: brief in 10 minutes

1. Gather everyone at the same time, away from noise.
2. Say the event in one sentence ("We are honouring Maame Efua's long life; the family wants dignity and order").
3. Go through roles, one by one, and who each person reports to.
4. Go through timeline highlights.
5. Safety: exits, extinguishers, first aid, generator area, storm plan, who calls 112.
6. Behaviour: dress, phone use, no alcohol on duty, respectful talk, no photos of the family without permission.
7. Questions.
8. Check everyone has your number.

Managing suppliers

Use a sign-off sheet: item, quantity, condition, time, supplier signature, your signature.

Solving problems

Method: STOP and THINK

1. Stop: is anyone in danger? Deal with safety first.
2. Find out: what exactly is wrong? Ask the person involved.
3. Options: list two or three.
4. Decide with the client contact if it changes cost or the programme.
5. Act and record in the event log.

Weddings and funerals in practice

Wedding reception: the couple's entrance is the big moment; agree the music cue and walking route; keep the cake table stable and shaded; give the photographer space at the backdrop.

Funeral: the family sits together near the front; the donations table is guarded by trusted people with a book and a MoMo number the family controls; the MC announces donations respectfully; ushers guide mourners filing past in an orderly line; end on time because most funeral-related crashes are reported on Saturday evenings between 5 and 8 pm.

Close the event

1. Wait for guests and the family to leave the area.
2. Take down décor, then chairs and tables, then canopies (Level 1 order).
3. Count everything with the client contact; both sign.
4. Walk the venue: rubbish removed, no damage, power off, keys returned.
5. Send the client a close-out report within 2 days: what went well, any damage or missing items, any balance, and thanks.
6. Ask for a review and photos you may use.

Check yourself

1. What is the first question when a problem happens?
2. Name four things in a team briefing.
3. What goes in a close-out report?

Competency standard

Range. The 400-guest funeral and the 250-guest reception. Evidence. Written safety plan with risk table; permissions list; incident log.

A simple risk assessment

Risk = likelihood × severity. Score each from 1 (low) to 3 (high). A score of 6 or 9 needs strong controls before the event goes ahead (the author's scoring method).

(Example scores.)

Crowds, stewards and exits

• Plan one usher or steward per section and at each exit (the author's guide); they know the exits and the meeting point.
• Keep density low: crush risk starts above about five people per square metre.
• Exits: at least two real alternatives for each structure holding 50 or more, each at least 1.05 m clear, evacuation in 2 minutes or less.
• Keep entry and exit routes apart where possible; avoid dead ends.
• A clear lane for an ambulance or fire engine.

Fire, power and fumes

Weather: wind, rain and lightning

• Rainy seasons in southern Ghana: mainly April to June and September to November. Plan a rain option for events in those months.
• Wind: weights and pegs on every leg; side fabric tied back; a "lower and leave" decision point. A UK canopy seller says light pop-up canopies should come down above about 56 km an hour.
• Lightning: the US National Weather Service says there is no safe place outside when thunderstorms are near, and if you can hear thunder you are probably within striking distance: "When thunder roars, go indoors". A canopy is not a safe shelter. Move people into solid buildings or closed vehicles until the storm passes.
• Never hold a metal canopy frame in a storm.

Permissions and notice

Failing to notify the police of a "special event", or taking part knowing no notice was given, is an offence under the Act. The police may close streets and erect barriers for a special event, and organisers pay for damage to public property.

Incidents

Keep an incident log: date, time, what happened, who was involved, action, who was told, signature. For any injury, call 112 if serious, give first aid only within your training, tell the client, and keep a copy of the log.

Check yourself

1. How do you score a risk, and which scores need strong controls?
2. Is a canopy a safe place in a thunderstorm? What do you do?
3. Which events need written notice to the police under Act 491, and how many days before?

Competency standard

Range. The trainee's own business plan. Evidence. Package sheet; payback sums; marketing plan; permit list.

Packages

(All example prices; price from your own costs, Unit 1.) Packages make it easy for clients to choose and for you to plan stock and staff.

Buy or hire stock?

Payback is how long it takes for stock to earn back what it cost.

A plastic chair was listed for sale on Jiji in Accra at GH¢166 in October 2026; prices in Takoradi were not verified.

Location and partners

Permits for your business

The STMA's 2025 yearly fees include: individual interior or event decorator GH¢150; medium decorating company GH¢250; bridal and event decorator GH¢500; ceremonial hiring of canopies, chairs and tables GH¢300; canopies, chairs, tables, cutlery, glasses, plates and trays GH¢1,000; multi-services hiring GH¢3,500; small spinner GH¢110; live band GH¢300; annual fees due by 31 March; registration with the Assembly GH¢100 where the fee is up to GH¢500; and a GH¢250 penalty for operating without STMA registration. Registering a business name at the Office of the Registrar of Companies is covered in Level 3.

Market yourself

• WhatsApp Business catalogue with packages and photos.
• Google Business Profile with photos and reviews.
• Portfolio: before-and-after photos and short videos of each set-up (with permission).
• Reviews and referrals: ask every happy client for a short review.
• Visibility at events: a small, tasteful card at the gift table, with the family's permission.
• Honest pricing: state inclusions and exclusions clearly; no hidden charges.

Accessibility

Persons with disabilities can run and staff an events business.

• Workable roles: planner and client meetings, quotes and bookkeeping, MC, music selection, flower and table design (seated), sash and garland making, WhatsApp marketing, stock records.
• Adjustments: seated work stations; a helper for ladders and canopy lifts; large-print or audio run sheets; vibrating phone alerts; picture task cards for deaf team members; step-free routes in your store.
• Serving disabled guests well is also good business: accessible seating, ramps and an interpreter when needed (Unit 2).
• Funding: the Assemblies' disability fund rose to 5% in 2026, for skills, assistive devices and start-up capital; STMA gave equipment to persons with disabilities in 2025.

Check yourself

1. What is payback?
2. Name three partners who can send you clients.
3. What is the STMA penalty in 2025 for operating without registration?

1. What must an event quote state besides the prices?
2. Name three cancellation or damage points for an event agreement.
3. A 400 m² area at 0.8 m² per guest holds how many in theatre rows?
4. What exits does the UK event fire guide ask for a structure holding 50 or more people?
5. Name three safety rules for draping at height.
6. Why are balloons a special danger at children's events, and what is the rule?
7. In what order do you set gain, fader and master?
8. What does GS 1222:2018 cover, and what did the EPA ask religious bodies in 2025?
9. What are the steps of STOP and THINK?
10. What is the lightning rule, and why is a canopy not safe?
11. Under Act 491, what must the police notice include?
12. Chairs cost GH¢34,000 and save GH¢1,800 a month. What is the payback?

Best next reads: Event Planning, Decoration and MC (Level 1); the hub's Catering, Pastry and Street Food Level 2 (event catering), First Aid and Community Health Helper, and Money Skills Level 2.

What this module does not cover: very large and multi-day events, full compliance and insurance, supervising large crews, hire-stock management systems, business registration, tax, payroll and accounts (see Level 3).

Every source used in this manual is listed, with links, in the Teacher Copy.