Booking Accommodation for Your Big 5 Exhibitor Team: A Corporate Coordinator's Checklist

If you are the person responsible for getting an exhibitor team to Big 5 Construct Kenya (21–23 October 2026, Sarit Expo Centre, Nairobi), this checklist is for you. It covers the booking workflow: who, when, how much, and what paperwork you need. For the questions to ask about a hotel's facilities and service, see our companion piece, What International Exhibitors Should Confirm Before Booking a Nairobi Hotel.

Step 1: Confirm the travelling team and their roles

• List every traveller with their full name as it appears on the passport, nationality and role: stand staff, setup crew, sales, management or guest.
• Note who needs to be at the venue before 10:00 each day and who can arrive later.
• Flag anyone arriving early for stand build or leaving late after breakdown. Their nights will differ from the rest of the team.
• Check each traveller's entry requirements on the official Kenya eTA portal, etakenya.go.ke. The portal lists accommodation confirmation among the documents requested, so the booking often has to come first.

Step 2: Build the date grid

Map each person's nights against the calendar:

• Mon 19 / Tue 20 October: arrival and setup. 20 October is Mashujaa Day, a public holiday.
• Wed 21 to Fri 23 October: show days, 10:00 to 17:00.
• Fri 23 evening / Sat 24 October: breakdown and departures.

A simple grid of names against nights prevents the most common problem: paying for nights nobody uses, or missing the extra night a setup crew needs.

Step 3: Decide on location and whether to split

Decide whether everyone stays together near the venue or whether to split the team. Our Karen or Westlands comparison sets out the trade-offs. If you split, record which hotel each person is in on the rooming list and share both addresses with the whole team.

Step 4: Get the budget approved

Prepare a per-person, per-night estimate covering room rate, breakfast, local transport, airport transfers and a contingency. Our Big 5 budgeting guide gives a template. Confirm whether rates include taxes and in which currency they are quoted and invoiced.

Step 5: Request availability and hold rooms early

• Send the hotel your date grid, number of rooms, bed preferences and any accessibility needs in one message.
• Ask how long a provisional hold lasts and what deposit secures it.
• Ask for the cancellation terms in writing, including the deadline for reducing the room count without charge.
• Small hotels fill quickly during large events. Confirm early and release rooms you do not need, rather than the other way round.

Step 6: Agree billing before arrival

• Decide what the company pays (usually room and breakfast) and what guests settle themselves (extras such as laundry or bar).
• Ask whether the hotel can issue invoices in your company's name, and what details it needs: registered name, address and tax number.
• Confirm accepted payment methods, such as card, bank transfer or M-PESA, and when payment is due.
• Settle any special billing arrangements before the team travels, not at check-out.

Step 7: Send the rooming list

About a week before arrival, send a final rooming list with each guest's name, arrival and departure dates, flight numbers and arrival times, mobile or WhatsApp numbers, room type, dietary requirements and billing instructions. Mark early arrivals and late departures clearly.

Step 8: Book transport alongside rooms

Book airport pickups for each flight, and agree how the team will reach Sarit Expo Centre each morning: a shared vehicle, ride-hailing or a hired driver. The daily journey guide explains timings if any of the team are based in Karen.

Step 9: Reconfirm 72 hours out

• Reconfirm names, dates and flight times with the hotel.
• Send each traveller a one-page summary: hotel address and phone, check-in and check-out times, transport arrangements, venue hours and an emergency contact.
• Keep copies of confirmations and invoices for your finance team.

Step 10: Close out after the trip

Collect final invoices, reconcile incidentals and note what worked for next year. Big 5 Construct Kenya is an annual show, so the notes will save you time.

Booking a small team with Karen Plains Hotel

We are a small boutique hotel, which suits small teams, directors and visiting clients rather than large delegations. Invoices and receipts can be issued for corporate stays. Check live availability and book at letsbook.me/booking/karenplainshotel, or send your date grid to info@karenplainshotel.com. For more on group stays, see group bookings in Karen.

Planning your Big 5 stay? Check live availability, or send your dates and team size to info@karenplainshotel.com or WhatsApp +254 796 989 928. Our front desk is open 24/7.

Frequently asked questions

When should we book hotels for Big 5 Construct Kenya?

As early as possible. Hotels near large trade shows fill quickly, and many travellers need an accommodation confirmation for their Kenya eTA application, which should be submitted at least two weeks before travel.

What should a rooming list include?

Each guest's full name, arrival and departure dates, flight details, contact number, room type, dietary needs and who pays for what.

Can Karen Plains Hotel invoice our company?

Yes. Invoices and receipts can be issued for corporate stays. Please include your company's billing details when you book.