A Corporate Accommodation Checklist for HR and Administration Teams

A reliable employee accommodation booking comes down to six steps: confirm the dates, allocate the rooms, capture each employee's needs, request a complete quotation, agree billing, and set out how changes will be handled. Use the checklist below for any booking in Nairobi, whichever hotel you choose.

1. Dates and travel details

• ☐ Arrival and departure dates for each employee
• ☐ Flight numbers and arrival times, noting late-night or early-morning arrivals
• ☐ Whether dates are fixed or likely to change
• ☐ Any nights away from Nairobi during the stay
• ☐ Public holidays that affect workplace access or travel

2. Room allocation

• ☐ Number of rooms and who stays in each
• ☐ Single occupancy or sharing, in line with company policy
• ☐ Room type needed: for example, a room with a desk for anyone working in the evenings
• ☐ Accessibility requirements
• ☐ Whether employees should be on the same floor or close together (ask; do not assume)

3. Employee needs

• ☐ Dietary requirements and allergies (share only what the employee has agreed to share)
• ☐ Meal plan: breakfast only, or other meals
• ☐ Working pattern: office-based, site-based or working from the room
• ☐ Daily transport to the workplace
• ☐ Laundry needs for stays over a week
• ☐ Emergency contact and a named person at your company

4. Quotation requirements

Ask every supplier to quote on the same basis so you can compare like for like:

• ☐ Rate per room per night, and the currency
• ☐ What the rate includes: breakfast, Wi-Fi, housekeeping
• ☐ Taxes and service charges
• ☐ Prices for extras: laundry, other meals, airport transfers
• ☐ Deposit and payment deadlines
• ☐ How long the quotation and any provisional hold are valid

Our guide to comparing corporate hotel quotes includes a template.

5. Billing

• ☐ Company name, address and tax details for invoices
• ☐ What the company pays and what the employee pays personally
• ☐ Accepted payment methods and timing
• ☐ Who receives invoices and receipts
• ☐ Purchase order number, if your process requires one

6. Changes and cancellations

• ☐ Deadline for changing dates or reducing rooms
• ☐ Charges for late cancellation or no-shows
• ☐ How to extend a stay, and who approves it
• ☐ A single contact at the hotel and at your company

Before arrival

• ☐ Send the final rooming list (see Planning Accommodation for Project Teams for a template)
• ☐ Give each employee a one-page summary: hotel address and phone, check-in time, transport, workplace address and emergency contact
• ☐ Keep copies of confirmations for finance

After the stay

• ☐ Reconcile invoices against the quotation
• ☐ Ask the employee for brief feedback: sleep, workspace, meals, commute
• ☐ Note which suppliers to use again

Using this checklist with Karen Plains Hotel

If Karen suits your employee's itinerary (see Is Karen the Right Base?), Karen Plains Hotel can provide:

• invoices and receipts for corporate stays;
• payment by card or M-PESA;
• check-in from 12:00 and check-out by 10:00, with luggage storage;
• a work desk in every room;
• breakfast from 7:00 to 10:30, with dietary requests accommodated where possible given advance notice;
• lunch and dinner together for an extra US$40 per day;
• chargeable laundry and airport transfers.

Cancellation and prepayment terms depend on the rate. See our cancellation and refund policy, and we will confirm the specific terms in your quotation. For the full picture, return to our corporate accommodation guide.

Request a corporate accommodation quotation

Email info@karenplainshotel.com or WhatsApp +254 796 989 928 with:

• your company or organisation;
• arrival and departure dates;
• number of guests and rooms;
• meal and transport requirements;
• expected length of stay and any flexibility in your dates.

Availability, services and commercial terms will be confirmed in your quotation. For individual stays you can also check live availability online.

Frequently asked questions

What should HR include in a hotel accommodation request?

Company name, guest names, arrival and departure dates, number of rooms, meal and transport needs, billing details and how flexible the dates are.

How can we make hotel quotes comparable?

Ask every supplier to state the currency, what the rate includes, taxes, prices for extras, and deposit, change and cancellation terms.

Can Karen Plains Hotel send an invoice to our company?

Yes. Invoices and receipts can be issued for corporate stays. Please include your company's billing details in your request.

What are Karen Plains Hotel's check-in and check-out times?

Check-in is from 12:00 and check-out is by 10:00. Early check-in and late check-out depend on availability.