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When a county department or a cooperative society sends a delegation to Nairobi, one officer usually carries the whole job: finding rooms, getting approval, moving people from the bus or airport, feeding them and bringing back the right paperwork. Events such as the Nairobi International Trade Fair (28 September to 4 October 2026, Jamhuri Park Showground) are one of the reasons delegations travel to Nairobi. This guide sets out how to organise accommodation for a group like yours, step by step.
Check availability & book direct · Nairobi International Trade Fair stays at Karen Plains Hotel
Start with a clear delegation profile
Before you ask any hotel for a quotation, write down the basics. It speeds everything up and makes quotes easier to compare.
- Number of delegates, and how many are senior officials, officers, extension staff or cooperative members.
- Dates for each person. Not everyone may stay for the whole fair.
- Room sharing: who shares, who needs a single room.
- How the group is travelling: by road in your own vehicles, or by air into JKIA or Wilson.
- Meals needed each day and any dietary needs to discuss with the kitchen.
- The name of the officer who will be the single point of contact.
- Who will receive the invoice, and the exact name and address it should show.
What to ask for in a quotation
A useful quotation separates rooms from extras, so your approving officer can see exactly what is being paid for. Ask for:
| Item | What to specify | How Karen Plains Hotel prices it |
|---|---|---|
| Rooms | Room types, number of rooms, nights per person | Live rates in our booking engine, or a group quotation on request |
| Lunch and dinner | Which days, how many people | US$40 per day for both meals |
| Transport to the showground | Daily times and group size | Quoted on request |
| Airport transfers | Flights and passenger numbers | Per vehicle, one way: JKIA sedan US$55 (up to 3), JKIA 4×4 US$95 (up to 6), Wilson sedan US$45, Wilson 4×4 US$85 |
| Laundry | Expected bags | US$20 per bag, washed, dried and folded |
| Boardroom or lounge | Date, time and headcount for a briefing | Ask us for rates |
For simple bookings, anyone can check live rates and book in our booking engine. For a delegation, it is usually easier to request a team stay quotation on WhatsApp with your profile attached.
Paperwork your finance office may ask for
Public bodies and cooperatives often have their own procurement procedures. Be clear about what yours requires before you book, and ask the hotel directly whether it can meet those requirements.
- Invoices and receipts: Karen Plains Hotel provides these on request. Give us the billing details early.
- Payment: we accept card and M-PESA.
- Cancellation and prepayment: terms depend on the rate you choose and are shown before you pay. Read our cancellation and refund policy and keep a copy on file.
- Other supplier documents: if your rules call for specific supplier registration, certificates or forms, ask us before booking. We will tell you plainly what we can and cannot provide, so there are no surprises at approval stage.
Allocating rooms across a mixed delegation
Delegations often include people with different needs. A simple approach:
- Senior officials: our Executive Room is our finest room, with a king bed and extra space to work.
- Officers who will write reports in the evening: the Deluxe Room has a king bed and a proper workspace.
- Members on a tighter per-diem: our Standard Room with Balcony and Standard Room without Balcony are the value options.
- Anyone staying on for follow-up meetings: the One Bedroom Apartment offers a separate living area and kitchen facilities.
Every room has a work desk and Starlink Wi-Fi, and a generator covers guest rooms and Wi-Fi during power cuts. That matters when a daily report has to reach the county office or cooperative board the same evening.
Moving the group
Karen Plains Hotel is in Karen, south-west Nairobi. Jamhuri Park Showground is off Ngong Road on the western side of the city, and Ngong Road is the main road between Karen and the city, so the hotel and the showground are on the same side of Nairobi. Plan for show traffic all the same. Journey times vary with Nairobi traffic; check a live traffic app for your schedule.
- Travelling by road in your own vehicles? We have free on-site parking.
- Flying in? Group passengers by flight and book one vehicle per group.
- Need daily transport? We can arrange it, quoted on request once we know your numbers and timings.
Check-in is from 12:00 and check-out by 10:00. If the group arrives early or leaves late, our 24/7 front desk can hold personal luggage. We can't store exhibition materials, produce or equipment.
Keeping everyone fed
A delegation that eats well works well. Breakfast runs from 7:00 to 10:30, with packed breakfasts on request for early departures. Lunch and dinner can be added for US$40 per day for both meals. Kenyan, Swahili and traditional African food is at the centre of our kitchen, and a good dinner is the best way to end a long day at the fair. Please raise any dietary requirements before arrival so we can tell you what we can offer.
An organiser's timeline
- As soon as dates are approved: write the delegation profile and request a quotation.
- Once the quotation is approved: confirm rooms, share the rooming list and agree billing details.
- A few days before travel: confirm arrival times, transport and meal numbers.
- On arrival: one officer checks the group in and holds the contact with our front desk.
- Before departure: collect invoices and receipts for your records.
For more on how we handle groups, see our group stays page.
Plan your stay with us
Come for the fair. Let us help with the rest. Send us your delegation profile and we will help you plan rooms, meals and transport, or book individual rooms directly for each delegate's dates.
Check availability & book direct
Quote our trade-fair team's rooms and transport · Stay in Karen for the Nairobi International Trade Fair 2026
Live rates and availability are shown in our booking engine. Extras such as transfers, meals, tours and spa visits are quoted and confirmed separately.
Event details checked on ask.co.ke and Capital FM in September 2026. Karen Plains Hotel is independent and not affiliated with the Agricultural Society of Kenya.
