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Organising accommodation for a trade delegation is a job of many small details. Twelve people on four different flights, two who need to stay on for distributor meetings, one finance team asking for a single invoice. If you are the export manager or administrator bringing a delegation to Nairobi for the International Indo-Africa B2B Investment & Trade Expo (7 to 9 October 2026, KICC), this checklist sets out what to settle with your hotel before anyone boards a plane.
Check availability & book direct · Indo-Africa Expo stays at Karen Plains Hotel
A simple planning timeline
| When | What to settle |
|---|---|
| As soon as the delegation is confirmed | Room count, arrival and departure dates, and who holds the rooms: you, or each traveller |
| Once flights are booked | Every flight number and arrival time, for transfer planning |
| Two to three weeks before | Final rooming list, meal preferences, daily transport to KICC, billing details |
| The week before | Changes, late additions, a contact number for each traveller |
| Arrival day | One person on your side who can answer our questions |
1. Rooms and the rooming list
For a small group, travellers can book directly in our booking engine. For a larger delegation, it is usually easier to send us the whole list and let us help with the allocation. See how we handle this on our group stays page.
A useful rooming list includes, for each person:
- Full name, as it should appear on the booking
- Arrival and departure dates, including any setup days before the expo and follow-up nights after it
- Room type preference
- Mobile number and email
- Meal preferences to discuss
- Whether the company or the traveller pays
Room choices worth knowing about: our Executive Room is our finest, with a king bed and extra space to work, a good fit for delegation leads. The Deluxe Room has a king bed and a proper workspace. For value, the Standard Room with Balcony and Standard Room without Balcony are practical options. Anyone staying on for several weeks may prefer the One Bedroom Apartment, with a separate living area and kitchen facilities.
2. Flights and airport transfers
Delegations rarely arrive together. Group travellers by arrival time, then match vehicles to each group. Our private transfers are priced per vehicle, one way:
- JKIA sedan, up to 3 guests: US$55
- JKIA 4×4 Land Cruiser, up to 6 guests: US$95
- Wilson Airport sedan: US$45; Wilson 4×4: US$85
Worked example: eight colleagues landing at JKIA on the same flight would need two 4×4s, which is US$190 one way. If two of them land the next morning, add a sedan at US$55. Tell us how many bags each group has so we can plan the vehicles properly. Full details are on our airport transfer page.
Early arrivals should know that check-in is from 12:00. Our front desk is open 24/7 and luggage storage is available, so nobody is left waiting with their bags on the pavement.
Ready to share your list? Request a team stay quotation on WhatsApp.
3. Daily transport to KICC
KICC is in Nairobi's central business district, across the city from our hotel in Karen. Allow generous time at peak hours, and plan stand staffing so that the first shift is not the one stuck in traffic. Journey times vary with Nairobi traffic; check a live traffic app for your schedule.
We can quote venue transport for the delegation on request. When you ask, tell us the number of travellers, the times you need to leave and return, and whether some people will head to other meetings during the day.
4. Meals and preferences
Lunch and dinner at the hotel can be added for US$40 per day. Kenyan, Swahili and traditional African food is central to our kitchen. If members of your delegation have meal preferences, list them on the rooming list and we will discuss them with you before arrival. Please do not assume any particular diet can be provided until we have confirmed it together.
Breakfast runs from 7:00 to 10:30, and packed breakfasts can be requested for early starts on expo days.
5. Billing, payment and paperwork
- Agree who pays for what. Decide whether the company or each traveller covers rooms, meals, laundry and transport, and tell us before arrival so we can discuss how to handle it.
- Name one billing contact. It keeps questions in one place.
- Payment: we accept card and M-PESA.
- Documents: invoices and receipts are available on request.
- Terms: cancellation and prepayment terms depend on the rate chosen and are shown before you pay. Read our cancellation and refund policy.
6. What the delegation should arrange separately
Some important tasks sit outside any hotel booking. Keep them on your own list:
- Expo registration and stand arrangements, with the organiser
- Entry documents for each traveller, checked with official government sources
- Shipping and clearance of samples, with your logistics provider. We cannot store goods or samples at the hotel.
- Interpreters, if your meetings need them
7. Everyday comfort during the trip
- Laundry: wash, dry and fold for US$20 per bag, useful by day three
- Work: a desk in every room, Starlink Wi-Fi, and a generator that covers guest rooms and Wi-Fi during power cuts
- Team briefings: our boardroom and lounge can be booked; ask us for rates
- Free on-site parking for any delegation vehicles
- A spare morning: the Giraffe Centre and Nairobi National Park are in or near Karen, with guided tours available to book
For more on company stays, see our guide to corporate accommodation in Karen.
Plan your stay with us
Your delegation's Nairobi stay, personally taken care of. Book rooms directly, or send us your rooming list and flights and we will prepare a quotation for rooms and extras. Rooms and services are on our Indo-Africa Expo accommodation page, and our Indo-Africa Expo travel guide covers the day-by-day itinerary.
Check availability & book direct · Ask your KPH concierge on WhatsApp
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 indoafricaexpo.com in September 2026. Please confirm the latest programme with the organiser. Karen Plains Hotel is independent and not affiliated with QUICKMARC International or ICCCE.
