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Year-end gatherings are easy to plan in October and hard to plan in the second week of December. The good dates and venues go first, and approvals take longer than anyone expects. Here is a checklist you can work through now.
1. Fix the date early
Pick two or three possible dates and ask for availability on all of them. The last two weeks of December are the hardest to book, and mid-week dates are often easier than Fridays.
2. Count the people
- How many people are attending, and how many will need rooms?
- Are families or partners invited?
- Are some staff travelling from outside Nairobi, and when do they arrive?
3. Decide what the day looks like
Write a simple outline: arrival, any meeting or activity, the meal, and the end time. A clear outline lets a venue give you a realistic quotation instead of a guess.
4. Think about food
- Note dietary needs early, including vegetarian, halal and allergies.
- Ask what is included in any menu and what is charged separately.
- Confirm the final numbers by a set date.
5. Plan transport and parking
Traffic in December can be heavy, so allow extra time for everyone to arrive. Free parking is available at the hotel, and Uber and Bolt both operate in Karen. See our Nairobi transport guide.
6. Agree the budget and approvals
Get your budget approved before you request quotations, so you can confirm quickly when you find a good option. Ask each venue for a written quotation in the same format, so you can compare like with like. Our guide to comparing corporate hotel quotes shows what to look for.
7. Get the terms in writing
- The date, start and end times
- What is included and what is not
- Any deposit and when it is due
- The cancellation terms
- The deadline for confirming numbers
8. Have a plan B
Keep a second date or venue in mind until you have confirmed in writing, and agree who on your team makes the final call.
How we can help
If you are considering Karen Plains Hotel, send us the date, the number of guests and what you need, and we will confirm what we can offer and reply with a quotation. For more, see our corporate Christmas page and the corporate accommodation checklist.
Frequently asked questions
How early should we book a year-end gathering?
As early as you can. The last two weeks of December are the hardest to book, so ask for availability on two or three dates.
What should we get in writing?
Ask for the date and times, what is included and not included, any deposit, the cancellation terms and the deadline for confirming numbers.
How do we request a quotation from Karen Plains Hotel?
Send us the date, the number of guests and what you need by WhatsApp or email, and we will confirm what we can offer and reply with a quotation.
Stay with us in Karen
Send us your date, number of guests and what you need, and we will reply with a quotation.
Check availability and book direct or message us on WhatsApp and we will help you plan dates, rooms and airport pickup.
