Running a company meeting in Nairobi without booking the whole hotel

Hotel teams are used to hearing “we need a room for a meeting”. It is the least useful request there is, because a meeting for six people and a meeting for sixty are not the same problem.

Say what the day is for

• A working meeting is about the room and the day: a table people can see across, good light, somewhere to put the papers, and a coffee that keeps arriving.
• A training day needs the room set in rows or in a horseshoe, a screen, a whiteboard, and breaks that are actually breaks.
• An offsite needs food, a room that is locked for the day, and somewhere for people to take a call they do not want others to hear.

Send the numbers first

Send us the dates, the number of people, the room layout you have in mind, and the hours you want the space for. Add what the day needs: a screen, a table for eight, a board, somewhere to store coats, a room for one-to-ones.

Rates for meetings and events are confirmed in a quotation, so nothing you agree to is a surprise on the invoice.

One hotel, one invoice

Because the rooms, the meeting rooms and the kitchen are in the same building, a company offsite can have one booking, one invoice and one contact person. That is usually the part that matters most to whoever is paying.