1. Clarify the purpose and expected outcomes

Before you search for venues, define the meeting purpose and measurable outcomes. Is the goal to train staff, onboard clients, present a new product, or host an executive retreat? The purpose determines the ideal room layout (theatre, classroom, U-shape, boardroom), AV needs, seating capacity and atmosphere. Having a clear brief speeds up venue selection and helps your event planner tailor recommendations.

2. Set a realistic budget and include all costs

Venue hire is only one line item. Build a detailed budget that covers room hire, AV and technical support, furniture rental, catering, parking, security, Wi-Fi upgrades, branding, and cleaning. Ask about hidden fees such as overtime charges, service levies or supplier corkage. If you work with an event planner, they will help you create a budget that aligns with your objectives—see our full services for corporate event support.

3. Choose location and accessibility carefully

Pick a venue location that is convenient for the majority of attendees. Consider public transport links, proximity to major roads, and availability of secure parking. If international guests are involved, proximity to major hotels or Jomo Kenyatta International Airport may be important. For outdoor or multi-day retreats, review accommodation options and onsite facilities.

4. Check room capacity and flexible layouts

Confirm the room’s stated capacity matches your preferred layout. A 100-person theatre layout may not accommodate 100 people comfortably in a classroom or workshop setting. Ask the venue to provide a floorplan and, if possible, a photo of the room setup. If you need breakout spaces, make sure there are adjacent rooms or that temporary partitions are available.

5. Verify AV, networking and technical support

Reliable audio-visual equipment and fast Wi-Fi are non-negotiable for most corporate events. Confirm the venue’s AV specs: projector/lcd, microphone types, speakers, HDMI and VGA inputs, video-conferencing capability and backup equipment. Ask whether on-site technicians are available during your event and what response times are guaranteed. If you plan hybrid participation, verify the venue’s video-conference setup or plan to bring in a dedicated AV partner.

6. Decide on catering options and dietary needs

Catering affects both budget and attendee satisfaction. Review sample menus and portion sizes, confirm whether the venue has an in-house caterer or approved suppliers, and discuss coffee breaks, plated lunches or buffet options. Collect dietary restrictions in advance and ensure vegetarian, halal, vegan and allergy-friendly options are available. Created With Love Events can coordinate catering and presentation for a seamless guest experience—learn more on our corporate events page.

7. Confirm logistics: delivery, setup and schedules

Logistics planning prevents last-minute problems. Confirm load-in times for suppliers, where deliveries can be made, lift access, and where to store equipment. Agree clear timelines for setup, rehearsal, speaker arrival, breaks and breakdown. Provide a contact list for on-site staff, venue operations and your event lead to avoid communication gaps during the event.

8. Review contract terms and cancellation policies

Never assume verbal confirmations are enough. Request a written agreement that details hire fees, payment schedules, cancellation terms, insurance requirements and liability. Look for clauses about force majeure, overtime charges and damage deposits. If dates or attendee numbers change, know the amendment process and any penalties involved.

9. Plan for comfort, safety and accessibility

Attendee comfort influences engagement. Confirm climate control, restroom access, signage, accessibility for people with disabilities and emergency exits. For larger events, consider security presence and medical first-aid provisions. A detailed risk assessment and contingency plan should be part of your venue agreement.

10. Use an event planner to save time and get better rates

Engaging a professional event planner will reduce stress and help you negotiate better pricing. Planners have relationships with venue managers, suppliers and AV teams and can secure package deals that are not always public. Created With Love Events offers end-to-end corporate event planning in Nairobi; we manage venue scouting, vendor coordination, on-site logistics and post-event wrap-up. Explore our contact page to request a consultation.

Checklist: Quick Venue Booking Summary

• Confirm event objective and attendee numbers
• Agree layout and capacity with venue
• Test AV and internet connection in advance
• Confirm catering menus and dietary needs
• Check parking, access and accommodation options
• Secure contract with clear cancellation terms
• Plan logistics schedule and supplier access
• Ensure safety, accessibility and first aid

Frequently Asked Questions

How far in advance should I book a conference room in Nairobi?

For mid-size corporate meetings, book 6–8 weeks in advance. For large conferences, peak season or specialized venues, secure the venue 3–6 months ahead.

Can Created With Love Events help with hybrid event technology?

Yes. We coordinate AV suppliers and hybrid streaming solutions so remote attendees can participate seamlessly.

What is the typical minimum spend for corporate venues?

Minimums vary by venue and weekday. Always confirm minimum food and beverage spend or room hire fees when negotiating.