Architectural project design begins with a clear understanding of the client’s requirements. This foundational step ensures that the final design aligns with the client’s vision, functional needs, and contextual constraints. In Kenya, where diverse environmental, cultural, and regulatory factors influence building projects, accurately documenting client requirements is crucial for successful project delivery. This chapter focuses on preparing the architectural project brief by thoroughly capturing the client's needs in terms of site size, location, and spatial requirements.

1.1 Documentation of Architectural Client Requirements

Documenting client requirements is the initial phase in architectural project design and involves gathering detailed information that informs the entire design process. In Kenya, architects must navigate various client expectations shaped by local customs, environmental conditions, and statutory obligations. Proper documentation minimizes misunderstandings and ensures that the project meets both functional and aesthetic goals.

1.1.1 Site size

The site size refers to the total area available for construction and related activities. It is a critical parameter that directly influences the design scope, building footprint, and compliance with zoning regulations.

Definition and Measurement of Site Size

Site size is the total land area designated for the project, usually measured in square meters or hectares. Measurement involves accurate land surveying using tools such as GPS or total stations, often verified through the land registry documents held by the Ministry of Lands. For example, a client planning a commercial building in Nairobi’s central business district must provide precise site boundaries to avoid encroachment and to comply with local planning laws.

Information to document about site size

• Plot dimensions: Lengths of each boundary, taken from the survey plan and checked on site.
• Total area: The area in square metres, hectares or acres.
• Plot shape: Whether the plot is regular, irregular, narrow or wide, which affects layout.
• Usable area: The area left after deducting road reserves, wayleaves and unbuildable land.
• Levels and slope: How much the ground rises or falls across the site.
• Source documents: The title deed, survey plan and beacon certificate used.

Worked example: site area and conversion

Area = length × width

A rectangular plot measures 30 m by 45 m.

Area = 30 × 45 = 1 350 m²

Area in hectares = 1 350 ÷ 10 000 = 0.135 ha

Area in acres = 1 350 ÷ 4 046.86 = 0.33 acres

Relevance to Design and Planning

The size of the site determines the scale and layout of the building, including parking, landscaping, and auxiliary structures. A small urban site in Mombasa demands vertical design strategies to maximize usable space, while a larger rural farm site around Nakuru offers flexibility for sprawling layouts.

Site Size and Environmental Considerations

Large sites may include environmentally sensitive areas such as wetlands or indigenous trees that require preservation. For instance, a hotel project near Lake Naivasha would need to respect buffer zones to protect the ecosystem. Understanding the site size in relation to these features helps in incorporating sustainable design elements.

1.1.2 Location

The location of the site affects accessibility, environmental conditions, regulatory framework, and cultural context, all of which influence architectural design decisions.

Geographic and Climatic Context

Location defines the climatic conditions such as rainfall, temperature, and wind patterns, which are critical for passive design strategies. For example, a school project in Kisumu requires designs that consider high humidity and heavy rains, influencing roof pitch and drainage systems. Architects must analyze local climate data to optimize natural ventilation and daylight.

Accessibility and Connectivity

The site’s proximity to roads, public transport, and utilities determines ease of access for users and service delivery. A retail complex in Eldoret benefits from being near a major highway, enhancing customer flow and logistics. Documenting the location includes noting existing infrastructure and potential challenges like traffic congestion or poor road conditions.

Socioeconomic and Cultural Context

Local community characteristics shape design responses, including cultural preferences and social habits. For instance, a community health center in a Maasai region would incorporate spaces for traditional gatherings and culturally sensitive patient care. Location documentation must capture these nuances to ensure the design is contextually appropriate.

Location details to record

• Address and plot reference: County, town, estate, road and plot or LR number.
• GPS coordinates: Latitude and longitude of the site for mapping.
• Access roads: Road names, widths, surfaces and entry points.
• Utilities nearby: Water, sewer, power and telecommunication connections available.
• Neighbouring developments: Adjacent buildings and land uses.
• Landmarks and orientation: Nearby landmarks and the direction of north on the site sketch.

1.1.3 Spatial requirements

Spatial requirements define the functional spaces needed by the client, their sizes, adjacencies, and relationships to ensure operational efficiency and comfort.

1.1.3.1 Furniture requirement

The furniture requirement is the list of furniture and equipment the client needs in each space, with quantities, sizes and any special features. Furniture determines how much floor area each room needs, where doors, windows, sockets and lights should go, and how people move around the room, so it must be recorded early rather than fitted in after the design is fixed. The architect collects this information by interviewing the client and users, visiting their current premises and listing items room by room. Example: for a SACCO's new branch office, the architect recorded twelve teller counters, eight officer workstations, a twelve-seat boardroom table, filing cabinets and a strongroom safe.

Information to document for furniture

• Item and quantity: Each type of furniture and the number required per room.
• Dimensions: Length, width and height of each item, from catalogues or measurements.
• Clearances: Space needed around items for use, such as chair space behind desks.
• Fixed or loose: Whether items are built-in, like counters, or movable, like chairs.
• Services needed: Power, data, water or lighting for items such as workstations and laboratory benches.
• Special needs: Accessible furniture, secure storage or heavy equipment needing strong floors.

Worked example: floor area for workstations

Area needed = number of workstations × area per workstation

Eight workstations each need 1.6 m × 0.8 m for the desk plus clearance, giving 4.5 m² per workstation.

Area needed = 8 × 4.5

Area needed = 36 m²

1.1.3.2 Space requirement

The space requirement is the list of all the rooms and areas the client needs, with the floor area and capacity of each, often called the schedule of accommodation. This involves listing all rooms and areas required for the project, such as bedrooms, offices, classrooms, or storage; for example, a university library in Kisii will specify reading areas, stacks, digital resource rooms, and staff offices. Each space must accommodate its intended use, factoring in user numbers and activities; a hospital ward in a county hospital near Nakuru requires minimum space per patient bed to meet health standards, and space sizing is influenced by national building codes and client preferences.

Steps for preparing a schedule of accommodation

1. List the activities: Identify everything the client will do in the building.
2. Identify the spaces: Assign each activity to a room or area.
3. Determine the users: Record how many people will use each space at once.
4. Apply space standards: Use area per person or per item from standards and furniture needs.
5. Calculate each area: Multiply users by the space standard and add furniture space.
6. Add circulation: Add an allowance, usually 20 to 30%, for corridors, stairs and walls.
7. Total and agree: Total the areas and confirm the schedule with the client.

Worked example: area of a reading room

Area = number of seats × area per seat × (1 + circulation allowance)

A library reading room needs 60 seats at 2.5 m² each, with 20% for circulation.

Area = 60 × 2.5 × 1.20

Area = 150 × 1.20

Area = 180 m²

Spatial Relationships and Flow

Effective design ensures logical adjacencies and circulation paths, minimizing unnecessary movement. For instance, in a bank branch in Kisumu, the cash handling area must be near the secure vault but separated from customer waiting zones. Documenting these relationships helps in creating efficient floor plans.

Flexibility and Future Expansion

Clients increasingly require adaptable spaces to accommodate future changes. A retail shop in Thika might need modular partitions to allow for different tenant configurations. Spatial requirements should consider such flexibility to prolong the building’s usability.

Special Requirements and Amenities

Certain projects demand specialized spaces like laboratories, kitchens, or accessible facilities. A county government office in Nakuru may require conference rooms with audio-visual equipment and wheelchair-accessible entrances. Capturing these details ensures that the design fully supports the client’s operational needs.

Chapter Summary

This chapter focused on preparing an architectural project brief by thoroughly documenting the client's requirements, starting with understanding the site size and its location to ensure the design fits the physical context. It emphasized detailing spatial needs, including furniture and overall space requirements, to align the project with the client's functional expectations. The chapter also covered the importance of documenting project costs and estimates, highlighting the necessity of incorporating the client's budget to guide financial planning. Regulatory requirements were examined, with specific attention to land use policies and compliance with environmental standards set by NEMA. Additionally, the chapter addressed ownership considerations, explaining the distinctions between leasehold, freehold, and government-owned land, which impact project planning and legal obligations. Together, these elements form a comprehensive foundation for a well-prepared architectural project brief that meets client needs and regulatory frameworks.