A team of 30 people is accommodated in five steps: the requirements are set, quotes are requested from two or three places, they are compared on the same criteria, a contract is signed with the rotation and payment rules in writing, then check-in is organized. From the first request to accommodation, it usually takes between three days and two weeks.
1. The requirements, set before the first phone call
- How many people, in what structure: how many workers, how many team leaders, how many engineers. Team leaders usually prefer separate rooms or bungalows.
- For how long, and whether the team rotates: how many leave and arrive, at what interval.
- Where the site is and how long the morning drive can take. Request travel times measured at rush hour, not “10 minutes away”.
- Meals: catering at the accommodation, kitchenette, or left to the team.
- Vehicles: how many vans, whether supervised parking for tools is needed.
- The budget per person per night, with the services that must be included.
2. Quotes are requested in the same format
The same request is sent to two or three providers: number of people, room structure, period, rotation, meals, parking. The reply should state the rate per person per night or per month, what is included, the payment terms and the rules for changing the number of people. A serious provider replies within 24 working hours.
3. The quotes are compared on criteria, not on price
| Criterion | What to check |
|---|---|
| Capacity | All 30 in a single place? How many free beds remain for expansion? |
| Contract and invoice | Company contract, monthly invoice, deductible VAT |
| Rotation | How changes are announced, how far in advance, without renegotiation |
| Included | Linen, towels, cleaning, Wi-Fi, parking, heating |
| Meals | Lunch and dinner on request; ordering deadline; kitchenette |
| Distance | Measured travel time to the site at the hour the team leaves |
| Point of contact | One person, one phone number, clear hours |
4. What must be written in the contract
- The number of contracted beds and the room type for each.
- The rate and what it includes; what is paid separately (meals, laundry).
- The period, the extension and termination conditions.
- Rotation: how departures and arrivals are announced, and how far in advance.
- Payment: advance, invoicing term, payment term.
- House rules: quiet hours, visitors, smoking, parking, cleaning.
- The contact person on the provider's side and on the company's side.
5. Check-in is organized
The list with the team members' names and identity documents is sent to the provider a few days in advance. The arrival time is set within the reception's hours. A team member is appointed to keep in touch with the reception. The first week shows whether the meals, the cleaning and the commute work; the contract is adjusted if needed.
Example: 30 people at Miotur
For 30 people, one possible arrangement at Miotur is 4 rooms of 4, 2 rooms of 3 and 4 rooms of 2, all in the hostel, with private bathroom, or with the team leaders in bungalows. 46 free beds remain in the complex for expansion. Company contract, monthly invoice, lunch and dinner on request, 39 supervised parking spaces. The quote arrives within 24 working hours. Details and the capacity configurator →
What is not written in the contract gets negotiated every month. Everything goes in writing from the start.