Contractors Accommodation › Booking accommodation for a work crew: a checklist
Booking accommodation for a work crew: a checklist
Most accommodation problems on a job could have been spotted before booking. Run through these questions with the host or agent, and get the answers in writing.
Before you search
- Headcount and dates. How many people, from when to when, and how likely is the job to overrun or finish early?
- Vehicles. How many vans or cars, and how big? Note the height of any van with a roof rack or ladder.
- Working pattern. Early starts, night shifts and weekend working all affect what you need, such as blackout curtains for day sleepers or a key safe for late arrivals.
- Budget and who pays. Will the business pay the host directly, or will workers pay and claim it back? See tax relief on work accommodation.
Questions to ask about the property
- What is the bed layout? Ask for each room: single, double, twin or bunk. Adults on a long job should each have a proper bed, not a sofa bed.
- Where exactly do the vehicles park? On the drive, in a private car park, or on the street? Is it free, permit-only or pay and display? Are there height barriers?
- What is in the kitchen? Enough pans, plates and fridge space for the whole crew, not just two guests.
- Is there a washing machine and somewhere to dry clothes?
- How good is the internet? If anyone needs to send drawings, join calls or stream in the evening, ask for the actual connection type.
- How do we get in? Key safe, smart lock or meet-and-greet. Check whether late arrival is possible.
- Who do we call when something breaks? Get a name and number that answers out of hours.
- How often is it cleaned and the linen changed?
- Are there any house rules? Smoking, noise, parking on the drive overnight, storing tools indoors.
Questions to ask about the booking
- Cancellation and changes. What happens if the job is cancelled, finishes early or runs over? Can you extend week by week?
- Payment terms. Up front, weekly, or on invoice? Is there a deposit, and when is it returned?
- Invoices and receipts. Will you get a proper invoice showing the property, the dates and any VAT? Accounts teams and HMRC both need this.
- Swapping people. Can crew members change during the stay without extra fees?
Safety checks on arrival
Do a quick walk-round on the first evening:
- Smoke alarms are fitted and there is a clear way out from every bedroom.
- Exit doors can be opened from the inside without a key.
- There is a carbon monoxide alarm near any gas boiler or fire.
- Electrics, sockets and appliances look undamaged.
Anywhere that takes paying guests in England should have a fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005. If something looks seriously wrong, raise it with the host straight away and do not stay if you are not satisfied.
During the stay
- Report damage or faults as soon as they happen, with a photo. It protects the deposit.
- Keep tools and kit out of sight. Our page on van and tool security covers this in more detail.
- Be a good neighbour. Early-morning van doors, engines and loud phone calls on the street are the most common complaints about working guests, and they make hosts less willing to take crews next time.
At the end
Leave the property as you found it, take meter readings or photos if the agreement mentions them, return all keys and ask for the deposit back in writing. Keep every receipt and invoice together for the tax year.
Not sure which kind of place to book? Compare the types of accommodation and then work out the real cost per person.