Project accommodation for business without surprises - avoid mistakes, save costs and ensure flexible contracts with Immodan's turnkey solution.
Introduction
Project accommodation is more than a roof over your employees' heads - it affects costs, schedules and staff well-being. Without careful planning, your accommodation solution can:
- Increase budgetary pressures due to hidden costs and unexpected surcharges
- Delay the project if the location or equipment level is not suitable for daily work
- Reduces worker motivation when housing is uncomfortable or inflexible
By avoiding these mistakes, your business will benefit in many ways:
- Cost savings - a clear, predictable budget with no surprises
- Smooth scheduling - workers move easily to and from the site
- Improved wellbeing - a motivated team that stays focused
More time for core activities - less accommodation worries for the project manager
In this guide, we go through the key steps to avoid the most common pitfalls and ensure that your project accommodation works for your business from start to finish. If you need a practical example of a flexible solution, check out Immodan accommodation services.
What are the most common mistakes when choosing project accommodation?
Poor definition of needs increases problems
A typical mistake is to set off without a clear idea of how many people, for how long and with what equipment your team needs accommodation. Consequences:
Do this:
- Map the number and potential turnover of staff
- List equipment needs (kitchen, workstations, parking, accessibility)
- Choose a location that minimises daily travel
Benefit: Properly sized premises reduce costs and improve the daily lives of employees.
Underestimating costs leads to surprises
The daily price alone does not reflect the real costs. Often forgotten:
- Cleaning and linen or extra beds
- Parking, possible electric car charging
- Lack of cooking facilities → restaurant costs
- Faster internet connection
Do this:
- Ask for a total price, which includes all services.
- Make sure that the contract includes at least cleaning, linen and reliable internet.
- Add a provision in the budget for possible changes (project stretching, staff increase).
Benefit: Predictable costs keep project finances under control and prevent the budget from ballooning.
Traditional hotel accommodation is not flexible to your business needs
The hotel room is designed for short stays, not for months-long projects. Common challenges include:
- Lack of kitchen → high food costs
- Limited laundry and storage facilities
- Strict cancellation and minimum booking conditions
- Low privacy and peace of mind
Do this:
- Compare the price of a hotel with a furnished apartment at least on a monthly basis.
- Check the flexibility of your contract: can you shorten or extend your booking without major penalties?
- Ensure that employees have access to cooking, laundry and quiet working areas.
Benefit: Flexible project accommodation improves employee comfort and reduces duplication of costs in long projects.
How do you choose the right location for your project accommodation?
Good location saves time and money
Location is the most important logistical factor in project accommodation. The closer the accommodation is to the site or office, the less time and money is spent on daily travel.
Checklist for choosing the right location
- Distance to work
- Aim for a commute of less than 20 minutes - save working time and allowances
- Access
- Check public transport, stops and timetables
- Ensure easy access to the main road network if company cars are used
- Proximity to services
- Grocery shops, a gym, a pharmacy and a hardware store make everyday life easier
- Proximity to restaurants and cafés supports flexible lunching
- Parking and charging points
- Adequate parking space reduces daily stress
- Take into account the potential charging needs of electric vehicles
Tip: Choose a location where employees can quickly walk to a grocery store or gym, for example - it makes them more comfortable and reduces extra costs.
The needs of large groups should be taken into account in advance
When you have dozens of people involved in a project, you need a space that scales.
Anticipate these factors for larger teams
- Sufficient accommodation capacity
- Make sure that the apartments or flats are in the same building or close to each other
- Common areas & meeting rooms
- Dining rooms support team spirit; small meeting rooms allow for remote meetings
- Number of parking spaces
- One per car / van - saving the logistics manager's nerves
- Flexibility in response to changes in staff numbers
- Check whether the contract can be extended to additional rooms quickly without high extra costs
Immodan offers pre-furnished apartments, making it easy to scale up capacity as the project progresses.
Benefits:
- Faster working days: shorter shifts and less congestion
- Savings in logistical costs: fuel, parking and working time
How do you ensure that the equipment level supports your project?
A furnished kitchen makes everyday life easier and saves money
Allowing employees to prepare their own food reduces daily costs and improves their ability to cope with long projects.
Minimum equipment list - make sure you find these:
- Fridge + freezer - enough space for food for several people
- Stove-top oven + microwave - for quick cooking and heating
- Dishes and cutlery - plates, mugs, knives, pots, pans, frying pans
- Work space - enough level for cooking and drying dishes
Tip: Immodan has apartments with fully equipped kitchens, so you don't need to order accessories separately.
Ergonomic workspace and reliable internet access boost productivity
A good workplace = less sick leave and more effective remote meetings.
- Adjustable table and supportive chair - prevents neck and back problems
- Bright working environment - sufficient general lighting + target lighting
- Stable and fast Wi-Fi - at least 50 Mbps for multiple simultaneous users
- Plenty of sockets - makes it easier to charge laptops and phones
Remember: test your internet connection as soon as you arrive. In Immodan apartments, Wi-Fi is included in the package at no extra charge.
Cleaning services and linen add to your comfort
A clean environment has a direct impact on well-being at work - and reduces infectious diseases.
- Weekly basic cleaning - vacuuming, wiping surfaces, emptying rubbish
- Regular change of linen and towels - at least 1× a week
- Fast service response - for example, a broken bulb or leaking tap is repaired within 24 hours
A business advantage:
- Workers do not have to spend their free time cleaning → more recovery
- Less logistical adjustment for project management → time savings and cost discipline
What are the benefits of customisable and flexible project scheduling?
A tailored solution to meet your specific business needs
Each project is unique - and so are its accommodation needs. Tailor-made project accommodation means you can choose:
- Apartment sizes and numbers - from single studios to multi-bedroom apartments
- Equipment level - basic or premium kitchen, separate workstations, accessories (e.g. screen, ergonomic chairs)
- Additional services - weekly cleaning, linen service, parking, storage room, gym membership
- Locations - same block for the whole team or multiple sites near different sites
Benefits for business
- Better employee experience → less turnover and higher productivity
- Optimal costs → you only pay for what you really need
- One contractor → less administrative work for project management
A flexible contract reduces stress and costs
The duration of a project or the number of staff rarely remains unchanged. When your contract is flexible, you don't pay for unnecessary costs or stress about last-minute changes.
- The project is shortened by two weeks
→ You only pay for the days used - not for empty rooms.
- The team grows by five people in the middle of a project
→ You get an extra apartment in the same house without expensive emergency arrangements.
- Site moves to the edge of town
→ The accommodation solution can be moved to the new location without increasing the daily travel time for workers.
If youdon't want to pay for empty rooms or worry about last-minute changes, Immodan offers contracts that scale with your project.
What does a good contract look like in project accommodation?
Check cancellation, minimum booking and supplementary payment conditions
A clear contract is the best insurance against unexpected costs. As you read through the terms and conditions, focus on three areas in particular:
- Cancellation policy
- Why is it important? A project can be shortened or postponed - you don't want to pay for empty days.
- What are you checking?
- How many days before the move can I cancel without paying?
- Is the cancellation rate tiered (e.g. 50% / 30 days, 100% / 14 days)?
- Minimum booking
- Why is it important? Avoid committing to a longer period than you really need.
- What are you checking?
- Can the contract be shortened if the project ends early?
- Is the provider willing to be flexible if the schedule is live?
- Additional and hidden charges
- Why is it important? You can only keep your budget under control if all your expenses are visible.
- What are you checking?
- Are cleaning, linen, parking and internet included in the price?
- What are the charges for extra persons or extra beds?
Tip: Ask for a draft contract in advance and have it checked by your finance or procurement team. This way, any discrepancies will come to light in time and you will avoid unpleasant surprises later on.
The reliability of the supplier provides security for the project's progress
An agreement is only as strong as the ability of its parties to honour it. A reliable service provider:
- Respond quickly - test the response time to requests for quotes and support before you sign.
- Document your processes - checklists for cleaning, maintenance and emergencies provide reassurance.
- Provides a designated contact person - a single point of contact to reduce delays and explanations.
When you know that the supplier can deliver, you can focus on managing the project without the hassle of accommodation.
What kind of support makes a successful project management?
A turnkey solution to facilitate the arrival of workers
When accommodation includes a clear turnkey process:
- Self-check-in - employees can access the apartment at any time, without queues
- Digital directions - door codes, parking and Wi-Fi information directly to your phone
- Ready-made beds - your team can settle in on the night of arrival
Benefits for the company: less lead time, faster start-up on site and less stress for the project manager.
24/7 support and fast response to keep your project on schedule
Accommodation problems do not follow office hours, so make sure your provider has a good support network in place at the contract stage. Check these three points in particular:
- 24-hour customer service
- A call or chat number that also works at 23:00 → everyday disruptions are resolved before they delay work.
- A clear maintenance process
- Electronic fault notification system and less than 24 h response time → a leaky tap, broken appliance or network problem is fixed quickly, without slowing down the project.
- Designated contact person
- The same person answers the phone and email → you're spared the need to explain, as the support team knows the background of the project and the specific needs of the accommodation.
Immodan support is available 24/7, and a designated project manager will monitor the quality of the accommodation throughout the contract period.
Why is project accommodation often a better solution than hotel accommodation?
A homelike environment increases employee well-being
Project accommodation provides a space that feels like home - it makes everyday life smoother and improves work efficiency:
- Own kitchen → the possibility of healthy and affordable cooking
- Separate living and sleeping areas → more privacy and rest
- Laundry and storage → less hassle, more time for recovery
- Peaceful working environment → ideal for remote meetings and finalising reports
The result: a motivated team that recovers better and stays effective even on long projects.
Long-term project accommodation saves you a lot of money
Hotels price their services for short stays - so for projects lasting months, the cost difference grows quickly.
Total: hotel around 5 900 €/month → project accommodation around 3 250 €/month.
Total savings: ≈ 2 650 €/person per month.
Why does the gap grow over the months?
- Fixed rent - there are no seasonal supplements or accommodation taxes on project accommodation.
- With your own kitchen - restaurant costs are reduced by up to 60%.
- Included services - cleaning, linen and Wi-Fi are included in the package, so you won't be charged extra.
Immodan's tailor-made project accommodation - flexible and reliable
When you want a secure, flexible and easy accommodation solution, Immodan will make your project run smoothly from start to finish.
Why choose Immodan?
- Tailor your space to your needs
- From studios to multi-bedroom apartments - all fully furnished
- Choose the level of equipment and additional services (cleaning, parking, workstations)
- Flexible contract conditions
- You can shorten or extend your booking without incurring unreasonable extra costs
- Possibility to add more apartments if your team grows
- Turn-key - fewer arrangements for you
- Self-check-in and clear digital instructions for employees
- Ready-made beds, fast Wi-Fi and all the basic amenities in place
- 24/7 customer support with a single phone call
- A designated contact person who knows your project and responds quickly
- Maintenance and cleaning requests are handled promptly to keep the project on schedule
- No hidden costs, clear pricing
- All agreed services are included in the monthly rent
- A predictable budget makes financial planning easier
Choose Immodan and you can concentrate on the core tasks of the project - we'll take care of the accommodation.
Want to hear more?
After contacting us, you will receive a clear cost estimate and a proposal of the most suitable sites - without any commitment. Read more about Immodan's project accommodation.
