BOOKING CHECKLIST

A clear accommodation brief saves time and reduces unsuitable quotes. Use this checklist before asking an agent or provider to search.

1. Pin down the worksite

Provide the full site postcode, not only the nearest city. Add the acceptable travelling time and say whether the team will drive, use public transport or move between several sites. Early starts, road restrictions and cross-city traffic can make a nearby property impractical.

2. Confirm the dates

State the arrival date, earliest check-in time, expected departure date and whether the programme may extend. If dates are provisional, say which parts are fixed. Cancellation and amendment terms vary by provider and should be checked before the booking is authorised.

3. Describe the team accurately

Give the number of guests and explain whether each person needs a separate bed or bedroom. List planned crew changes, phased arrivals and any accessibility requirements. If names are not confirmed, agree when the final guest list must be supplied.

4. List the practical requirements

• Number and size of vans or cars
• Off-street parking, permits or vehicle-height limits
• Kitchen and laundry facilities
• Wi-Fi requirements
• Cleaning frequency and linen arrangements
• Storage needs for work clothing or equipment
• Any rules about pets, smoking or visitors

Do not assume every property includes these facilities. Ask for each important requirement to be confirmed in writing.

5. Set the budget and quote basis

Give a nightly, weekly or total budget and ask what the quoted price includes. Check VAT, deposits, cleaning charges, utilities, parking and booking fees. Compare the total cost for the whole stay rather than a headline nightly figure.

6. Prepare the billing details

Provide the legal business name, billing address, purchase-order requirements and accounts contact. If credit terms are required, allow time for assessment. Credit is subject to approval and written confirmation.

7. Check the confirmation

Before arrival, confirm the property address, named guests, check-in method, provider contact, parking instructions, payment schedule and the cancellation terms that apply to that booking. Keep the written confirmation available to the person responsible for the team.

Send Dig Stays the completed brief and we will source options around it. Request contractor accommodation or review how the booking process works.