TEAM CHANGES

Rotating crews create a different booking problem from a fixed team. Guest names, headcount and departure dates can change while the property still needs to remain suitable for the project.

Build one live accommodation plan

Keep a single record of the property, booking reference, confirmed dates, room layout, named guests and person responsible for each stay. Record proposed changes separately until the provider confirms them.

Plan phased arrivals

List each arrival and departure date rather than giving only the project dates. This shows when beds become free and whether the same property can support a crew change. Confirm check-in arrangements for anyone arriving outside the provider’s normal hours.

Separate guests, beds and bedrooms

A property described as sleeping six may not provide six separate bedrooms or even six separate beds. State the minimum bed and room arrangement and identify anyone who must not share. Recheck the layout before adding people to an existing booking.

Control guest-name changes

Send changes through the agreed booking contact and wait for written confirmation. Providers may need guest details for insurance, building access or identity checks. An informal message to the property is not a reliable booking record.

Deal with extensions early

Ask about an extension as soon as the programme changes. The existing property may already be committed to another guest. Keep the current check-out date in the plan until the extension is confirmed in writing.

Protect the handover

Tell incoming team members how to access the property, where they can park, who to contact and what house rules apply. Check keys, damage and cleaning when one crew leaves and another arrives.

Keep billing aligned with the booking

Match invoices and purchase orders to the confirmed dates and guest plan. Record extensions and shortened stays against the written amendment terms so the project and finance teams work from the same information.

Dig Stays can act as the booking contact for the accommodation we arrange and coordinate confirmed changes with the provider. Send the project brief with the planned rotations and any dates that remain uncertain.