Planning a corporate group move or internship housing program is one of the most logistically complex tasks an HR or mobility team faces. Now is the ideal time to assess your company's accommodation needs for internship programs and group relocations. Whether you are seeking furnished apartments for key talent relocating to a major city like Chicago, Boston, or Austin, or managed housing solutions for summer interns, booking early ensures that your business can secure the best options and rates - facilitating a smooth transition for your employees.
With nearly three decades of expertise in managing large-scale relocations and delivering tailored corporate housing solutions, SilverDoor understands the logistical complexities of accommodation programs. That's why we've created this comprehensive guide for group moves - designed to leverage our industry knowledge and help you make informed decisions with confidence. Crafted by our team of housing experts, this resource is here to simplify your planning process and set you up for success.
1. Define the Purpose of Your Move
As a first step, it is crucial to establish the purpose and goals of the move. Are you relocating talent between coasts, establishing offices in a new city, or starting an international student intern program? Defining your goals early will also help determine whether short-term rentals or long-term furnished apartments are more aligned with your company's specific needs.
2. Determine Group Size and Requirements
Assess the size of the group and their specific needs, including proximity to the office, education and transportation hubs, as well as apartment configuration requirements. For instance, do you require a fully furnished apartment with flexible leasing for a single executive and their family, or temporary internship housing for a large student group arriving for the summer?
3. Engage a Trusted Corporate Housing Partner Early
Planning ahead with a reputable corporate housing partner like SilverDoor provides businesses with peace of mind. From sourcing quality accommodations to managing logistics, a trusted partner streamlines the process from the very start - ensuring nothing falls through the cracks as your program scales.
4. Plan for Budget Allocation
A well-planned budget provides a safeguard against overspending and unforeseen expenses. Consider factors such as meals and transportation, as well as apartment amenities. For instance, would furnished apartments with full kitchens located near the office be more cost-effective, compared to having employees expense meals daily and commute longer distances?
5. Evaluate Location Needs
For long-term living, consider areas that cater to daily necessities, such as nearby grocery stores and recreational facilities. SilverDoor’s local experts have a deep understanding of key markets across the US, allowing you to choose the most suitable housing locations that align with your team's requirements. Employers should consider not only proximity to major business, education, and transportation hubs, but also length of stay and personal needs.
6. Secure Corporate Housing Accommodations Early
Starting the planning process as early as possible - ideally six to eight months in advance not only provides businesses with access to competitive rates, but also offers a broader range of furnished apartment options to choose from. At SilverDoor, our strong and trusted relationships with property partners allow us to secure accommodations even during peak demand periods such as summer.
7. Leverage Roommate Matching to Enhance Cohesion
Socializing during and outside of work is an important aspect of a successful internship program. Consider pairing interns together to foster community and reduce overall housing costs. This can also help facilitate acclimation to their new city more effectively.
8. Understand Local Market Trends and Regulations
It is important to make informed decisions based on thorough research when considering temporary employee housing. For instance, cities like New York have local regulations that require a minimum stay of 30 days in certain areas, adding an extra layer of complexity to finding accommodations. Seasonal shifts in demand can further impact availability and pricing. Partnering with a knowledgeable corporate housing provider helps you navigate these regulations, seasonal trends, and the unique characteristics of each neighborhood - whether you're placing employees in New York, Houston, San Francisco, or emerging business hubs like Austin and Nashville.
9. Provide Cultural Orientation
Adapting to a new city and lifestyle can take time, which is why it is recommended to introduce your team members to their surrounding area and its local culture. Collaborate with nearby shops and restaurants to offer special discounts to your employees, helping them get acquainted with the neighborhood. A monthly meetup at a local coffee shop can also go a long way in building team cohesion.
10. Customize Your Corporate Housing Solution
There are several factors to consider when tailoring the right housing solution for your employees. The needs of a relocating executive and their family, who may require a two-bedroom furnished apartment with a full kitchen are very different from those of a summer intern seeking amenities such as in-unit laundry and on-site parking. A one-size-fits-all approach rarely works at scale.
11. Use Technology to Streamline Booking
Implementing a platform that centralizes all your bookings and housing logistics can help your business reduce administrative burdens and eliminate the need for multiple travel coordinators. It also gives your employees a single, centralized resource providing a smoother transition when they are ready to book and relocate.
12. Offer Flexible Lease Options for Corporate Rentals
Flexible leasing options reassure employees and protect your business against unforeseen circumstances, such as project delays or last-minute internship extensions. Building flexibility into your program from the outset avoids financial strain on both the company and your employees.
13. Ensure 24/7 Support
Choose a corporate housing solution that provides 24/7 on-site support. SilverDoor's local support teams are available around the clock to address any concerns, from apartment maintenance issues to emergency assistance giving both employers and employees complete peace of mind.
14. Incorporate Wellness and Comfort
Promoting wellness and well-being can enhance team member productivity and satisfaction. When building your relocation or internship housing program, consider properties that offer fitness centers or classes, as well as quiet spaces to relax or work outside the office. A simple welcome package with a yoga mat and healthy snacks can be a great way to kick off a new routine in a new city.
15. Communicate the Move Clearly
Clear communication is essential throughout the relocation process. Developing a detailed plan for each employee's needs ensures a smooth transition. SilverDoor can assist with crafting clear communication plans, including pre-arrival briefings and online orientations to ensure everyone is aligned ahead of move-in day.
16. Secure Furnished Apartment Inventory During Peak Season
To avoid last-minute availability issues, lock in your accommodation choices early. During peak periods like summer, fewer options are available in major cities, and demand for quality furnished apartments rises sharply. A key advantage of working with SilverDoor is our vast network and robust supplier relationships, ensuring access to a large block of quality accommodations even during the busiest periods.
17. Track Your Relocation Expenses
Expenses can accumulate quickly when relocating team members, especially those who may require assistance moving larger items such as vehicles or furniture. Use reporting tools to monitor spending and ensure that both you and your employees remain within the agreed budget throughout the program.
18. Utilize Data for Smarter Housing Decisions
Make data-driven decisions to ensure your housing program is meeting business goals. For example, while Midtown Manhattan may seem like the obvious choice due to existing business relationships, neighborhoods across cities like Austin, Raleigh, and Nashville are experiencing significant growth in new business sectors and securing corporate housing in these areas now, before costs increase, may be more aligned with your organization's long-term strategic goals.
19. Adapt to Changes with a Flexible Corporate Housing Program
Last-minute changes are inevitable in any large-scale relocation program, which is why flexibility is essential. Whether adjusting the start date of a short-term lease or accommodating an employee who needs to return home due to a project change, SilverDoor offers an adaptable approach that minimizes disruption and keeps your program on track.
20. Plan for the Unexpected
Unforeseen circumstances can arise at any stage of a relocation. Make sure to have a contingency plan in place for project cancellations, travel delays, or sudden changes in group size and prepare for possible additional expenses that could result. Working with an experienced corporate housing provider means you'll have expert support in navigating these situations quickly.
21. Offer a Personalized Welcome Experience
Customizing your employees' arrival experience can make a significant impact on their overall satisfaction and early engagement. This could include a detailed orientation schedule tailored to their work calendar, a welcome package filled with locally sourced goods, or a neighborhood guide to help them feel at home from day one.
22. Prioritize Safety and Duty of Care
Safety and security should always be top priorities. It is crucial to partner with a reputable temporary housing provider that adheres to all local health and safety protocols. Our extensive vetting process for all property partners combined with deep knowledge of local markets across the US ensures your employees are always housed in safe, high-quality accommodations.
23. Enhance the Guest Experience with Value-Added Services
Consider personalized enhancements such as grocery delivery upon arrival, airport transfers, and access to monthly social activities. For longer-term corporate housing programs, options such as monthly parking passes, furniture upgrade packages, or laundry cards can meaningfully improve the day-to-day experience for your team.
24. Gather Feedback for Continuous Improvement
Listen to your team's feedback before, during, and after their relocation experience. Collaborate with your corporate housing partner to set up a structured survey covering key areas such as convenience to the office, apartment quality, staff friendliness, and the overall onboarding process. This insight is invaluable for refining future programs.
25. Partner with an Experienced Corporate Housing Provider
A successful corporate housing program starts with choosing the right partner - one with a proven track record, a global network, and the expertise to create a welcoming environment for your team.
Closing note
SilverDoor brings over twenty-five years of excellence to every internship program and group relocation we manage. Our comprehensive furnished apartment solutions provide optimal value for your business, combining end-to-end support, cutting-edge technology, and deep industry expertise across the US and beyond.
Our extensive network of professionally vetted and managed properties enables us to design a housing program tailored precisely to your needs. Let our team handle all the logistics so your employees can focus on what they do best.
Speak with our dedicated team today and discover how we can support your group corporate housing program and secure the best rates before peak season.
