25 Essential Tips for Planning Your 2025 Group Move 

With the new year approaching, now is an 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 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 decades of expertise in managing large-scale relocations and delivering tailored corporate housing solutions, Synergy Global Housing understands the logistical complexities of accommodation programs. That’s why we’ve created this comprehensive guide—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 program? This will also help determine if short-term rentals or long-term housing solutions are more aligned with your company’s specific goals.  

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 Partner Early 

Planning ahead with a reputable corporate housing partner like Synergy provides businesses with peace of mind. From sourcing accommodations without compromising on comfort or quality to managing logistics, it's important to establish trust in a partner that can streamline the process from the start.   

4. Plan for Budget Allocation 

A well-planned budget provides a safeguard against any overspending and unforeseen expenses. Consider factors such as meals and transportation, as well as apartment amenities. For instance, would serviced apartments with full kitchens that are near the office be more optimal, compared to having employees expense more meals and having a further commute to work? 

5. Evaluate Location Needs 

For long-term living, consider areas that cater to daily necessities, such as nearby grocery stores and recreational facilities. Synergy’s local experts have a deep understanding of these key markets, allowing you to choose the most suitable housing locations that align with your team’s requirements. Employers should not only consider proximity to major business, education and transportation hubs when choosing the right accommodations, but also length of stay and personal needs. 

6. Secure Accommodations Early 

Starting the planning process 6-8 months in advance not only provides businesses with access to competitive rates, but it also offers a broader range of options to choose from. At Synergy, our strong and trusted relationship with property owners allows us to secure accommodations, even during peak demand periods such as summer.  

7. Leverage Roommate Matching to Enhance Cohesion 

Socializing during and outside work is an important aspect of a successful internship program. Consider pairing interns together to foster community and reduce overall housing costs. This could also help facilitate the acclamation to their new city more effectively. 

8. Understand Local Market Trends 

It’s important to make an informed decision based on 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. With a wide range of housing options spread throughout the city, understanding where you need to be is essential. Seasonal shifts in demand can further impact availability and pricing, making the process even more challenging. Partnering with a knowledgeable housing provider can help you navigate these regulations, seasonal trends, and the unique characteristics of each neighborhood. 

9. Provide Cultural Orientation 

Adapting to a new lifestyle can take time, which is why it's recommended to introduce your team members to their surrounding area and its cultural norms. Collaborate with local shops and restaurants to offer a special discount to your employees. This will get them acquainted with the neighborhood. Or, look into a monthly meetup at a local coffee shop. 

10. Customize Housing Solutions 

There are several factors to consider when customizing the right housing solution for your employees. There’s a difference in needs between relocating an executive and his/her family who may need a two-bedroom fully furnished apartment with a kitchen, or a student that may be seeking amenities such as in-unit laundry and on-site parking.  

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 travel coordinators. It also allows your employees to have a centralized resource, providing a smooth transition when they are ready to book and relocate. 

12. Offer Flexible Lease Options 

Being flexible with your program reassures employees, should they have last-minute changes. Flexible leasing options are ideal for unforeseen circumstances that may pop up, such as project delays or last-minute internship extensions, without putting financial strain on you or your employees. 

13. Ensure 24/7 Support 

Choose a corporate housing solution that ensures 24/7 on-site support. Synergy’s local support teams are available round-the-clock to address any concerns, from apartment maintenance issues to emergency assistance.  

14. Incorporate Wellness and Comfort 

Promoting wellness and well-being can enhance team member productivity. When putting together your relocation or internship housing program, consider properties that offer fitness centers or classes, as well as quiet spaces to relax or get work done outside the office. A simple welcome package with a yoga mat and healthy snacks can even kickstart a new self-care routine. 

15. Communicate the Move Clearly 

Communication is key during the relocation process. Developing a detailed and concise plan for each employee’s needs ensures a smooth transition. Synergy can assist with crafting clear communication plans, including pre-arrival briefings and online orientations to ensure everyone is aligned.  

16. Secure Inventory During Peak Season 

To avoid any last-minute inventory issues, make sure you lock in your accommodation choices early. During peak periods like summer, you may find less options available in some major cities. An advantage of working with Synergy is our vast network and robust supplier relationships, ensuring access to a large block of quality accommodations, even during peak demand periods.  

17. Track Your Expenses 

Expenses can accumulate rather quickly when relocating team members, especially those who may require movers for larger items such as vehicles or furniture. Monitor expenses using reporting tools to ensure that you and your employees remain within the agreed budget. 

18. Utilize Data for Decision-Making 

Make data-driven decisions to ensure your housing program is meeting business goals. For example, you may have considered Midtown Manhattan for accommodations due to existing business opportunities, but Lower Manhattan is showing an increase in new business sectors moving into the area. This may be more aligned with long-term strategic growth for your organization to consider housing there before costs increase.  

19. Adapt to Changes with Flexibility 

Last-minute changes can happen, which highlights the importance of flexibility. Whether changing the start date of a short-term lease or having to move back home due to a project being terminated, Synergy offers an adaptable approach that accommodates these changes without disrupting plans.  

20. Plan for the Unexpected 

Unforeseen circumstances can arise during a relocation or move. Make sure to have a contingency plan in place should there be any project cancellations or travel delays, and prepare for possible additional expenses that could arise as a result.  

21. Offer a Personalized Experience 

Customizing your employees’ welcome experience can make a significant impact on their overall satisfaction. This includes a detailed orientation schedule that fits their work schedule, or even a simple welcome package filled with locally sourced goods and a guide to the local area upon arrival.  

22. Focus on Safety and Duty of Care 

Safety and security should always be top of mind. It is crucial to partner with a reputable temporary housing provider that follows all local health and safety protocols. The benefit of working with Synergy is their knowledge of the local area and their extensive vetting process for all property partners housing their guests.  

23. Enhance the Guest Experience with Value-Added Services 

Consider personalized enhancements such as groceries upon arrival for convenience, airport transfers and access to monthly social activities. For long-term housing, you can add monthly parking, furniture packages, or even a laundry card should there be no in-unit laundry. 

24. Gather Feedback for Continuous Improvement 

Listen to your team’s feedback before, during and after their relocation experience. Collaborate with your temporary housing partner to set up a survey, asking questions that include rating the convenience factor to the office, the quality of the apartment, the friendliness of staff and the overall onboarding process. 

25. Choose Synergy as Your 2025 Partner 

To have a successful corporate housing program, you should consider a provider with a proven track record and global reach that supports a welcoming environment for your team. 

Having a partner like Synergy Global Housing, with its 25-year history of excellence, can make all the difference in a successful internship program or group move. Our comprehensive global housing solutions provide optimal value for your business, combining end-to-end support, cutting edge technology, and deep industry expertise.  

Synergy’s extensive network of professionally vetted and managed properties enables us to design a housing program that is tailored to your specific needs. Let our team take care of all the housing logistics so your employees focus on being productive. 

Speak with our dedicated team today to plan your 2025 internship program or group move.