Comprehensive relocation of 400 business employees with their families to western Ukraine

Key requirements for the location and logistics:

• 100% autonomy of the facility: uninterrupted power supply, high-speed internet, stable heating, and water supply.
• Large accommodation capacity and a spacious parking area for dozens of employees’ vehicles.
• Flexible format: ensuring weekly updates of guest lists (family rotation) over several months.

What we did (Our solution)

Our team immediately joined the project, taking full responsibility for managing this large-scale relocation:

1. Location audit and selection: We analyzed our partner network and selected reliable facilities that met all technical autonomy requirements and had sufficient accommodation capacity.
2. Daily life organization: We fully resolved accommodation issues and arranged comprehensive three meals a day for all guests, including children.
3. Workspace arrangement: To ensure the company maintained its efficiency, we organized dedicated areas (coworking spaces) with stable connectivity at the location for uninterrupted team operations.
4. Leisure organization (Work-life balance): We took care not only of uninterrupted work but also of quality guest leisure during non-working hours. A special entertainment program was developed for teams and their families, including various excursions, workshops, billiards, and cozy shared movie screenings (one of the spacious hotel halls was transformed into a real cinema for this purpose).
5. 24/7 support: A dedicated project manager was assigned, who coordinated weekly arrivals/departures around the clock and maintained constant communication with the client.

Force majeure situations and how we handled them

Projects of this scale in crisis conditions always involve unforeseen situations. Our advantage is a rapid response to them:

• Peak workload during check-in: During one of the large group arrivals, a queue formed at the reception desk. To prevent guests from waiting tired in the lobby, we promptly organized an excursion for part of the group, turning the delay into a pleasant bonus.
• Regional blackouts: During power supply interruptions, the facility’s powerful generator fully ensured the operation of all common areas and workspaces. However, lighting and electrical outlets in residential rooms were unavailable for several hours a day. To maintain maximum comfort for residents, we promptly purchased and delivered individual lamps and power banks to every room.
• Medical support: When employees’ children became ill, our coordinators immediately organized transportation to the nearest trusted medical centers to provide prompt assistance.