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Simplify Complex Crew Travel with the Right Workforce Lodging Platform

Jun 16, 2025
Learn how to book hotels for work crews with amenities they need—like truck parking, extended stays, and pet-friendly lodging
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Booking workforce travel can be complex—especially when it comes to finding quality accommodations for field crews. Between extended stay hotel needs, travel dates, locations, and budgeting, there's a lot for travel managers to coordinate.

But crew travel doesn’t have to be a headache. With the right tools, such as a travel booking platform designed for workforce lodging, you can simplify the process and focus on what matters most: keeping projects moving and crews comfortable.

What is Crew Travel?

Crew travel differs from traditional corporate travel in nearly every way—from destination to duration. While corporate travelers might visit major cities for meetings and stay in business hotels for a night or two, field crews travel to remote or rural project sites, often requiring long-term hotel stays or extended stay motels for weeks at a time.

Whether it’s for utility field teams, construction projects, or oilfield crew housing, daily commutes are rarely an option. That means travel planners must arrange accommodations that support extended stays and cover essentials like transportation, meals, and hotel incidentals.

a collage of crew workers in hard hats and LodgeLink demo representatives talking on their phones.

5 Common Challenges of Booking Crew Travel

Crew travel often involves more moving parts than a typical business trip. Here are some of the biggest hurdles:

1. Crew Size: Coordinating hotel booking for business groups ranging from five to fifty people can be difficult, especially in remote areas. Finding accommodations with enough rooms—and negotiating extended stay rates for business—may require direct contact with hotel planners or group sales teams.

2. Transportation: When working far from urban centers, crews can’t rely on public transit. Travel managers must plan for rental cars, company vehicles, or hotels with transportation options. Using travel management software can help streamline these logistics, especially for crew transportation booking.

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3. Costs: Even with lodging prices fluctuating, crew travel remains expensive. Use a workforce travel cost calculator to estimate expenses and stay within budget.

4. Booking Flexibility: With dynamic project timelines, last-minute changes are common. Whether adjusting dates or swapping out crew members, many hotels aren’t equipped for complex lodging coordination. A flexible crew accommodation platform like LodgeLink helps you adjust bookings with minimal disruption.

5. Slow Response Times: Understaffing in the hospitality sector can delay booking confirmations or changes. A corporate lodging platform with 24/7 travel booking support helps mitigate these delays and ensures workforce travel safety features are always in place.

Make Complex Crew Travel Simple

Skip the spreadsheets and endless calls. Use LodgeLink to manage crew lodging, extended stays, and group bookings—all in one place.

Start Booking Smarter

Eight Things to Consider When Booking Crew Accommodations

1. Travel Policy: Clear corporate travel management policies should define per diem rates, preferred suppliers, allowable incidentals, and how to use tools like business travel software or a hotel cost calculator. This avoids confusion and ensures consistency across crews.

2. Location: Book hotels as close to the job site as possible. In rural areas with no public transit, the proximity of accommodations can significantly reduce transportation costs. LodgeLink’s advanced search lets you filter by location and features like truck parking or pet-friendly extended stay options.

3. Cost: Budget matters, but so does value. Use a booking platform with access to negotiated group and extended stay rates. Knowing the best time to book a hotel can also lead to additional savings.

4. Ground Transportation: From airport pickups to on-site shuttles, consider how your crew will get around. Some crews may need local rentals or company vehicles transported to the site. Use travel manager software to coordinate this efficiently.

5. Parking: Hotels with truck parking are a must for many crews. Make sure your chosen location can accommodate larger vehicles without extra fees—or plan accordingly.

6. Amenities: Extended stay hotels should include amenities that make long-term stays more comfortable: in-room kitchens, meal services, quiet hours, laundry facilities, and more. Tools like LodgeLink help you find properties that meet these criteria.

7. Cleanliness & Comfort: Extended stay for workers shouldn’t feel like a downgrade. Comfortable and clean corporate housing improves morale and productivity. Reviews from other companies and crews can be helpful in your decision-making.

8. Communication: Stay in touch with both your crews and managers. Fast communication helps resolve issues and ensures your duty of care travel responsibilities are met.

See What Our Customers Are Saying

"Geosource has been very happy with the customer support and features available from LodgeLink. They have significantly contributed to streamlining our bookings, leading to savings in time, money, and effort."

-Rushabh K  Geosource Energy Inc.


"I am extremely happy with your customer experience team, they have been helpful anytime I have phoned in to change a reservation or book."

-Owen R, Kobold
 
"LodgeLink has been wonderful to work with over the past few years... We appreciate that LodgeLink is always looking for ways to make improvements for the betterment of their clients."


- Vanessa S, TerraPro

“My experience with LodgeLink has been very pleasant from the outset...LodgeLink is convenient, economical, and the future of securing industrial accommodations.”

-James L, Zedcor

"Duty of Care creates peace of mind for not only the traveller but for me as well as I already know we have the next flight plan mapped out."


- Alex M, Citadel

How LodgeLink Simplifies Complex Crew Travel

LodgeLink’s all-in-one workforce lodging platform makes it easy to manage crew bookings for construction, energy, utility, and transportation sectors.

With LodgeLink, you can:

Whether you’re booking for oil and gas crew lodging, hotels for rail workers, or emergency service lodging solutions, LodgeLink helps simplify workforce travel—no matter how complex.

Ready to Streamline Crew Travel?

Try our workforce travel platform for crews and discover how LodgeLink can reduce costs and headaches—without sacrificing comfort or control.

Get a Demo Today

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