The ultimate charity premises checklist for a smooth relocation

May I start by telling you straight off about two mistakes we almost always make in the voluntary sector. And yes, I have made both!  

1. Everyone leaves it too late, before they start planning their move and 
2. all of us, always, underestimate the costs — not just in money, but also in employees’ time, trustee time, energy, lifeblood, stress… the lot!  Just saying. 

So, if you can, start thinking 2 years / 18 months in advance. It may not be possible because as we know, our income in this sector can be uncertain, but the more planning is done early, the fewer nasty surprises your charity will face. This is particularly true if you have a break clause in your lease you want to take advantage of, or indeed if your lease is coming to an end. 

The biggest tool for successful early planning for your move, is your ‘Premises Brief’. This is vital, and the earlier you start preparing it, the more comprehensive it will be. Charities often struggle to find the right space and so there are clear benefits in taking a strategic approach to the search process. It allows you to focus on what your charity needs, not just to rub along, but to thrive and grow.  

Top tips for preparing a premises brief for your charity

1. Before searching for a new property, ask yourself and stakeholders: why move? Could you just stay and reimagine your current premises?  Why move now? 

2. Make sure you consider size, location, budget, accessibility, lease terms, etc.

3. Differentiate between ‘must-haves’ and ‘nice-to-haves.’ E.g. Must you have outdoor space/parking/reception services? Or are they nice-to-haves? Be ruthless! 

4. Take time to understand how operational needs impact on your property requirements. Possible issues might be changes in hybrid working, client needs, accessibility issues. 

5. Involve everyone: trustees, employees, volunteers, service users, and yes, even funders or lenders in the process. Remember this is a key decision and your charity is its own community, powered by social capital and dedication. Leaving people out might make them disinvest. 

6. Don’t believe people always know what they say they know. Just because people have moved house and put in a new kitchen, doesn’t mean they know anything about commercial property for charities.  

7. Start calculating what your charity can afford. And update it as circumstances change. Remember not just to factor in moving-in costs but also costs of dilapidations if you are giving up a lease.

8. Factor in those additional hidden costs: service charges, utilities, maintenance, insurance.

9. Remember, it’s never too early to have a chat with a solicitor. But please make sure it is one who understands commercial property and charity law. 

10. Check out lease terms: how much flexibility do you need? How secure do you need tenure to be?  

Your premises brief is just a first step — it’s not a magic wand.  Your core aim is to make produce a living, working document which is realistic and achievable — not set in stone. 

So what are the next steps? These will include where and how to look for suitable properties; how to negotiate on price; how not to be hassled or pushed around by lettings agents; landlords or their solicitors; how to keep calm and carry on delivering your charitable mission while all this is going on. All big subjects for another day. Best of luck.