From moving complex IT systems to furniture and supplies, it’s no small task. Equally though, relocating a school presents an exciting opportunity for an enhanced learning environment for pupils, new facilities for employees as well as up-to-date technology and a modern educational setting. When undertaken properly, a school relocation doesn’t have to be a huge headache for headteachers and staff. Whether you’re working with an expert school relocation company like Bishop’s Move or not, our ultimate checklist for moving your school will undoubtedly come in handy!
Your Comprehensive Checklist for School Relocation
By completing the items in this checklist and sticking to a strict schedule, you can feel confident you’ve thought of everything when it comes to moving your school.
1. Initial Planning (6-12 months before the move)
Any successful undertaking is the result of planning and scheduling. Between 6 months and a year prior to relocating your school, you should be in full planning mode. First things first, you need to elect responsible and organised individuals to help. This is the first item on your checklist.
Establish a Moving Committee: This dedicated team will be responsible for overseeing various aspects of your relocation. It’s a good idea to include representatives from key groups in the school, such as leadership, administrative staff, teachers, IT departments, facilities management and so on. This way all aspects of your move are covered and key elements won’t be forgotten as you’re relying on everybody’s collective expertise.
Key action points:
Assign clear roles and responsibilities within the committee so everyone understands the part they play.
Schedule regular meetings to discuss the progress of the moving arrangements and raise any concerns or issues.
Assess the Scope of the Move: Wrap your head around the full extent of the move by evaluating the size of the school, the number of buildings and the volume of furniture, equipment and resources that will need to be relocated. This will help you identify any special requirements for the move or expert support you may need and plan a proper budget.
Key action points:
Carry out a thorough walk-through of the premises and create a detailed inventory, room by room.
Identify any large or special items that will require extra care, such as pianos from the music department, lab equipment and IT systems.
Assess the new location’s floor plan so that you can determine space allocations and have a clear idea of where everything will go once it has been moved.
Create a Timeline that Minimises Term-Time Disruption: Work with your committee to develop a timeline for your move that aligns with the school calendar. This can help you ensure that you’ll encounter minimal disruption to classes, exams, events, and extracurricular or sporting activities. This will help reduce stress not only for staff, but students and their families and allow for the regular education experience to continue.
Key action points:
Schedule the actual moving day for non-term time, ideally the summer holidays. This will cause the least disruption to the school year and will allow students to begin a fresh new year at an exciting new location.
Work backwards from your moving date to identify key dates and milestones for packing, notifying stakeholders and completing all preparation-related tasks.
Inform Staff, Stakeholders and Parents About the Move: Make everyone who needs to know about the move aware. Communicate relocation plans early and clearly, including staff, parents, external vendors, students, board members and stakeholders. Doing so will eliminate confusion and help everyone prepare for the change.
Key action points:
Send initial announcements about the move through newsletters, emails and at school events, meetings and teacher/parent meetings.
Provide regular updates as the move develops, highlighting the benefits of the new location and addressing any concerns openly as they arise.
Set up a designated point of contact for questions and queries. This can be an email address or a hotline.
2. Inventory and Packing Preparation (3-6 months before the move)
Knowing what you’re working with and what can be removed from the items you’re moving can go a long way in simplifying the relocation of a school. Since, by this point, you will have conducted a thorough inventory and getting prepared for packing early, you can reduce a lot of moving day stress. You can also decide what to get rid of prior to the move to make things simpler.
Make Lists of What Will be Moved, Sold, Donated or Recycled: Evaluate the detailed inventory you conducted to determine which items in the school will be taken to the new premises and which will be sold, donated or recycled. Eliminating as much clutter as possible prior to the move will help save costs, streamline the moving process and even make your move more sustainable.
Key action points:
Designate areas for storing items that will be donated, recycled or sold. Label all areas clearly so there is no confusion about the end destination for each item.
Partner with local charities or educational institutions that may benefit from items you no longer plan to keep. This could include equipment, furniture or supplies.
Arrange for the correct disposal of broken or outdated items, ensuring you adhere to recycling regulations.
Prepare Specialist Equipment: Make sure you have an action plan for any large or unusual items you need to relocate to the new location. This can include sports gear, lab equipment and tech items. These items are often expensive and delicate, so extra planning and safety measures are vital.
Key action points:
Consult with experts for packing guideline.
Use appropriate packing materials, such as padded cases, custom crates and specifically designed boxes.
Clearly label any fragile items and provide handling instructions to the removal team.
Plan for IT and Technology Needs: Technology is a key part of modern education, so you’ll want to make sure you handle the relocation of these items as a priority. Catalogue all IT assets, including computers, servers, networking equipment, smart boards and so on, ensuring they are all packed securely and with minimal downtime during the move.
Key action points:
Back up all important data to prevent potential loss during the move.
Label cables and components to make reassembly at the other end easier.
Create a separate plan for relocating servers or any critical networking infrastructures, because these may require professional assistance.
Prepare All Necessary Packing Materials: Rely on your moving committee to source the specialist materials for their department so that they are ready for the move. This will include boxes, bubble wrap, tape, labels and any specialist crates. The right materials are key to ensuring a smooth move.
Key action points:
Order materials in bulk, based on the size of the inventory. This can help with cost-saving efforts.
Distribute materials to team members and committee heads involved in packing.
Make a Shortlist of Suitable Removal Companies: Choosing the right removal company ensures a stress-free move. Speak with reputable companies in the area and get quotes for the move.
Key action points:
Give as much detail about the move to the removal company as possible so that they can provide an accurate quote. This is best done once you’ve carried out your inventory and decided which items won’t be making the move with you.
Ask for recommendations from other education professionals to see if they had positive experiences with school relocation companies in the area, and adjust your shortlist accordingly.
3. Logistics and Coordination (2-3 months before the move)
As the date of your move approaches, it’s time to set things in motion in earnest. All of the preparation you have done to date will make this next step in the process easier.
Finalise the Moving Date with Your Removal Company: Confirm the final relocation date with the company you have chosen to support your move. Communicate any key milestones to confirm their availability and suitability for carrying out your relocation.
Key action points:
Request a detailed itinerary from the removal company to align with your moving schedule.
Confirm Access Points and Parking at Both Locations: A smooth move requires clear and unrestricted access. Speak to the relevant parties to identify entry and exit points, parking spaces, loading/unloading areas and any restrictions at either site that may impact moving day. This is vital in limiting delays and issues on the moving day.
Key action points:
Carry out a site visit at both locations with your removal company to highlight any issues and opportunities.
Secure Any Necessary Permits: In the event of any road closures, large vehicle access or parking adjustments you may need to make on the day, you may need to obtain permits. Making sure you’ve secured these ahead of time will help you avoid huge disruption on the day.
Key action points:
Speak with local councils or authorities about whether or not your move will require any special permits for moving vehicles or road use.
Submit applications well ahead of time to allow for processing times.
Share permit details with your removal company to make sure they have everything they need to be compliant on your moving day.
Communicate Final Plans with Everyone Involved: Share your final and comprehensive moving plans with staff, shareholders, parents and students. This way, everyone will know what to expect.
Key action points:
Host a meeting or send detailed information about the move, outlining all logistics and relevant timelines around the move.
Provide contact details of a designated move coordinator for raising issues or concerns.
4. Moving Day
You’ve made it to the big day! Everything is packed, your committee is assembled and the removal company has arrived. Here’s all the last-minute coordination you need to consider.
Have a Designated Point of Contact to Oversee the Move: Assign one or two people as the central coordinators for moving day to ensure efficient communication between everyone involved, from staff to movers and other key people. Having a chosen point of contact helps to avoid miscommunication and confusion, and allows for quick decision-making with any unplanned challenges that may arise.
Key action points:
Nominate someone who understands the relocation plan and is comfortable making quick decisions under pressure.
Provide the point of contact with all information regarding scheduling, contact details for key people and a checklist of tasks to complete and oversee for the moving day.
Have the point of contact carry out check-ins with the removal team at every stage of the process.
Ensure that the inventory list created during previous stages is used to track items as they are loaded onto the moving trucks. This will help ensure that nothing is forgotten, or that items that shouldn’t be moved accidentally find their way onto the van.
Conduct a Final Walkthrough of the Old Premises: Before leaving, walk through the old building to make sure that all items have been packed and loaded, and that the building is ready for handover.
Key action points:
Check all rooms for overlooked items, including storage areas, basement, attics and so on.
Ensure the removal of all items is complete before securing the building and handing over the keys.
Why Choose Bishop’s Move for a School Relocation?
Relocating a school is a significant undertaking that requires expertise. Our experience honed over the years whilst undertaking a variety of commercial removals, including many school relocations, make us the perfect partner for your school move. Get a quote today!
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