Why an office move is a separate task
A residential move is physically hard. An office move is organizationally hard. Every extra hour of downtime costs the business money. So the main goal is not to "move furniture" but to maintain business continuity.
- More equipment and it costs more — computers, monitors, servers, and office devices need special handling.
- Documents and confidentiality — folders, archives, and data media cannot simply be thrown in a box without control.
- Team coordination — each employee must know what, when, and how to pack at their workstation.
- Narrow time windows — the best move time often coincides with the building's busiest period (Friday evening, Saturday).
- First business day — if the network is not connected or the key to the new office is "still on the way," the team sits idle.
Office Move Preparation Plan
A no-downtime move is primarily about preparation, not speed. Here is a practical plan:
Organizational foundation
Appoint a move coordinator inside the company. Photograph each workstation (equipment layout and cable arrangement). Book the crew and transport in advance - weekend slots are booked 1-2 weeks ahead.
Labeling and packing
Number all workstations and matching boxes (desk #3 → boxes "3A", "3B"). Pack archives, extra folders, rarely used items. List IT equipment and assign a responsible person for each device.
Preparing the new office
Prepare a furniture layout for the new location so the crew can place everything correctly right away. Check internet, electricity, and keys. Reserve the freight elevator and parking at both buildings.
Final preparation
Each employee packs their workstation and labels boxes. IT disconnects and packs equipment. The coordinator checks the list and ensures clear access to all areas.
The crew works - you don't stand by
In the evening or on a weekend. The coordinator is present, while the rest of the team rests. The crew loads, transports, and places furniture according to the layout. IT connects equipment at the new location in the evening or the next morning.
Real Prices for Office Moves in Kyiv
Prices are based on VantageOK's current tariff grid. Cost depends on vehicle type, number of movers, and working time.
| Transport | Volume / weight | Price/hour | Min. order | Suitable for |
|---|---|---|---|---|
| Van 1.2 t | 9 m³ / 1.2 t | from 350 UAH/hour | from 1,050 UAH -> | 1–3 workstations, small department |
| Gazelle 1.5 t | 18 m³ / 1.5 t | from 450 UAH/hour | from 1,350 UAH -> | 5–10 workstations, small office |
| MaxiVan 2 t | 16 m³ / 2 t | from 500 UAH/hour | from 1,500 UAH -> | 8–15 workstations, heavy load |
| Truck 5 t | 25–36 m³ / 5 t | from 800 UAH/hour | from 3,200 UAH -> | 15–30 workstations, medium office |
| Truck 10 t | 40–48 m³ / 10 t | from 1,350 UAH/hour | from 5,400 UAH -> | 30+ workstations, large office |
How Much a Move Costs: Three Real Scenarios
Time: 3–5 hours.
Standard furniture, equipment, boxes.
Estimated price, depends on floor and distance.
Time: 4–6 hours.
Two trips or a larger truck may be needed.
Estimated price, depends on volume and complexity.
The move is usually split into 2–3 sessions.
We coordinate the schedule around team work.
Call for an accurate estimate.
IT Equipment: How to Move Without Losses
Equipment damage or data loss is the most expensive office moving mistake. Here are specific rules:
Original boxes are ideal. Without them: 2–3 layers of bubble wrap + a padded box. Monitors stand vertically only, never flat. Laptops — in sleeves or wrap, in separate boxes.
Remove cartridges and ink tanks before transport — ink may leak. Tape paper trays or remove them. MFPs in wrap plus cardboard protective packaging.
Before disconnecting — photograph each workstation and server rack. Label each cable (tape + marker). Bundle cables with the device they belong to.
Only in original cases or special transport boxes with cushioning. Transport upright, without shaking. If possible — separate vehicle or a position in the cargo area without neighboring loads.
Moving at Night or on a Weekend: What's the Advantage
- The team stops work for a full day
- Clients and partners cannot reach you
- Kyiv traffic — the truck sits idle
- Busy freight elevator in the business center
- Risk: unfinished work + move chaos at the same time
- The team works normally on Friday
- On Monday — the new location is ready
- Fewer cars on the road — faster dispatch and trips
- Elevator and parking are free
- No downtime — only a change of location
Checklist: Office Move - Don't Forget Anything
- Move coordinator appointed
- Furniture layout plan for the new office
- Crew and transport booked
- Freight elevator reserved in both buildings
- Keys and access to the new office
- Clients/partners notified of the new address
- All workstations numbered and labeled
- Archives and documents packed and labeled
- Boxes labeled: department + contents
- Large furniture disassembled
- Clear access for the crew in all areas
- Employees take personal items themselves
- Photo documentation of cable connections
- All cables labeled
- Cartridges removed from printers
- Equipment packed (wrap + boxes)
- Data backed up
- IT knows when and where to connect
- Internet and electricity checked
- Space for truck parking
- Layout plan given to the crew
- Areas prepared for equipment
- Signage and address updated
- Team knows the new address and route
Typical Office Moving Mistakes
- No layout plan for the new office. Movers place furniture randomly — then you rearrange. Prepare a simple plan in advance.
- IT connects at the last moment. If the network is ready only a day after the move — the team loses another workday. Plan connection in advance.
- No coordinator on moving day. Without someone on site the crew does not know where to place items. Someone must be available throughout.
- Packing on moving day. The crew waits while employees pack — and that time is billed.
- Elevator not reserved. The freight elevator may be busy — especially on weekdays. Arrange with the management company in advance.
- No data backup. A move is a non-standard situation. Always back up critical data before disconnecting equipment.
Ready to organize your office move?
Call us, tell us about your office (number of workstations, floor, addresses), and we will select transport, crew, and a time window so your team does not lose a single working day.
Questions / Answers
How much does an office move in Kyiv cost?
From 1,050 UAH (Van 1.2 t, min. order) for a very small department up to 6,400-9,600 UAH and more for an office with 15-20 workstations. Exact cost depends on volume, floor, and work time. The full tariff grid is on the tariffs page.
Can an office be moved in one day?
Yes, if preparation is done in advance. An office up to 10 workstations usually moves in 4–8 hours of active crew work. For larger offices — 2 days or 2 sessions (e.g. Friday evening + Saturday).
Do you work on weekends and at night?
Yes. Moves on Friday evening or weekends are our main format for office clients. We book a convenient window for your schedule.
How to transport servers safely?
Only in original transport cases or rigid cushioned containers. Before disconnecting — photo documentation of connections. Transport upright, without sudden movements. If needed — separate vehicle for server equipment.
How many movers are needed for an office move?
Up to 10 workstations — usually 2–3 movers. 15–20 — 3–4. More people = less time = lower total for large offices.
Do you disassemble and assemble furniture?
Yes, office furniture disassembly/assembly is available on request. Mention it when booking.