Accommodation for employees with special needs

April 25, 2025

3 minute read

Ensuring that employees with special needs have appropriate accommodation when traveling for work is not only a legal obligation. It is also a clear demonstration of commitment to diversity, and ultimately, a good reputation for the company as an employer brand.

We want to help you hit the mark with your search. So let's start from the beginning: What is accessible accommodation?

Definition

📚 Definition

"An accessible accommodation is one that allows anyone to live comfortably, safely, and independently. Without obstacles and with all the facilities they need."

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You might be wondering: When should corporate accommodation be accessible? Well, it should always be accessible when there is an employee traveling with reduced mobility or sensory or cognitive disabilities.

Even if that's not the case, it’s always worth being informed for the possible inclusion of diverse talent in your team. So keep reading to learn what the law demands, what other aspects you should consider to go above and beyond, and what benefits offering accessible corporate accommodations brings to your company.

Accessible corporate accommodation, according to the Law

When we talk about accessibility, the first step is to understand the current regulations. In Spain (and the European Union), there are specific laws that regulate how spaces should be designed to ensure the inclusion of people with disabilities. Some of these are:

The General Law on the Rights of Persons with Disabilities (Royal Legislative Decree 1/2013), which establishes the requirement for accessibility in environments, products, and services.
Directive 2019/882, which expands this view at the European level by including digital products and services.
UNE-EN 17210:2021 and other technical standards, which detail the functional requirements to consider an environment truly accessible.

And the best part: there are public grants and subsidies that support companies in adapting the housing of their workers, whether permanent or temporary.

Essential features of accessible accommodation

Here are the key elements that must be present in accessible accommodation according to the law:

Adequate access: Ramps with a gentle slope, elevators with enough space for a wheelchair, and doors that are at least 80 cm wide.
Adapted rooms: Bathrooms with walk-in showers, support bars, kitchens with low-height furniture, and common areas free of steps or uneven levels.
Essential equipment: Adjustable beds, home automation controls for lights and blinds, visual and auditory alarms, and user-friendly appliances.

Having these features not only ensures compliance with the regulations but also significantly enhances the experience for relocated employees.

Beyond the Law

Being compliant with the law is just the starting point. Acting with empathy will help improve the company’s image as an employer, and in the field of corporate rentals, there are many opportunities to achieve this. Did you know that the needs of one person with a disability can vary greatly from another?

That's why it’s not enough for the accommodation to be accessible “in general.” It has to be accessible for that specific person.

Types of special needs

Each disability presents different challenges. Here are a few of them:

Reduced mobility: This means the space must allow movement in a wheelchair. Wide hallways, absence of thick carpets, and furniture with no sharp corners.
Sensory disabilities (visual and hearing): Requires details such as adequate lighting, contrasting colors between walls and furniture, Braille signage, visual doorbells, and video intercoms.
Cognitive disabilities: Requires spaces that are clearly organized, intuitive signage, low sensory stimulation, and predictable environments.

How to evaluate accessible corporate accommodation

Before confirming a booking for your relocated employee, it’s crucial to review certain aspects.

First, check that the building has the necessary features for access. For example, if an employee has reduced mobility, the entrance should have wide doors, access ramps, and an elevator.

Next, request photos of the interior and specific measurements. Continuing with the previous example, some checks to make would include the width of the hallways, smooth floors, support bars in the bathroom, and lower countertops or sinks.

It’s advisable to ask for a written document confirming that the accommodation meets the requested requirements. Still, we recommend calling a few days before the move-in date to ensure there have been no changes.

Successes and mistakes when booking accessible corporate accommodation

Booking accessible accommodation requires attention to detail. Below are some common successes and mistakes to help guide you quickly.

Successes

First, opt for specialized platforms that offer verified options. At Apartool, we efficiently and securely search for accessible corporate accommodations for you.

Second, establish internal verification protocols: checklists, photo reviews, and direct contact with the provider.

And don’t forget about training: travel managers or talent team members responsible for this task must know how to identify and understand accessibility needs.

Mistakes

One of the most common mistakes is relying on labels like “adapted” or “accessible” without performing checks. Another frequent mistake is failing to clearly communicate the employee's needs.

Avoiding these oversights can make the difference between a positive and a frustrating experience for the employee.

Practical Example

📄 Practical example

Javier is an engineer and is moving to Barcelona for six months to work at a subsidiary of his company. He uses a wheelchair and needs fully adapted accommodation: a bathroom with support bars, an adjustable bed, and barrier-free access, among other details.

The company, through its relocation agency, identifies his needs. They use Apartool to search for options, review photos and measurements, and make the reservation. A week before, they contact the provider to confirm that everything is in order.

Javier arrives, settles in without complications, and feels comfortable. His performance is not affected, and his well-being improves. A small effort that has a big impact.

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Accessibility from a business perspective

Investing in accessibility is beneficial for both the employee and the company. A professional who feels respected and cared for works harder and better.

That’s why companies that provide adapted accommodation enjoy benefits such as:

Higher talent retention.
Better corporate reputation.
Increased productivity and motivation.

💡 You might be interested...

"Over 65% of companies that relocate employees internationally have a positive impact on job satisfaction."

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If you’ve made it this far, you’ll understand that making corporate accommodation accessible should not be an exception. It’s part of creating a company culture where everyone feels included.

At Apartool, we make this process much easier for you. Because providing accessible accommodations for business trips is not an expense, it’s an investment. An investment in people, values, and the future.

Accommodation for employees with special needs

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Accommodation for employees with special needs

Table of contents

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