Quick answer
Compare offers for the same period and occupancy. Add regular charges and agreed one-off expenses. Show a refundable deposit separately from the project’s final cost.
Choose a common basis for comparison
Record the people, arrival and departure dates and billing method. Nightly, per-bed and whole-apartment offers require different calculations. Do not convert monthly rent into a nightly rate without checking how partial months are billed.
For daily offers, use the actual billed nights. For monthly rentals, check minimum terms and billing for the first and final month. Compare the same period rather than headline figures.
List recurring payments separately
Include rent and agreed regular costs. Water and energy may be included, consumption-based or subject to a limit. Treat missing information as an open question.
Compare extra services with the team’s actual needs. An apartment with a kitchen and washing machine works differently from rooms with cleaning and linen changes. Include rent, energy, water, heating, internet, parking, cleaning, laundry and transport where relevant.
Separate deposits from final expenses
A deposit affects the money required at the start. If refundable, do not automatically count it as money spent on the project. Give it a separate line with refund and settlement conditions.
Show final cleaning, preparation and other agreed one-off services separately. Check whether amounts include taxes. Accounting should confirm applicable taxes and any deductibility for the particular offer.
A calculation example is not a market offer
Take a fictional whole-apartment offer: €1,200 rent plus €240 fixed charges monthly for four people. The total is €1,440, or €360 per person at full occupancy. With three people and the same total price, the cost is €480 per person.
This example illustrates occupancy effects. It is not available inventory, a typical market price or a tax calculation. Actual results depend on the contract, consumption, duration and services.
Check what happens if the project changes
Calculate shorter and longer stays as well as the main plan. Identify which costs remain fixed if people leave and what changes on extension. Ask whether an extension needs availability to be confirmed again.
The cheapest initial scenario may not suit a project of uncertain duration. Include commute cost and time, predictable payments and suitable living conditions in the decision.
Frequently asked questions
Should the deposit be included in monthly cost?
Show it separately as initial cash needed. Its final effect depends on the agreement and settlement.
What does a per-person price mean?
Check the occupancy, period and included services. With fixed whole-property rent, per-person cost changes when occupancy changes.
Is the calculator tax advice?
No. It compares entered costs, without determining VAT, employee benefits, deductibility or accounting treatment.
Sources and further reading
Official sources and public information consulted on 27 October 2026. Check the current text before making a decision.
This guide provides general information. Check individual legal or tax circumstances with the relevant authority or adviser.
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