Hour 1: Write the brief
Number of crew, dates, site postcode, budget per property per week, and non-negotiables (parking, exclusive use, ground-floor sleeping). Five bullet points. Send it to two suppliers.
Hours 2-6: Compare the options
You want two things back from each supplier: address / photos / property type, and a full-week inclusive rate. If either is missing, reject the quote — don't chase.
Hours 6-12: Sign the T&Cs
Get standard T&Cs, deposit terms and invoicing terms into procurement early. On a rush booking, T&Cs are almost always the bottleneck — not the property.
Hours 12-24: Confirm access
Confirm arrival window, key or keysafe handover, and out-of-hours contact. Put those three items in a single confirmation email and copy the site lead.