Office relocation in Lexington, KY: plan your move

Choose a mover around the work you need

Give each bidder the same inventory: desks, chairs, filing cabinets, boxed records, monitors, printers and any equipment needing special handling. Include photographs, furniture dimensions and the destination floor plan. Ask the mover to inspect access at both buildings before agreeing to a final scope.

Request a written breakdown for packing, transport, disassembly, reassembly and placement. Ask who supplies crates and labels, who disconnects equipment, and whether the crew removes packing materials. For an hourly quote, ask about minimum charges and how the mover bills waiting time. For a fixed quote, identify the changes that could trigger extra charges.

Ask for proof of insurance and a written explanation of damage coverage, exclusions and the claims process. Tell the bidder about leased copiers, confidential records or equipment that a vendor must handle. Require the mover to identify any subcontractors and name your move-day contact.

Confirm occupancy before choosing an opening date

Lexington requires an occupancy certificate for every business. For a commercial office taken as-is, without remodeling or a change in use, apply for the Certificate of Occupancy and then call (859) 231-5668 to schedule the required life safety inspection with a Fire Inspector. The commercial certificate fee is $25. [1]

If you plan structural changes, additions or a change in building use, the city requires a Building Permit first. The city issues the Certificate of Occupancy once you meet the permit conditions. Ask Building Inspection to confirm which route applies to your proposed office before you promise staff a return date. [1]

Keep construction responsibilities separate from the moving contract. Lexington requires contractors to register with Building Inspection, and unregistered contractors cannot obtain building permits. For an office alteration, ask the contractor to confirm registration and identify who will obtain the permit. Building Inspection's One-Stop Shop offers help with the commercial permitting process. [4]

Reserve truck access and compare the full schedule

Ask both building managers for loading-dock rules, freight-elevator reservations, vehicle clearances, access hours and any insurance paperwork. Walk the route from the truck to the office with the mover. Decide who protects floors, holds doors and checks furniture placement.

If you need bagged parking meters, LexPark requires completed requests at least 48 hours before the start date. Requests received less than 24 hours ahead incur a $25 last-minute fee. LexPark requires full payment before bagging meters and resolution of delinquent parking citations before approval. Confirm the meter numbers and requested dates with the mover. [2]

LexPark lists meter-bag fees of $20 per metered space per day Monday through Friday and $5 on Saturday and Sunday. Compare those published fees with the mover's written weekday and weekend quotes, building access arrangements and your staff coverage. Choose the schedule from the combined costs and constraints. [2]

Assign the IT handoff and reopening checks

Name an IT lead before packing begins. Ask that person to confirm internet activation at the destination, make backups, record cable connections and label devices by workstation. Define which equipment the mover can handle and which items your IT provider or equipment vendor will transport.

Pack a reopening kit with keys, access credentials, chargers and the equipment needed for your first appointments. Keep an inventory of sensitive records and assign a staff member to oversee their transfer. Agree on a communication plan for customers if you need to pause calls or appointments.

Before releasing the crew, walk each room against the placement plan and record damage or missing items. Ask your IT lead to test internet access, phones, printers and essential software before staff return. Include these checks in the schedule and name who can approve completion.

Arrange disposal before the final load

Lexington's Electronics Recycling Center serves Fayette County residents and does not accept items from businesses, home businesses or nonprofit organizations. Do not include that residential drop-off service in your office cleanout plan. Ask a commercial recycler to confirm acceptance of your equipment before booking collection. [3]

Sort retained equipment, reusable furniture, confidential records and discarded electronics before asking for quotes. For devices containing business information, specify the data-destruction method and documentation you want. Ask who removes leftover furniture and packaging from each building, and include collection charges in the written scope.

LexPark meter-bag fees by day

Match your move to the next action

Your hiring checklist

1. Send bidders an identical inventory, photographs and destination placement plan.
2. Confirm your occupancy route with Building Inspection before setting the opening date.
3. Obtain written dock, elevator and building-access arrangements at both addresses.
4. Assign responsibility for any meter-bag application and payment.
5. Compare packing, assembly, waiting-time and disposal charges in the quotes.
6. Name an IT lead and agree on device handling, backups and reconnection.
7. Arrange commercial electronics collection and data-destruction documentation.
8. Complete a room-by-room inventory and equipment test before approving completion.

Frequently Asked Questions

Do I need an occupancy certificate if I am only moving desks?

Lexington requires an occupancy certificate for every business. For an as-is commercial space with no remodeling or change of use, apply for the Certificate of Occupancy and schedule the required life safety inspection. Confirm your situation with Building Inspection before setting the opening date. [1]

Does the meter-bag fee make a weekend move cheaper?

LexPark charges $5 per metered space per day on weekends and $20 Monday through Friday. Those figures cover meter bagging. Compare the mover's quote, building access and staff coverage before choosing a day. [2]

Can the mover reconnect our computers and phones?

Ask the bidder to specify that work in writing. Assign an IT lead to approve handling, backups, reconnection and testing. If the moving crew only transports equipment, book the IT work separately and coordinate the handoff.

Can we take old office computers to city recycling?

The Lexington Electronics Recycling Center does not accept items from businesses, including home businesses, or nonprofits. Arrange commercial recycling and specify how you want the recycler to handle stored business information. [3]