BNB4UR • Workshop scenario

Scenario 24 — Rental and co-living mediation: rules, conflicts, agreements (180’)

BNB4UR package • Group: 18–30 years • 180 minutes • 15–20 people • Language: Polish • Format: in-person

Note: This is an educational workshop, not legal advice. Rental rules differ between contracts and cities—always verify in official sources and in your own contract. In the exercises we use anonymised/fictional data.
Printable materials

Table of contents

In the materials section, each card has a “Print” button—you will print only the selected item (with the EU logo and disclaimer).

1. Overall objective and session logic

Goal
participants create a roommate agreement and learn the mediation steps for typical conflicts (noise, cleaning, bills, guests, smoking, pets); they can negotiate with the landlord on day‑to‑day matters (repairs, condition report, deposit) and prepare a 30‑day plan for their apartment.
Logic
map of roles and risks → co‑living rules and budget → NVC/DESC mediation (role‑play) → conversation with the landlord (checklists/condition report) → agreement and 30‑day plan.
Outputs
1) MN1 — Map of roles and responsibilities (tenants/landlord/neighbours), 2) MN2 — Apartment rules (House Rules, A3), 3) MN3 — Cleaning rota + weekly duties, 4) MN4 — Apartment budget and settlements (template + rules), 5) MN5 — Mediation step by step (NVC + DESC + rules), 6) MN6 — Mediation meeting record (form), 7) MN7 — Checklist for negotiating with the landlord (repairs/deposit/notice), 8) MN8 — Photo condition report of the apartment (shot list), 9) MN9 — Roommate agreement (A2–B2 template, PL), 10) MN10 — Events and incidents log, 11) MN‑R — Skills assessment rubric.

2. Learning outcomes (knowledge • skills • attitudes)

Knowledge
distinguishes roles and responsibilities (tenant/roommate/landlord/administrator/neighbour), knows typical clauses/risks in rental (general), understands mediation stages and the difference between positions vs interests.
Skills
creates the Apartment Rules and the Cleaning Rota,
conducts mediation using MN5 and documents the outcome in MN6,
prepares an apartment budget and settlement rules,
negotiates with the landlord using MN7 and prepares a photo condition report MN8,
concludes the Roommate Agreement MN9 and plans 30 days.
Attitudes
shared responsibility, respect, plain language, and safety in case of escalation.

3. Organisational parameters

Room
circle + 4 tables, 2 flipcharts, sticky notes, markers; projector; timer.
Materials (A4/A3, 1 per person): MN1–MN10, MN‑R; role cards for skits (WL — landlord, L1–L3 — tenants).
Evaluation
Mentimeter PRE/POST (3 questions in section 4) + MN‑R rubric (observation).

4. Mentimeter — questions (PRE and POST)

“I can set rules in a shared apartment (cleaning, quiet hours, guests, payments).”

“I can run mediation in simple matters (NVC/DESC, agreement).”

“I know how to talk to the landlord (condition report, repairs, deposit).”

5. Detailed agenda (180’)

0–12’ Opening and safety agreement (12’)

Goal
safe collaboration.
Instructions
rules: voluntary participation, confidentiality, the right to pause, we talk about facts; in case of violence/harm—we stop and refer to help/112. Hand out MN1–MN10.

12–20’ Icebreaker “A home where it’s good to live” (8’)

Goal
positive standards.
Instructions
in pairs, write 3 behaviours that make an apartment comfortable (e.g., quiet nights, clear rota, quick reporting of repairs). Collect on a flipchart in 3 categories: communication / order / payments.

20–28’ Mentimeter PRE (8’)

28–60’ MODULE 1 — Map of roles, risks and red flags (32’)

Goal
name responsibilities and avoid disputes.
Materials
MN1 (diagram).
Instructions
together, complete the roles table: tenant/roommate/landlord/neighbours/administrator (who is responsible for what? how do we contact each other?).
Red flags (examples)
no written arrangements; unclear billing rules; keeping the deposit “by word of mouth”; no condition report; cash payments without receipts; no consent for subletting/changes in number of people—yet there are “permanent” guests.
Exercise (12’): groups analyse 4 mini‑cases and add risks + what to do earlier to avoid them (reference to scenario 14 – safe renting).
Criterion
each group writes at least 3 risks and 3 safeguards.

60–95’ MODULE 2 — Co‑living rules and budget (35’)

Goal
write clear rules and settlement methods.
Materials
MN2, MN3, MN4.
Instructions

MN2 – House Rules (15’): at tables choose clauses (see MN9): quiet hours (times), guests (max/days, notice), kitchen/bathroom (time and cleaning), trash/recycling, smoking/alcohol, pets, safety (gas/electricity/windows), keys, breakdowns, social media/photos (consent), conflicts (conversation pathway).

MN3 – Cleaning rota (8’): divide duties (kitchen/bathroom/hallway/trash) and deadlines; note exceptions/shift changes.

MN4 – Apartment budget (10’): list of fixed and variable costs; settlement method (e.g., 1 person pays and splits via app/bank; deadline by the 3rd day of the month; interest/consequences for delays).

Criterion
each table has an A3 version of MN2 + MN3 and a draft MN4.

95–105’ BREAK (10’)

105–135’ MODULE 3 — NVC/DESC mediation + role‑play (30’)

Goal
learn how to talk about difficult issues.
Materials
MN5 (cheat sheet), MN6 (record), role cards.
Mediation rules (5’): voluntariness, facilitator neutrality, timer (2–3 min/person), we speak in “I”: facts → feelings → needs → request; we look for shared solutions (interests, not positions); we test feasibility and timing.
Model
NVC (Nonviolent Communication): When I see/hear… → I feel… → because I need… → I ask for…
DESC
Describe (facts) → Express (impact) → Specify (request) → Consequences (what will change/what we gain).
Role‑play (20’): 3 tables, 3 cases:
A) Quiet hours vs shift work;
B) Cleaning the kitchen after cooking;
C) Guests and overnight stays.
Round 1
we formulate NVC/DESC; Round 2: we write the compromise into MN6 (goal, SMART agreements, responsible persons, deadlines, what if it doesn’t work).
Criterion
each table prepares MN6 with at least 2 SMART decisions.

135–160’ MODULE 4 — Talking to the landlord: repairs, deposit, condition report (25’)

Goal
safe communication and documentation.
Materials
MN7 (checklist), MN8 (photo condition report).
Instructions
MN7 — Conversation checklist
topic (fault/repair/utility settlement/notice), description of facts (date, photos), expectation (what/when), proposed solution, written confirmation, archiving correspondence.
Deposit
settlement rules written in the contract; handover report + photos/video; do not hand over cash without confirmation.
Repairs
who is responsible for what—see the contract; report in writing + attachments.
MN8 — Photo condition report
shot list (doors/windows/walls/floors/appliances/meters/bathroom/kitchen/furniture).
Exercise (10’): in pairs, prepare a conversation script (MN7) and a photo list (MN8) for the case: “the washing machine leaks, the landlord hasn’t replied for 3 days”.
Criterion
ready script + photo list and a contact deadline.

160–174’ MODULE 5 — Roommate agreement + 30‑day plan (14’)

Goal
tie the agreements together and start implementation.
Materials
MN9 (agreement template), MN10 (log).
Instructions
Fill in MN9 based on MN2–MN4 and MN6 (rules, budget, conflicts, emergency contacts).
Set a review after 30 days and a way to introduce changes.
In MN10 write the rules for logging events (date, what happened, who was present, evidence, what was agreed).
30‑day plan
3 implementation steps (e.g., “print House Rules and signatures”, “set payment reminders”, “meeting with the landlord about repairs”).
Criterion
signed MN9 (workshop draft version) + 3 steps / 30 days.

174–180’ Mentimeter POST + closing (6’)

Instructions
the same 3 questions. Take photos of flipcharts and MN2–MN4/MN6/MN9 (without sensitive data). Reminder: in case of escalation/harm—112; support in NGOs and local institutions.

6. Facilitation best practices

Plain language (A2–B2)
short sentences, pictograms on cards; avoid legal jargon.
Neutrality
the facilitator does not decide “who is right”; they support the process, facts and solutions.
Safety
zero violence/harassment; stop‑word “pause”; we stop when someone feels threatened.
Bridges
scenario 14 (safe renting), 03 (assertiveness), 15 (cyber – correspondence/contracts), 23 (labour rights – DESC communication).

7. Adaptations, plan B, options

Language barrier
MN2/MN9 versions with simple PL↔UA phrases; mixed-language pairs; pictograms.
Small group (≤10): deeper 1:1 mediation; refine the MN4 budget and MN3 rota.
Less time (120’): M1 20’, M2 30’, M3 25’, M4 20’, M5 15’; the rest as homework.
More time (+30’): add the module “neighbours and community” (noise complaints, trash, parking; polite vs assertive language).

8. Evaluation and reporting indicators

Mentimeter PRE/POST — 3 questions (section 4).

Outputs
MN2–MN4, MN6, MN9–MN10 (photo/scan).
MN‑R rubric (0–2 points per criterion, max 10)
Map of roles and risks (MN1),
House Rules + Cleaning rota (MN2–MN3),
Budget and settlement rules (MN4),
Mediation and record (MN5–MN6),
Talking to the landlord + photo condition report (MN7–MN8) and agreement (MN9).
Interpretation
0–3 getting started; 4–7 solid; 8–10 ready to implement.

9. Printable attachments + extra materials

MN1–MN10, MN‑R and extra role cards and mini-cases for practice.