how to plan a hotel project

Proper planning is vital for all hospitality operations, but this is especially true of an FF&E project. While you may be excited to hit the ground running on your new build or renovation, there are six main components you’ll need to account for first. 6 key factors to consider for an FF&E project

1. Project Type

The scope and needs of a hotel project will vary greatly depending on whether your property is a new construction or undergoing renovation. 

New build properties will need to consider construction in receiving FF&E items. For instance, you’ll want your elevator to be up and running in time for installation. This will simplify the on-site FF&E distribution process and eliminate complications and damages that can come with alternative methods such as bringing product in through the windows. 

Renovations typically occur in stages to maintain operational efficiency and guest comfort while keeping as many rooms open as possible throughout a property’s updates. Anticipating guest occupancy rates when planning a project’s timeline, ideally scheduling project implementation during slower booking seasons, can minimize any negative impact on a hotel’s revenue.

2. Areas to Address

While a new construction project encompasses the entirety of a property, reconstructions must define which areas of a hotel will undergo updates. This involves identifying not only whether a renovation will address guestrooms, public areas, or both, but also the number of rooms and spaces that require improvements. Details such as precisely what updates should occur in which specific areas determine the scope of a project. 

3. Brand Requirements

Adhering to brand standards is the responsibility of any hotel property under a flag. Each respective brand has a different set of specs and requirements that hoteliers must follow. It’s important to gather all this information early, understand it, and have it on hand so that every stage of a hotel project incorporates brand specifications in its planning. FF&E procurement companies will oversee these requirements so you know what your product options are, as well as submit for brand approvals when needed. 

In addition to flag requirements for space planning and FF&E, hotels undergoing a property improvement plan (PIP) should factor in their brand’s deadline for updates. Hoteliers who begin planning their renovations as soon as they receive a PIP ensure a project will reach completion by the specified date.

4. Scope

From contractors and architects to design and procurement providers, hotel projects will involve a team of hospitality specialists that work together. With so many parties addressing the various aspects of a new build or reconstruction, everyone must be on the same page. Creating a responsibility matrix will specify each team member’s express role and eliminate any confusion. 

Team members must also communicate when they expect to finish their jobs, as each stage of an FF&E project depends on the timeline of the others. A hospitality project team should regularly touch base on the status of their work to account for any unforeseen setbacks and problem-solve accordingly. The sooner and more frequently these communications occur, the smoother your project will go.

5. Budget

While figuring out how much a project will cost might be on the top of your mind, it’s impossible to tell the price of a new build or renovation without first knowing what a project will entail. Once you’ve put together a scope and fully understand all the above aspects, your FF&E provider will be able to give you a quote and use their vendor relationships and expertise to lessen overall project costs

6. Timeline

To finish a project by the expected opening date, hoteliers must consider not only FF&E stages in their planning but necessary processes and approvals such as brand submittals and purchase orders, as well. Even if all construction is complete and FF&E items installed, a property cannot open to the public without proper procedures and documentation. Property inspections and certificates of occupancy take time, so planning for items such as these in your project schedule will help you avoid unexpected delays. 

The sooner you nail down the significant details mentioned above, the quicker implementation of your project can begin, and the closer your hotel will be to fully up and running. Innvision Hospitality’s design and procurement consultants assist hoteliers from the start to the finish of their project, ensuring all the required components are in place early and accurately for a smoother FF&E process. Contact Innvision today to begin your new build or reconstruction!