Receiving FF&E may be one of the last stages in a property build or renovation, but that doesn’t mean it’s a low priority task. In fact, having a precise and organized receiving sequence can make the difference between a timely completion or project delays pushing back your hotel’s opening date.

There are five main steps that take place in receiving any furniture, fixture and equipment items, and each step overlaps into the next. To achieve a proper receiving sequence, you’ll first need to understand each different step:

The Optimal FF&E Receiving Sequence

Tips for Receiving FF&E

Even if you follow the sequence in order, there is still much that could go wrong. Follow these guidelines to confirm your FF&E receiving process goes smoothly:

1. Unloading

Always be aware of precisely what you’re receiving and when so you can have the proper amount of people and equipment on hand when the time comes. Heavier items may require additional equipment such as a forklift, so be sure to rent or acquire any tools you’ll need before the delivery date. If you require storage, it’s also essential to make the space available ahead of time, or you’ll run into a problem with where to place your items before they are ready to move into staging or distribution.

2. Inspection

You won’t have time to open up every package and check them individually, but the condition of the boxes will help you discover any potential damages. Some signs to consider are wet or soggy boxes, crushed boxes, or rips and tears. If you notice anything awry with your order, you will want to take detailed pictures as proof. If possible, let the truck driver know immediately and contact your FF&E procurement provider to get their help as soon as you can.

3. Staging

Organize your products by category to simplify the distribution stage. Another way to streamline operations is to assemble items in the staging area before placing the product throughout your property. This step saves valuable time, so staff and contractors don’t have to bring any boxes back down to the ground level of your hotel.

4. Distribution

Assess your hotel operations when planning for distribution. A renovation will require a different distribution process than that involved with a new construction. For example, in a renovation you’ll have to account for occupancy so you don’t disturb guests when moving product throughout your hotel. 

5. Installation

The order in which you choose to install your items has a significant impact on ease of installation. For example, installing bed frames and mattresses last will allow your install team to maneuver around the room without having bulky items in their way. When installing FF&E, it’s always best to work from the top floor down and the walls inward, installing hangable items such as headboards and artwork/mirrors first.  

As with all aspects of hotel operations, the best way to have a successful receiving process is with plenty of preparation.

Are you ready to begin your new construction or renovation? Innvision Hospitality takes a hands-on approach to each FF&E project and will walk you through every step of the way. Contact us today to get started!