When planning a new hotel project or a remodel, one of the most critical steps is ensuring your FF&E installation goes smoothly. A detailed and accurate installation quote doesn’t just save money, it saves time, prevents delays, and ensures your property is ready for its grand opening on schedule.
But to provide a precise quote, an FF&E installer needs the right documents and information upfront. Missing details can lead to unexpected costs, scheduling conflicts, change orders and frustration for both parties.
Here’s a comprehensive checklist of what you should provide and why it’s important:
1. FF&E Schedule / Procurement List
Includes all furniture, fixtures, and equipment, with quantities, dimensions, and vendor information.
Why it matters: Installers need to plan labor, equipment, and timing based on the size and quantity of each item.
2. Floor Plans & Room Counts
Drawings showing guestrooms, room types, public spaces, and back-of-house areas.
Why it matters: Accurate layouts help installers plan pathways, elevator usage, and assembly locations.
3. Installation Scope of Work (SOW)
Defines what the installer is responsible for (assembly, wall mounting, debris removal, etc.) and what is excluded.
Why it matters: Clear responsibilities prevent confusion and costly change orders.
4. Delivery Schedule / Procurement Timeline
Includes expected arrival dates for shipments and whether deliveries are phased or bulk.
Why it matters: Installers can schedule crews efficiently and avoid delays caused by late deliveries.
5. General Contractor Construction Schedule
Shows when rooms and spaces will be ready for installation.
Why it matters: Ensures the installer’s timeline aligns with construction, preventing idle labor costs or last-minute changes.
6. Site Logistics Plan
Information on loading docks, elevator dimensions and storage availability.
Why it matters: Helps prevent damage, ensures safety, and identifies any equipment or crew adjustments needed.
7. Specifications / Mounting Details
Details like wall types for artwork, TVs, or mirrors, and any special anchoring or hardware requirements.
Why it matters: Proper installation avoids damage to both the product and the property.
Project Information
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Project Location & Hotel Brand – Helps account for travel, local labor laws, and brand-specific standards.
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Total Guestrooms / Suites & Public Areas – Determines crew size and timeline.
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Special Items – Oversized, fragile, or custom pieces may require extra planning or equipment.
Schedule & Deadlines
Knowing your target installation start date and required completion date ensures the quote includes realistic labor estimates and avoids costly rush fees.
By providing this information upfront, hotel owners and general contractors can get an accurate FF&E installation quote that reflects the true scope of work, avoids surprises, and keeps the project on schedule. It’s a small step that saves time, money, and stress, making your hotel project a smoother experience from start to finish.
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