Use the free planning worksheet
Download the editable CSV worksheet above and open it in your spreadsheet application. It contains blank project rows with the fields used in this resource. Fill in confirmed information, leave unresolved decisions marked for review, and keep the completed worksheet with your project brief. The examples below explain the checks to make before you request pricing.
Build the list by room type, not by one hotel-wide allowance
Start with a room inventory that distinguishes king rooms, double rooms, suites and any layouts with different furniture requirements. Put public areas on their own lines. A nightstand shared between two beds is a different allowance from two nightstands beside a king bed; multiplying a single generic package by every key can hide that difference.
Give each furniture item an identifier and keep it consistent through drawings, quotations and delivery labels. Record room quantity separately from pieces per room. Leave an undecided dimension or finish visibly open rather than allowing a supplier to infer it.
| Area | Furniture to account for | Decision to record |
|---|---|---|
| Guestroom bed area | Headboards, bedside tables, bed bases where included | Bed sizes, mounting, outlet locations, left/right arrangements |
| Work and lounge areas | Desks, task chairs, lounge seating, occasional tables | Usable footprint, chair movement, room-type differences |
| Storage | Dressers, luggage benches, wardrobes | Freestanding or built-in scope, door and drawer movement |
| Lobby and breakfast | Lounge seating, dining chairs, tables, service furniture | Separate quantities and who approves the layout |
| Back-of-house | Office and staff-room furniture, furniture storage | Which items belong in this purchase package |
Check the quantity math before requesting prices
For an illustrative 30-key property with 20 king rooms and 10 double rooms, suppose each king room needs one headboard and two nightstands, while each double room needs two headboards and one shared nightstand. That produces 40 headboards and 50 nightstands: (20 × 1) + (10 × 2) headboards, and (20 × 2) + (10 × 1) nightstands.
Those are counting assumptions, not a recommended room design. Keep king and double headboards on separate specification lines even though the aggregate is 40. Add any approved spares as an explicit line. Do not fold unspecified spare stock into the room allowance, where it becomes hard to reconcile at delivery.
Resolve these items before the order is released
- Scope: identify owner-supplied items, contractor-installed items and furniture included in each supplier quotation.
- Dimensions: check measured rooms and the delivery route against the proposed furniture, including packaging and assembly requirements.
- Approvals: name the person who signs off drawings, finishes and any sample room. For a branded property, establish the project’s actual approval process before substituting products.
- Installation: record who assembles, anchors or mounts each item, and who supplies hardware.
- Receiving: identify the receiving contact, appointment requirements, unloading equipment and temporary storage.
Brand purchasing channels can be specific to the project. For example, Hilton’s Suppliers’ Connection describes a system for recommended suppliers and branded projects. Confirm your own property’s requirements; a supplier appearing in a general search is not evidence of brand approval.
Work backward from an installation window
Keep opening day, furniture delivery and installation as separate milestones. Ask each supplier for a dated sequence covering approvals, production, shipment and arrival, including the event that starts each period. An estimate expressed only as “weeks” does not tell you whether drawings, fabric or a deposit must be approved first.
Use a readiness review before confirming delivery: rooms secure and dry, competing work sufficiently complete, routes accessible, unloading agreed and the installation team available. If the building date changes, obtain the storage, redelivery and handling implications before moving the shipment. The receiving and installation guide expands this handoff.
Bring a useful opening brief to the conversation
Send your location, opening or installation target, room counts by type, furniture list and known specifications. State whether you are pricing an early budget, comparing a defined package or ready to place an order. Include unresolved items as questions. A clear brief makes it easier to compare offers on the same scope and see which decisions are holding the opening plan back.
Use the opening project planner to collect your starting information, or go straight to the inquiry if the schedule is already prepared.
Common questions
Does this include operating supplies?
The checklist focuses on furniture. Track linens, smallwares, guest supplies and other operating items separately so they have their own quantities, owner and delivery plan.
Can I start without a final furniture specification?
Yes. Share the room inventory and known quantities, mark undecided dimensions or finishes, and explain whether you need early planning help or pricing against a defined scope.
Bring your furniture list into the opening plan
Tell us the property type, location, stage and furniture requirements. A rough scope is enough to start a useful project conversation.
Discuss your opening project