1. Establish the room-type register first.
List each guestroom and suite type separately. Record how many of each type will be fitted out, where the rooms are located and which drawing revision controls the schedule. A room name without a count cannot support an accurate total quantity.
- Record keys by room type, including accessible and connecting-room variations where applicable.
- Separate prototype or sample-room quantities from the full production quantity.
- Note whether spare pieces, replacements or future phases are included in the purchasing scope.
2. Give each item a stable reference and specification.
Use a unique reference for every repeated furniture, fixture or finish type. Keep the reference consistent in the drawing, quotation, sample record, inspection note and packing label. The example below is a planning template, not a schedule from a published hotel case.
| Schedule field | What the buyer should enter | Example only |
|---|---|---|
| Area and type | Guestroom type, public area or back-of-house zone | King room K1 |
| Item reference | One code used across drawings and supplier documents | K1-BED-01 |
| Quantity basis | Units per room × approved room count, plus agreed spares | 1 × 40 rooms; spares separate |
| Dimensions and finish | Drawing revision, size, substrate, finish and hardware | Elevation H-12 Rev C; oak veneer sample pending |
| Approval owner | Person or team approving drawings and samples | Owner representative and appointed designer |
| Scope boundary | Supply, installation, freight and local work included or excluded | Supply and packing included; site installation excluded |
3. Price public and service areas as separate packages.
A room-type matrix covers repeated guestrooms, but it does not describe the lobby, restaurant, function spaces or back-of-house needs. Break these areas into their own schedules so their finishes, dimensions and delivery priorities are visible.
- Give reception counters, lounge seating, dining furniture and decorative lighting their own references.
- Coordinate stone, metal, glass, doors and flooring with the applicable drawings and site interfaces.
- List service-area furniture and storage separately from guest-facing specifications.
4. Keep opening supplies distinct from FF&E.
Linen, bathrobes, guest amenities, hangers and other room accessories may be coordinated alongside the project, but they use different consumption, branding and replenishment assumptions. State whether they are part of the initial opening order and identify the quantity basis for each item.
- Record linen size, fabric or weight, color and approved branding reference.
- State amenity packaging and destination requirements before confirming product options.
- Ask for operating supplies, fixed furniture, loose furniture and building finishes to be priced in separate subtotals.
5. Set approval and inspection checkpoints.
A supplier quotation should identify the drawing and finish references used. Before repeat production, agree who signs off dimensions, samples or a prototype room. Inspection can then compare the agreed scope with observed products; it does not replace local technical approvals.
- Record open decisions, the responsible approver and the date of each approved revision.
- Check furniture interfaces with electrical outlets, lighting, plumbing and access clearances.
- Agree which characteristics will be checked during production or before packing.
6. Send a comparable quotation package.
Send the same current schedule, drawings and scope boundaries to each quoting party. Request line-item prices and named assumptions rather than comparing one total with another. For a phased project, show when each room type or area is needed and how packages should be labelled.
- Attach the current floor plans, elevations, room counts and finish references.
- Separate product supply from design, inspection, packing, freight, installation and destination-side charges.
- Identify local product requirements and the party responsible for confirming them.
- Use the contact form to describe the scope, then share project files through the agreed communication channel.
What the published hotel example does and does not show.
George Group's public case collection lists a video titled “3000sqm Hotel Project Case”. The title gives a floor-area figure, and the listing presents it as a hotel sourcing example. It does not disclose room counts, an itemized FF&E schedule, project country, delivery result or client identity. Use the case as a company reference, not as a template quantity or performance claim.
- Review the published hotel reference and its source link on our case page.
- For your own project, send the actual room register and drawings before asking for a detailed quote.