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.
A repeated room package still needs a room-type schedule. Compare the Texas repeat-room example with the California different-footprint plan before deciding which pieces can repeat unchanged.
A 95% delivery can leave two room packages short
A shipment can look almost complete while several room packages remain short. Use this worked 12-room batch: eight king rooms and four twin rooms. Each room needs two nightstands, one desk, one desk chair and one wardrobe. King rooms also receive one lounge chair. Headboards remain separate king and twin order lines.
| Furniture line | Required | Delivered | Accepted | Still needed |
|---|---|---|---|---|
| King headboard | 8 | 8 | 8 | 0 |
| Twin headboard | 8 | 8 | 8 | 0 |
| Nightstand | 24 | 22 | 21 | 3 |
| Desk | 12 | 12 | 12 | 0 |
| Desk chair | 12 | 12 | 12 | 0 |
| Wardrobe | 12 | 12 | 11 | 1 |
| Lounge chair | 8 | 8 | 8 | 0 |
The batch has 80 of 84 pieces accepted, or 95.2%. Yet 21 accepted nightstands can complete only ten two-nightstand packages. The wardrobe count permits eleven, so nightstands are the immediate constraint. A feasible allocation is eight king packages and two twin packages; six king and four twin packages also fit the same accepted inventory.
The next delivery needs three accepted nightstands and one accepted wardrobe. Two nightstands have not arrived; one delivered nightstand and one wardrobe failed acceptance in this example. Keep those causes separate so the receiving team can follow the right delivery or replacement action.
Reserve furniture against named room numbers before releasing the next renovation batch. Ten complete furniture packages still need the applicable fit checks, installation work and room review before the hotel decides those rooms are ready for guests.
Start with a condition survey by item
Walk representative rooms from every room type, floor and renovation history, then inspect the rooms included in the planned phase. Record the item code or description, room number, quantity, condition and proposed action. Photographs should show the actual issue and identify the room rather than becoming an unlabelled folder of damaged corners.
Separate safety or functional concerns requiring prompt assessment from appearance preferences. A loose assembly, failed drawer or damaged surface should be reviewed for its particular problem. Age alone does not tell you whether an item can be retained, repaired or needs replacement.
Use a retain, repair or replace matrix
| Action | Decision question | Record before proceeding |
|---|---|---|
| Retain | Does the piece still meet the intended room standard? | Room IDs, condition and compatibility with new items |
| Repair | Can a defined repair restore the required function? | Repair scope, responsible party and inspection step |
| Refinish or reupholster | Is the underlying piece suitable for renewed use? | Material sample, work scope and downtime |
| Replace | Is the existing piece unsuitable for the planned room? | New specification, quantity and installation needs |
Use this as a decision record, not a predetermined outcome. A room may retain its desk, replace its headboard and receive repaired nightstand drawers. Keep those actions separate in the project scope.
Group purchasing by category and room type
Prepare lines for headboards, nightstands, desks, dressers, luggage furniture, seating and other categories actually in scope. Separate sizes, finishes and handed versions. Mark the room types and room numbers using each item so the order connects directly to installation.
Turn the retain, repair or replace decisions into order lines with FF&E Playbook's hotel furniture schedule template.
Illustrative phase: a 24-room wing might retain all desks, replace 24 king headboards, replace 12 damaged nightstands and repair another eight nightstands. The new furniture order is 36 pieces, not 24 complete room packages. Repair work remains a separate service scope with its own completion check.
Plan complete room batches around available space
Choose phase sizes using the rooms operations can release, your delivery access, storage and the work required. Do not let a supplier’s shipment size become the room-release plan without checking that you can receive and install it. Keep a visible distinction between delivered, installed and ready for guest use.
| Phase gate | What needs to be ready |
|---|---|
| Before room release | Confirmed furniture, installer scope and work sequence |
| Before delivery | Receiving contact, access, storage and labels |
| Before installation | Room cleared, required preparatory work complete |
| Before returning to service | Furniture inspection, cleaning and operational sign-off |
Assign an owner to each gate. An opening date or occupancy target does not remove the need to resolve incomplete or damaged furniture before the room is released.
Make new and retained furniture work together
Review physical finish samples beside retained furniture. Check top heights, projections and mounting positions rather than relying on a collection name. Replacing a headboard can expose old fixing holes or require changes around lighting; replacing a desk can affect an existing chair or cable arrangement.
For branded hotels, confirm the current project requirements before ordering. Hilton’s supplier directory states that products need approval before installation. Your property’s actual approval process and documents should guide selections; this worksheet does not establish approval.
Keep exceptions out of the next phase
- Tag delivered pieces to the intended room or phase.
- Log missing components and damage against an item and room ID.
- Confirm repairs and replacements before closing each room’s record.
- Keep any remaining spare pieces labelled by specification.
- Update quantities when scope changes instead of relying on memory.
Use the acceptance inspection guide for the receiving and closeout details. This replacement plan should identify which rooms are affected and which decisions remain open, rather than duplicate the full inspection record.
Start a focused replacement inquiry
Use the guestroom furniture planner to outline room types and needed categories. Then send your location, affected room count, replacement list and target timing through the project inquiry form. Say whether the property remains open during the work.
If the survey is incomplete, identify the first phase and the pieces already known to need replacement. Include what stays and any finish or dimensional constraints. A specific phased inquiry is easier to develop into a useful furniture discussion than a request to refresh the entire hotel without a room or item count.
Common questions
Do all rooms need to be replaced at the same time?
No. Group rooms into defined phases and check that purchasing quantities, delivery arrangements and installation resources match those phases. Keep a clear record of retained and replaced items.
How often should hotel furniture be replaced?
Use the condition, function, intended room standard and applicable project requirements to decide. A fixed age alone is not enough to establish that every piece needs replacement.
Let’s work through your hotel furniture project
Tell us what you are replacing, the room count, location and timing. Include specifications already decided and the choices you still need to resolve.
Discuss your hotel furniture