Hotel FF&E: The Essential Furnishings Checklist

Hotel FF&E (Furniture, Fixtures, and Equipment) represents one of the single largest line items in any hotel development or renovation budget. For a mid-scale 150-room hotel, FF&E costs typically range from $2.5 to $6 million — and getting the specification wrong can mean costly replacements years ahead of schedule.

This guide provides a comprehensive, room-by-room checklist for hotel FF&E procurement, with budget benchmarks, specification tips, and vendor recommendations based on current market conditions.

Guest Room FF&E Checklist

The guest room is where most of your FF&E budget goes — and where guests spend most of their time. Every item in this list needs to withstand constant use by people who aren't treating it like their own furniture.

Sleep System

• Mattress — Hospitality-grade, fire-retardant (CFR 1633 compliant). Budget $200-$800 depending on brand tier. Plan 5-7 year replacement cycle
• Box spring or platform base — Platform bases are increasingly preferred (no dust accumulation, modern aesthetic). $150-$400
• Headboard — Wall-mounted preferred over bed-frame-attached for durability. Upholstered or laminate. $200-$800
• Bed frame — Steel bolt-together construction for durability and easy assembly. $150-$500
• Pillows — Budget for 4 per king, 6 per double-double. Plan annual replacement. $15-$60 each (OS&E, not FF&E, but often bundled)

Casegoods (Wood/Laminate Furniture)

• Nightstands (2 per room) — Built-in USB/wireless charging is now standard. Specify soft-close drawers. $150-$500 each
• Desk or work surface — Integrated power (2 outlets + 2 USB minimum). Size depends on brand standard. $200-$600
• Dresser/media console — Must accommodate TV (wall-mounted TVs reduce this requirement). $200-$700
• Luggage rack or bench — Folding or built-in. $50-$200
• Closet system — Open closet concepts are trending; traditional closets still standard in full-service. $100-$400
• Mini-bar cabinet (if applicable) — Specify with lock and built-in power for mini-fridge. $200-$500

Seating

• Desk chair — Must be comfortable enough for work sessions. Commercial-grade upholstery (50,000+ double rubs minimum). $150-$400
• Lounge chair (upscale and above) — Statement piece in premium rooms. Removable/cleanable covers preferred. $300-$1,200
• Ottoman or side seating (suites) — $200-$600

Fixtures & Accessories

• Window treatments — Blackout + sheer combination is standard. Motorized options for upscale. $200-$800 per window
• Lighting — Bedside (2), desk (1), ambient/ceiling, bathroom. LED throughout. Budget $400-$1,500 per room total
• Mirror(s) — Full-length (1), bathroom (1), vanity magnifying (upscale+). $50-$300 per mirror
• Artwork — Original vs. reproduction depends on brand tier. Budget $100-$500 per room
• Safe — Laptop-sized minimum. $80-$200
• Iron + ironing board — In-room or closet. $30-$80

Bathroom FF&E

• Vanity/countertop — Solid surface or engineered stone. $300-$1,500
• Bathroom mirror — Backlit/LED mirrors increasingly standard. $100-$500
• Shower enclosure — Frameless glass for upscale. $200-$1,200
• Accessories — Towel bars, robe hooks, toilet paper holder, soap dispenser (if applicable). $50-$200 set

Public Area FF&E Checklist

Lobby

The lobby sets the first impression. Invest disproportionately here — guests judge the entire hotel by the first 30 seconds.

• Reception/front desk — Custom millwork or manufactured. ADA-compliant section required. $5,000-$50,000+
• Lobby seating — Sofas, lounge chairs, side tables. Plan for 1 seat per 3-5 guest rooms. Specify 100,000+ double rub fabric
• Lobby tables — Coffee tables, side tables, console tables
• Lighting — Statement chandelier or pendant (lobby), task lighting at seating, ambient/accent
• Wayfinding/signage — Often overlooked in FF&E budgets. Include it
• Power access — Every seating group needs accessible power outlets

Restaurant & Bar

• Dining chairs — Stackable or not? Weight matters for staff. $80-$400 each
• Dining tables — Stable bases, durable tops. Consider configurable sizes. $150-$600
• Banquettes/booths — Space-efficient, higher perceived value. $400-$1,500 per linear foot
• Bar stools — 42" counter height or 30" bar height. Footrest placement critical. $100-$500
• Bar top/counter — High-durability surface. $100-$300 per linear foot
• Host stand — Integrated with POS/reservation system. $300-$1,200

Meeting & Conference

• Conference tables — Modular preferred for flexibility. Integrated AV/power. $500-$5,000+ per table
• Conference chairs — Comfortable for multi-hour sessions. $200-$800
• AV equipment — Displays, sound systems, video conferencing. $3,000-$15,000 per room
• Breakout furniture — Soft seating, high-top tables, mobile whiteboards

FF&E Procurement Timeline

Hotel FF&E procurement requires long lead times. Here's a realistic schedule:

1. 12-18 months before opening: Design development — finalize room prototypes and FF&E specifications
2. 9-12 months: Issue FF&E bid packages to purchasing agents or direct to manufacturers
3. 8-10 months: Evaluate bids, award contracts, submit deposits (typically 50% at order)
4. 6-8 months: Manufacturing begins. Request shop drawings and approve finish samples
5. 3-4 months: First shipments arrive at receiving warehouse. Begin QC inspection
6. 1-2 months: Installation begins (typically after drywall, flooring, and paint are complete)
7. Opening week: Final punch list, accessory placement, OS&E installation

Working with FF&E Purchasing Agents

For projects over 50 rooms, seriously consider hiring an FF&E purchasing agent. These specialists manage the entire procurement process — from bid solicitation through installation — and typically save 10-20% on product costs through manufacturer relationships and volume purchasing.

What a purchasing agent does:

• Converts design specifications into detailed bid packages
• Solicits competitive bids from qualified manufacturers
• Manages orders, deposits, and shipping logistics
• Coordinates receiving, inspection, and warehousing
• Manages installation scheduling and punch lists

Typical fee: 4-6% of total FF&E cost. This is usually offset entirely by the product cost savings they negotiate.

Brand Standards vs. Custom Specification

If you're developing a branded hotel (Marriott, Hilton, IHG, etc.), the brand provides an FF&E specification package that defines approved products, finishes, and layouts. Your flexibility is limited but the process is streamlined.

For independent hotels, you have complete design freedom — but also complete responsibility. This is where working with an experienced hospitality interior designer and purchasing agent becomes essential.

Renovation vs. New Construction

Hotel renovations (PIP — Property Improvement Plans) are a different animal than new construction. Key considerations:

• Guest displacement: Rooms out of service = lost revenue. Plan renovation in phases to minimize impact
• Existing conditions: Measure everything. Old buildings have quirks that affect furniture dimensions
• Phased procurement: Order critical-path items first (casegoods, bathroom fixtures) and soft goods later
• Sustainability: Consider refurbishing existing furniture where possible. Casegoods can often be refinished for 40-60% of replacement cost

Next Steps

Whether you're developing a new hotel or planning a renovation, we can connect you with experienced hospitality FF&E suppliers and purchasing agents.

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