Hotel furniture procurement guide
What Procurement Teams Should Include in a Hotel Furniture RFQ
The information a furniture supplier needs to review scope, engineering risk, and next steps.
This guide provides a procurement framework, not a substitute for project engineering, code review, contractual terms, or product-specific documentation.
Project and room information
Provide the property type, location, room count, room types, renovation or new-build status, target installation period, and the parties responsible for design, purchasing, freight, and installation.
Product scope
List each item, expected quantity, room allocation, target dimensions, finish direction, hardware, power requirements, and any approved basis-of-design reference. Identify alternates separately.
Drawings and standards
Include floor plans, elevations, FF&E schedules, brand standards, finish schedules, and relevant interface information. Mark the current revision and explain which documents control if information conflicts.
Commercial and logistics requirements
State the requested pricing format, currency, delivery destination, packaging labels, phasing, spare quantities, documentation, and target decision dates. Ask suppliers to identify assumptions and exclusions.
Approval path
Explain whether the project requires finish samples, shop drawings, a prototype, a model room, testing documents, or owner and brand approvals. A clear approval path produces a more useful response than a price-only request.
Next step
Turn the checklist into a project request
Add relevant products to the quote basket and include the room count, plans, finish direction, and delivery window.