Tips For Receiving FF&E: Preparation Is Key

Create A Plan Before Your FF&E Delivers

In FF&E, there’s no such thing as too much preparation.

From start to finish, every step of your project relies on the foundation you build when you develop your FF&E plan. Inadequate preparation when receiving FF&E product can place your project completion in jeopardy.

Planning enables hoteliers to make better development decisions regarding the project, product and participation required.

Your Project

Are you diving into a Property Improvement Plan or breaking ground on a new build? Either way, schedules and timelines are the heartbeat of a successful project. The optimal FF&E receiving sequence involves:

  • Unloading – Unpacking the truck first and ensuring everything is on the ground
  • Inspecting – Making sure all product quantities are correct and in good condition
  • Staging – Setting product in an organized area
  • Distributing – Delivering each item to the appropriate location in preparation for installers
  • Installing – Placing the product in its final location

You need to be cognizant of the install schedule to ensure it lines up with your FF&E delivery plan in a sequential order.

Your Product

Part of planning involves an understanding of the product that is being delivered. As you prepare to accept an FF&E shipment, ask yourself:

How is the product delivered?

Be aware of case packs in deliveries. If you order 12 chairs but only 6 boxes are delivered because 2 chairs were packaged together, for example, relying on your delivery report alone wouldn’t be enough. You want to know how items will be packaged and delivered in advance so you can eliminate confusion when receiving product.

What are your product installation needs?

Your FF&E logistics plan should support the sequential order of your product installation schedule. Products requiring hanging and assembly are typically brought in first, followed by those that just require placement beginning in the guest rooms and finishing out in the public areas.

How does construction impact installation?

Delivering FF&E product while your hotel is still under construction could potentially push your project over budget for the following reasons:

  • Added labor costs for double handling of product.
  • Unplanned storage costs for not having proper staging and assembly areas.
  • Loss and/or damage of product.
  • Added installation costs for delaying the install schedule.

Your Participation

Knowing what you need and when is the most basic part of an FF&E plan, especially when receiving a shipment.

Most FF&E deliveries are “tailgate” deliveries, meaning the carrier is not obligated to help you unload. A carrier will typically allow 2 hours (or less) to unload their truck, so you’ll want to:

  • Ensure you have enough staff on hand to receive deliveries.
  • Allow sufficient time to offload and inspect shipments.
  • Have the right equipment for quick, efficient offloading.

To help clients confirm they receive the correct amount of product, Innvision Hospitality provides a master delivery report for order-to-shipment comparison.

Stay tuned for more in our “Tips for Receiving FF&E” blog series to know the right questions to ask of your procurement, logistics, installation, and GC partners and to ensure your hotel project goes smoothly. Next up: Contractor Products.

Start Your FF&E Plan Early

As one of the final stages of project planning, you may be tempted to put off FF&E until the very last minute, but a well-planned FF&E delivery can eliminate production delays and improve cost control.

At Innvision, we take special care in the early stages of every project, developing a logistics report to help clients prepare for receiving a shipment. If you’d like to find out more about our project logistics expertise or you simply have an FF&E purchasing question, please call 678-967-2032 to speak with our Business Development Team.

By Chris Parker | October 25th, 2017

About the Author: Chris Parker

Chris Parker

Chris is responsible for the strategic leadership of Innvision Hospitality, including defining our level of service as the highest in the industry. He co-founded Innvision and served as COO & CFO from 2004 to 2011, helping establish the infrastructure and processes that enabled the company's rapid growth. Chris enjoys spending time with his family and attending his children's sporting events.

Related Posts