Opening a hotel is not one purchase. It is a chain of connected decisions: what guests touch, what housekeeping replaces, what operations must keep in reserve and what must arrive early enough to install or test. Build the procurement plan room by room, then add operational stock and lead-time buffers.
Start with the room schedule
Record every single, double, twin, family and accessible room. For each type, define occupancy, bed dimensions and bathroom configuration. Decide whether laundry is in-house or external. These choices determine sizes, quantities and specifications.
Create a master schedule with product, specification, quantity, required delivery date and approval status. Do not mark an item approved until its sample, dimensions, colour and packaging are confirmed.
Bed and bath textiles
The core list normally includes sheets, duvet covers, pillowcases, pillows, duvets, mattress protectors, towels, bath mats and bathrobes. Use par levels instead of buying one set per room. Par three—one in use, one in laundry and one in reserve—is a practical starting point, although external laundries and seasonal peaks may require more.
Confirm composition, thread count or GSM, shrinkage tolerance, colour fastness, hemming and commercial-laundry suitability. Appearance alone is not a specification.
Amenities and dispensers
Choose miniature amenities, refillable dispensers or a mixed model. Consider shampoo, shower gel, conditioner, lotion, soap and accessory kits. For private label, approve artwork, label dimensions, ingredients, required languages and packaging before production. Refillable systems also need bulk refills, pumps, brackets and replacement bottles.
In-room equipment
Electrical specifications, plug types, mounting and certificates must be checked early. Typical items include hairdryers, kettles, minibars, safes, irons, luggage racks, bins, trays, hangers and RFID locks.
Request technical sheets and test samples. Check noise, capacity, cleaning, energy use and housekeeping access—not only appearance. Standardising models simplifies spare stock and maintenance.
Housekeeping supplies
Include housekeeping trolleys, laundry bags, vacuum cleaners, cleaning accessories and storage products. Check trolley dimensions against corridors, lifts and stores. Involve housekeeping supervisors before approval; they will spot workflow problems that a catalogue cannot show.
Furniture and project items
Beds, headboards, bedside tables, desks, chairs and lobby furniture require confirmed drawings, finishes and installation responsibilities. Separate furniture from replenishable supplies because lead times, freight and approvals differ.
Freeze dimensions after final site measurements. Clarify whether delivery is kerbside, room-of-choice or includes assembly, installation and packaging removal. Also confirm that large pieces fit through doors, lifts and stairwells.
Build backwards from opening day
Approve furniture and customised products first, then branded amenities and made-to-order textiles, followed by standard equipment and stock consumables. Allow time for samples, production, transport, customs where relevant, inspection and corrections. The lowest price is irrelevant if the product arrives after opening.
Using one sourcing partner can simplify communication and freight, but every category still needs an itemised specification. SYG Hospitality supports European hotels, B&Bs and serviced apartments with textiles, amenities, room equipment, housekeeping products and selected furniture. Send us your room schedule for a tailored B2B quotation.