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Hotel opening equipment checklist India

Hotel Opening Equipment Checklist India 2026

OS&E, FF&E, kitchen equipment, linen, guest amenities — everything a new hotel needs with quantity formulas and procurement timelines.

Hotel Pre-Opening Procurement

Why Hotel Openings Need Structured Procurement

Hotel pre-opening procurement is one of the most complex supply chain exercises in the hospitality industry. A 100-room hotel requires procurement across 20+ categories, 50+ vendors, and thousands of SKUs — all with hard deadlines tied to the opening date. Missed timelines delay openings; overstocking ties up capital. This checklist gives you the structured framework used by experienced hotel pre-opening teams in India.

Pre-Opening Timeline

Procurement Timeline

20 weeks before
Order FF&E
Custom furniture, imported items, branded signage. Longest lead times.
10 weeks before
Order Kitchen Equipment
Commercial kitchen equipment, cold rooms, exhaust systems.
8 weeks before
Order OS&E
Crockery, cutlery, glassware, linen, guest amenities in full par stock quantities.
4 weeks before
Order Consumables
Guest amenities replenishment stock, cleaning chemicals, F&B consumables.
2 weeks before
Technology Setup
PMS configuration, POS training, CCTV commissioning, lock programming.

Full Checklist

Hotel Opening Checklist by Category

1. Kitchen Equipment12 items
  • Commercial cooking ranges (gas, 6–8 burner) — 1 per 100 covers
  • Combi oven (RATIONAL/UNOX) — 10-tray minimum for hotels under 100 rooms
  • Undercounter chillers for prep areas (2–8°C)
  • Upright refrigerators for F&B storage (400–1400L each)
  • Blast chiller (HACCP compliance — mandatory for 4-star and above)
  • Commercial dishwasher — hood-type for restaurants, rack conveyor for banquet
  • Ice machine (output matched to bar and F&B demand)
  • Tandoor and live cooking stations if applicable
  • Stainless steel prep tables (1 per 2 kitchen staff)
  • Exhaust hood and ventilation system
  • Weighing scales, thermometers, food processors
  • Cold room (walk-in chiller + walk-in freezer) sized for hotel capacity
2. F&B OS&E10 items
  • Crockery — 3× seat count (dinner plates, side plates, bowls, cups, saucers)
  • Cutlery — 3× seat count (forks, knives, spoons, dessert cutlery, serving spoons)
  • Glassware — 4× seat count (water, wine, juice, beer, cocktail glasses)
  • Service trays — 1 per 4 covers
  • Menu holders and bill presenters — 1 per table
  • Bread baskets and butter dishes
  • Sauce boats, sugar bowls, salt and pepper sets
  • Chafing dishes for buffet (minimum 8 for 100-cover restaurant)
  • Room service trays and covers
  • Bar equipment: cocktail shakers, pourers, ice scoops, bar tools
3. Linen10 items
  • Bed sheets — 3× room count (king/queen/single matched to room type mix)
  • Pillowcases — 4× room count (2 pillows per bed standard)
  • Duvet covers / blanket covers — 3× room count
  • Bed skirts / valances — 1× room count (replacement rate is low)
  • Bath towels — 4× room count (2 per room per AHLA standard)
  • Hand towels — 4× room count
  • Face towels / wash cloths — 4× room count
  • Bath mats — 3× room count
  • Pool towels — 4× pool capacity (if applicable)
  • Restaurant table linen — 3× table count if used (many properties use placemats)
4. Guest Amenities10 items
  • Toiletry sets (shampoo, conditioner, body wash, soap) — 2× room count as opening stock
  • Dental kits — 2× room count
  • Shaving kits — 2× room count
  • Shower caps — 2× room count
  • Bath robes — 2× room count (one in room + one in laundry)
  • Slippers — 2× room count (pairs)
  • Sewing kits, shoe shine cloths
  • Notepads and pens (if not going paperless)
  • Vanity kits (cotton balls, cotton swabs, nail file)
  • Laundry bags and lists
5. Housekeeping10 items
  • Housekeeping trolleys — 1 per 12 rooms
  • Vacuum cleaners — 1 per floor (wet and dry combination)
  • Mops, buckets, and cleaning carts
  • Steam cleaners for bathrooms
  • Window cleaning equipment
  • Laundry machines (if in-house laundry) — washer and dryer capacity matched to linen volume
  • Ironing equipment and ironing boards
  • Cleaning chemicals — 30-day opening stock (floor cleaner, toilet cleaner, glass cleaner, disinfectant)
  • Garbage bins (room and public area)
  • Stainless steel trolleys for linen transport
6. Technology10 items
  • Hotel PMS (Property Management System) — Hotelogix, Opera, or equivalent
  • POS system for restaurant and bar — licensed, cloud-based preferred
  • CCTV system — public areas, parking, corridor coverage
  • Electronic door locks (RFID key card system)
  • WiFi infrastructure — access points planned for full in-room coverage
  • EPABX / telephony system if offering room phones
  • Digital signage for lobby and restaurant
  • In-room entertainment (Smart TV with cast capability)
  • Revenue management system for online channel management
  • Fire alarm and safety systems (as per NBC India requirements)
7. FF&E (Furniture, Fixtures & Equipment)10 items
  • Guest room furniture — bed frames, side tables, desks, chairs (1 set per room)
  • Wardrobes and luggage racks — 1 per room
  • Lobby seating — sofas, lounge chairs, coffee tables
  • Restaurant furniture — tables and chairs (1.25× seat count for flexibility)
  • Bar counter, bar stools, and back bar shelving
  • Reception desk and back office furniture
  • Pool furniture if applicable — sun loungers (2 per room for resort properties)
  • Signage — exterior hotel name, directional, room number signs
  • Artwork and decorative items
  • Gym equipment if applicable — treadmills, weights, benches

FAQs

Frequently Asked Questions

How far in advance should a hotel start procurement?
Hotel procurement should begin at least 20 weeks before opening for FF&E (furniture, fixtures, and equipment) due to long lead times for custom furniture and imported items. OS&E (operating supplies and equipment) procurement should begin 8–10 weeks before opening. Consumables and guest amenities can be ordered 4 weeks before opening. Leaving procurement too late is one of the most common reasons hotel openings are delayed.
What is par stock for hotel linen?
Hotel linen par stock is the number of sets required to keep rooms operational through washing cycles. The industry standard is 3-par for bed sheets (3× room count), 4-par for pillowcases (4× room count), and 4-par for bath towels (4× room count). This ensures one set in use, one in laundry, and one in stock. Hotels with high occupancy or slow laundry turnaround often use 4-par for sheets and 5-par for towels.
How do I calculate OS&E quantities for a hotel opening?
Key OS&E quantity formulas for hotel opening: Crockery = 3× seat count (for restaurant); Cutlery = 3× seat count; Glassware = 4× seat count (breakage is high); Bath towels = 4× room count; Bed sheets = 3× room count; Pillowcases = 4× room count; Toiletries = 2× room count (opening inventory); Bath robes = 2× room count; Housekeeping trolleys = 1 per 12 rooms. These are minimum opening quantities — adjust upward for luxury segment or high-occupancy projections.

Hotel Pre-Opening Procurement

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