Renovating Before LA28? Don’t Let FF&E Delays Keep Your Guest Rooms Offline
For Southern California hotel owners planning renovations ahead of the 2028 Olympic and Paralympic Games, the clock is ticking. With a fixed deadline and the potential for increased demand, guest rooms that aren’t ready when visitors arrive represent revenue opportunities that can’t be recovered.
Having built and renovated more than 10,000 guest rooms across 100-plus hotel projects, we understand the complexities of hospitality renovations, particularly when properties remain occupied and operational. We’ve also learned that seemingly straightforward decisions can have significant consequences for a project’s budget and schedule. One that deserves more attention is coordinating owner-procured furniture, fixtures, and equipment (FF&E) with the construction schedule.
When Purchasing and Construction Operate Separately
At many branded hotels, FF&E is purchased by the owner, a designated purchasing agent, or through established brand procurement programs. The general contractor (GC) then installs designated items according to its contracted scope.
While this arrangement is common, it creates an important dependency: contractors must coordinate installation around materials they don’t directly purchase or control. Delayed shipments can disrupt guest room turnover, incorrect specifications can require costly rework, and early deliveries can create storage and handling challenges. Even minor setbacks can affect multiple trades and delay the return of guest rooms to service.
For occupied hotels, the consequences extend beyond construction. Deliveries, staging, and installation must be carefully coordinated around guests and daily operations. Extended room closures can mean lost revenue that cannot be recovered simply by completing the renovation later. With LA28 approaching, potential competition for manufacturing capacity, freight services, and installation labor makes early coordination especially important.
Five Ways to Protect Your Renovation Schedule
The time to address FF&E coordination is during the earliest stages of renovation planning. We suggest:
1. Reviewing Property Improvement Plan (PIP) requirements.
Confirm PIP specifications, brand approvals, purchasing requirements, and completion deadlines before establishing the construction schedule.
2. Identifying long-lead items.
Work with purchasing agents and suppliers to establish realistic manufacturing, shipping, and delivery dates. Build sufficient time into the schedule for potential delays.
3. Coordinating specifications early.
Share approved product dimensions, mounting requirements, and installation details with your GC before related construction activities begin. Late changes can result in costly rework.
4. Clarifying responsibilities.
Establish a responsibility matrix that clearly identifies who manages purchasing, delivery tracking, receiving, inspections, storage, damage claims, and installation. We use this approach to define each party’s obligations, eliminate gaps between scopes, and establish accountability before work begins.
5. Planning around hotel operations.
Develop a phased renovation schedule that coordinates material deliveries, trade activities, guest room closures, and turnover dates while minimizing disruption to guests and staff.
Renovating an occupied hotel requires a different approach than working on a vacant property. Construction activities must be carefully sequenced around guests, hotel staff, and daily operations, often while maintaining access to amenities and keeping portions of the property fully operational.
With more than two decades of hospitality construction experience, we understand these challenges. Our project managers and superintendents work closely with owners, operators, purchasing agents, and trade partners to coordinate phased renovations, anticipate scheduling conflicts, and minimize operational disruptions. From initial planning through final guest room turnover, our focus is on protecting the owner’s investment while keeping the hotel operating as smoothly as possible.
Preparing for LA28 — and Beyond
The Olympics create a compelling reason to evaluate property improvements now, but the benefits of a well-executed renovation extend far beyond 2028. Updated guest rooms, modern amenities, and improved guest experiences can strengthen a property’s competitive position for years to come.
Our advice is simple: Involve your GC early, align FF&E purchasing with the construction schedule, and establish clear responsibilities before materials are ordered.
Considering a hotel renovation ahead of LA28? Whether you’re evaluating PIP requirements, developing a renovation budget, or working toward a firm completion deadline, Level 3 Construction can help you assess the scope, schedule, and operational challenges before construction begins. Contact us today to discuss your next hotel renovation project.