Use the free planning worksheet
Download the editable CSV worksheet above and open it in your spreadsheet application. It contains blank project rows with the fields used in this resource. Fill in confirmed information, leave unresolved decisions marked for review, and keep the completed worksheet with your project brief. The examples below explain the checks to make before you request pricing.
Record the intended setting on the schedule, even when two spaces look connected. The Florida lobby-and-terrace plan separates enclosed and covered spaces so the specification can address each use.
A complete 60-room schedule you can audit
Here is a completed schedule for 60 rooms: 40 standard kings, 16 double queens and four suites. The suite is its own package, with two lounge chairs, a sofa and a coffee table. Keep a separate line when a room variant changes the model or size, even if its item count stays the same.
| Furniture line | Per king room × 40 | Per double queen × 16 | Per suite × 4 | Installed total |
|---|---|---|---|---|
| King headboard | 1 | 0 | 1 | 44 |
| Queen headboard | 0 | 2 | 0 | 32 |
| King bed base | 1 | 0 | 1 | 44 |
| Queen bed base | 0 | 2 | 0 | 32 |
| Nightstand | 2 | 2 | 2 | 120 |
| Desk | 1 | 1 | 1 | 60 |
| Desk chair | 1 | 1 | 1 | 60 |
| Wardrobe | 1 | 1 | 1 | 60 |
| Lounge chair | 1 | 0 | 2 | 48 |
| Lounge side table | 1 | 0 | 1 | 44 |
| Sofa | 0 | 0 | 1 | 4 |
| Coffee table | 0 | 0 | 1 | 4 |
The schedule contains 552 furniture pieces across 60 rooms. Standard kings and double queens each contain nine pieces, while a suite contains twelve. Equal totals do not make the first two packages interchangeable: the double queen has two bed bases and two headboards, while the king package has lounge seating and its side table.
Audit the nightstands first. Two per room gives 40 × 2 + 16 × 2 + 4 × 2 = 120. If six king rooms need a single nightstand after plan review, the total becomes 114. Record those six room numbers as an exception; changing the whole king-room type would remove 40 nightstands instead of six.
This installed total excludes extra stock. Add an approved spare quantity and any supplier order multiple in separate columns, then retain each line’s model, dimensions and finish identifier. Keep a bed base and its headboard separate here; if the supplier offers a combined assembly, reconcile that proposal back to these functions before comparing totals.
Begin with rooms, not a grand total
List each distinct room type and the number of rooms that use it. A king room and an accessible king room may share some furniture but should not be merged until their actual layouts are checked. Suites, connecting rooms and unusual corners deserve their own exception records.
Open the furniture schedule builder for a quick quantity starting point and CSV export. Its selectable defaults are planning inputs. Review the furniture in each room against your approved layout before using the output as an order list.
Use one formula for installed quantities
Installed quantity = room count × pieces per room. Calculate that for each room type, then sum only identical items. Keep king and queen headboards, different finishes, and left- or right-handed units on separate purchase lines even if their names sound similar.
The sample below is illustrative, not a recommended guestroom standard. It assumes 20 king rooms and 10 double-queen rooms, separate headboards for each bed, two nightstands in each king room and one shared nightstand in each double room. Your layout may require a different arrangement.
| Item | King rooms | Double rooms | Installed total |
|---|---|---|---|
| King headboard | 20 × 1 | 0 | 20 |
| Queen headboard | 0 | 10 × 2 | 20 |
| Same-specification nightstand | 20 × 2 | 10 × 1 | 50 |
| Same-specification desk | 20 × 1 | 10 × 1 | 30 |
Add the fields that prevent purchasing mistakes
| Schedule column | Why it belongs |
|---|---|
| Item code | Stable reference across drawing, quote and order |
| Room type or room IDs | Shows where each piece belongs |
| Purchase unit | Each piece, pair, kit or complete assembly |
| Dimensions and finish | Separates visually similar variants |
| Drawing revision | Connects quantity to the correct specification |
| Installed and spare quantities | Makes additional stock visible |
| Phase and status | Distinguishes proposed, approved and ordered items |
Do not put a price in a quantity field or use a note such as “same as king” as the only specification reference. The schedule should still be understandable when an individual line is copied into a supplier quote.
Handle replacements without counting retained pieces
For a partial renovation, record existing quantity, retained quantity and replacement quantity separately. A 40-room hotel does not need 40 new desks if 12 rooms retain serviceable desks with the accepted finish. Link each retained group to room IDs so installation teams do not remove the wrong pieces.
If reused furniture needs refinishing or hardware work, create a service line rather than counting it as a new item. List spare furniture separately and select quantities based on your actual service history, storage space and replacement availability. Do not apply an unexplained percentage to every category.
Keep complete assemblies and loose pieces distinct
A headboard system may arrive as several cartons but still be one ordered assembly. Conversely, two bedside cabinets may be two purchased pieces even when a rendering presents them as one bed-wall composition. Ask for the supplier’s itemized packing structure before mapping the schedule to receiving.
Add a component note for mounting hardware, panels, legs or power modules when they form part of a specified assembly. Confirm which components ship with the furniture and which are supplied by another trade. This avoids a complete-looking quantity list masking an incomplete installed room.
Check the schedule before issuing it
- Reconcile the room-type totals to the actual room list.
- Check exceptions against room plans and retained furniture.
- Verify that item codes identify unique specifications.
- Confirm pieces, pairs and assemblies use the right unit.
- Show spare quantities independently.
- Give the issued version a date and revision number.
After an approved change, update the affected room types, aggregate quantities and quote request together. Keep a change note naming the item, old quantity, new quantity and reason. Avoid sending suppliers multiple unlabelled spreadsheets that disagree.
Use the schedule to request the next step
Bring your schedule into the hotel furniture RFQ worksheet to define delivery, installation and supplier response requirements. A quantity spreadsheet identifies what is needed; it does not establish product approval or a complete delivery agreement.
For help organizing a real project, use the project inquiry form with your room mix, location, furniture scope and target timing. Include the decisions already made and the categories where you still need options.
Common questions
Can I download a furniture schedule?
The homepage furniture builder provides a CSV starting point. Review its defaults and add project-specific dimensions, finishes, item references and exceptions before purchasing.
Should spare furniture be included in the room count?
No. Keep room counts tied to installed rooms and add spare quantities in separate columns or lines. That makes the purchasing total and storage requirement easier to review.
Ready to work through your hotel furniture requirements?
Bring your room mix, furniture schedule and outstanding specification questions. Tell us whether you are planning quantities or preparing a defined package for pricing.
Discuss your furniture schedule