New Build Technology Decisions

hotel sign

Written by Troy

When embarking on hotel construction or renovation projects, the technology vision of the hotel owner and operator needs to be reviewed, confirmed, and integrated into the design as early as possible. Properly planning for all aspects of hotel technology requirements and operations ensures a seamless guest experience and operational efficiency. This process should start with defining the technology strategy early in the project.

The Hotel Technology Planning Process

The development of the projectโ€™s technology criteria follows a structured approach. Below is an outline of the typical steps in the process:

PhaseDescription
Investigation PhaseAssess all available and emerging hotel technologies. A Technology Matrix document is commonly used to record criteria decisions.
Preliminary VisioningReview and accept proposed solutions.
Schematic Design & BudgetingEstimate the budget for the proposed solutions.
Formal AcceptanceConfirm the technology decision matrix and the proposed budget.
Final Design & RFPFinalize the design and request proposals or design-build vendor pricing submissions.
Technology MatrixCreate a detailed reference matrix to guide decision-making throughout the project.

Technology Matrix: An Evolving Document

The technology matrix serves as a dynamic reference tool that records the planned technology solutions for the property. It reflects preliminary discussions and proposed solutions for review and approval by the hotel owner and operator.

Note: The RFP process for non-specified systems will typically involve a multi-vendor approach to foster competitiveness.


Key Technology Solutions for Hotels

When planning hotel technology, several core areas need to be addressed. Below is a table summarizing the essential technology solutions to consider:

Technology AreaSolution FeaturesComments & Discussion Points
Guest Room PhoneAnalog or VoIP, Cordless or CordedN/A
Guest Room LocksMagnetic Stripe, NFC, RFID, Mobile Key, Audio toneOnline systems need communication (Wi-Fi, Zigbee, etc.)
Guest Room HVAC ControlsLocal/Standalone Thermostat, Centralized Control via EMSUtility rebates may be available, online systems need communication (Wi-Fi, Zigbee)
Guest Room ControlsLight switches, Master on/off, Room Scene selections, Guest device controlConsider integrating motorized shades and hotel-owned tablets
PBX OptionsAdministration, Analog, VoIPConsider on-property vs. above-property systems
High-Speed Internet AccessWired ports (1 or more), in-room AP, property-wide wirelessBandwidth requirements, authentication, network separation
TV EntertainmentIPTV, RFTV, LCD screen, Set-top boxes, DVD/Blu-ray players, Remote controlAudio system, external soundbars, bathroom TV
DND & Room ServicePaper hanger, phoneRapid guest response systems
Guest Room DoorbellElectronic doorbell, integration with DND systemN/A
Guest Room SafeElectronic integration with PMSReset/unlock features
Bedside Clock & ChargingUSB, iPhone, iPad, Wireless Charging, FM/AM RadioN/A
Staff CommunicationsRF Radio, Wi-Fi, CellularInfrastructure requirements, rapid response systems
In-Building CellularDAS, Wi-Fi, Small CellsInfrastructure requirements, mobile network operator needs
SecurityDoor locks (guest room and back of house), CCTVN/A
Guest Room CablingIDF Homerun, in-room media termination box, STB/phone integrated switchN/A

Pre-Planning Questions for Tailoring the Technology Matrix

To tailor the technology solutions to each property, consider the following questions:

  • Room Count & Floor Layout: What is the expected number of rooms? Are there standard rooms, suites, and premium suites?
  • Location: Is the property situated in a metropolitan area, mountain ranch, or a villa-style setting?
  • Property Type: Will the property be a 4-5 star brand or a boutique hotel?
  • Branding: Is the property affiliated with a major hotel brand, and are there specific technology design standards to follow?
  • Back-of-House Applications: Are any property management systems (PMS), point of sale (POS) systems, or reservation systems required to interface with the guest room control system?
  • Operator Requirements: Has an operator been selected? Do they have mandatory technology or third-party provider requirements?
  • Mixed-Use Occupancy: Will the property feature mixed-use occupancy, such as residential and hotel units?
  • Retail & Restaurants: What are the plans for retail and restaurants on-site? Will there be branded restaurants?
  • Target Market: Is the hotel targeting a specific demographic, such as youth, seasonal business travelers, or families?
  • Sustainability Goals: Does the property aim to achieve LEED certification?

By taking these steps, hotel owners and operators can ensure that the technology solutions chosen will be scalable, sustainable, and aligned with both operational goals and guest expectations.


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