Vendor Management Essentials for New Build Hotels

An image depicting two persons shaking hands showing collaboration

In the dynamic and competitive hospitality industry, the success of a new build hotel heavily relies on effective vendor management. Vendor management is a crucial aspect that encompasses the strategic selection, coordination, and oversight of the various suppliers and service providers involved in the hotel’s construction and operational phases. By implementing a robust vendor management strategy, hoteliers can ensure timely project completion, cost-effectiveness, and a seamless transition into operations, ultimately enhancing the guest experience and profitability.

Vendor Identification and Selection

The first step in vendor management for new build hotels is to identify and select the appropriate vendors. Conduct thorough research and due diligence to evaluate potential vendors based on their expertise, reputation, financial stability, and track record in the hospitality industry. It is imperative to assess their capabilities in delivering quality products and services that align with the hotel’s brand standards and guest expectations.

Contract Negotiation and Management

Once the desired vendors have been identified, it is essential to negotiate favorable contracts that protect the hotel’s interests. Vendor management involves carefully reviewing and negotiating contract terms, pricing structures, service level agreements (SLAs), and clearly defined performance metrics. Establishing clear communication channels and escalation procedures is crucial for effective contract management and conflict resolution.

Vendor Collaboration and Communication

Successful vendor management relies on fostering a collaborative and communicative relationship with vendors. Regular meetings, progress reports, and open lines of communication are vital for ensuring that all parties are aligned with the project goals and timelines. Effective collaboration and communication can help identify and address potential issues promptly, mitigating risks and minimizing delays.

Quality Assurance and Performance Monitoring

An important process involves continuous monitoring and evaluation of vendor performance. Establish quality assurance processes to ensure that the products and services delivered meet the hotel’s standards and specifications. Regular inspections, audits, and performance reviews should be conducted to identify areas for improvement and address any non-compliance or quality issues.

Risk Management and Contingency Planning

Effective vendor management encompasses proactive risk management strategies. Identify potential risks associated with each vendor, such as supply chain disruptions, financial instability, or regulatory compliance issues. Develop contingency plans and alternative vendor options to mitigate these risks and ensure business continuity in the event of unexpected challenges or vendor failures.


Vendor management is an indispensable component of successfully launching and operating a new build hotel. By implementing a comprehensive vendor management strategy, hoteliers can streamline processes, mitigate risks, and foster strong partnerships with vendors. This approach not only ensures timely project completion and cost-effectiveness but also contributes to delivering exceptional guest experiences and maintaining a competitive edge in the hospitality industry.

Struggling with Vendor Selection for your New Build Hotel?

Advanced Hospitality Technologies is a leading general contractor of technology in the Hospitality Industry, managing all your vendors so you don’t have to go through the hassle.
Contact us to discover how can we help you.