July 24th 2025
Hotel room renovations are one of the fastest ways to completely revamp the look and feel of the business, and give the hotel a competitive edge. It can put you a cut above the rest. At the same time, it is also one of the fastest ways to blowing up a budget if you are not on top of all of the details. Depending on how in-depth you get with renewing the rooms, it can be a rather costly venture.
Below are 10 proven ways to keep the renovation quality high and mitigate surprises before embarking into the adventure of room-renovation.
Before you put together a single concept board for your renovation, set goals, and verify that the scope aligns with three tangible realities:
Uphold brand standards: Chain flags update requirements every few years. Make sure to check the most current standards for fire-life-safety, and technology (FF & E). Other fundamental standards to keep in mind are hospitality TV brand standards, and hotel PTAC / AC unit standards.
Competitive set: Walk the comps and benchmark ADR and RevPAR. Over-investing in finishes within a market that will not pay for them is just as damaging as under-investing.
Define Ideal Guest profiles: Leisure travelers may look for in-room soaking tubs. Meanwhile, road warriors utilize multi-functional work surfaces and ample USB-C power. Renovate for the guest you actually serve in the present, not just the guest you're hoping to attract.
Getting these elements wrong typically is witnessed years later as disappointing ROI, an expensive mistake that is almost impossible to reverse. Make sure you do your homework before pulling the trigger on the hotel room renovations project.
Cost overruns can also come from hidden conditions discovered after demolition, such as: the rooms having galvanized pipes corroded shut, uneven concrete slabs, or wiring that cannot support today’s amperage loads. You need to hire both an architect and an MEP engineer to open chases, core drill, and scan slabs before you bid the work. Build 3-D scans or point-cloud models if budgets allow; a few thousand dollars spent up-front can save tens of thousands once crews start the construction process.
Tip: Use the survey to create an accurate Bill of Quantities (BOQ). Contractors typically bid more tightly when unknowns are minimized. With the BOQ you reduce the volume of change orders later, which add up tremendously.
FYI a BOQ is a detailed list of construction needs: materials, labor, and other items for a project, along with the quantity of each item that is needed. One can look at it as a "shopping list" for construction that helps standardize prices, compare bids, and manage costs overall.
A common mistake is to phase work purely around contractor efficiency, for example: closing three floors at once, because vertical logistics are easier. Instead, map phasing against:
High-demand periods (local festivals, trade shows, peak ski season, etc.).
Group commitments already on the books.
Tier-mix per floor (suites vs. standard kings).
Sometimes that means skipping floors (not necessarily doing them in order) or renovating shoulder-season first. Your GC may not be pleased, but lost room revenue easily outweighs any premium you pay for creative sequencing.
Owners often fall into the trap of additions that happen on the spot and weren't in the original scope of the project. For example, a lighting upgrade mushrooms into a full-ceiling redesign, or replacing carpet prompts plans for new millwork. Implement a two-step gate for any scope change:
A cross-functional committee (operations, finance, design) vets the business case.
If approved, the project manager updates the master budget, schedule, and critical-path chart before work proceeds.
This discipline keeps aesthetics superior while ensuring each extra dollar delivers measurable benefit.
Guest rooms are environments that are used with great frequency, as they have so much volume of people going in and out of them. The cheapest vinyl plank or the trendiest tiles can backfire if they fail within three years. Evaluate every material on:
Life-cycle cost = initial price + maintenance + expected replacement
Availability of identical stock for future repairs.
Installation labor hours.
Good News Here: Many hotels now standardize on modular headboard panels, pre-finished case-goods, and clip-on LED fixtures in the rooms. This is advantageous, because damaged components can be swapped in minutes without calling a carpenter.
Tech refreshes accelerate faster than furniture wear. That statement is only going to be more and more true as we keep moving into the future.
Pull extra conduit runs and specify patch panels large enough for tomorrow’s bandwidth, not just today’s. Adopt Power-over-Ethernet (PoE) for locks, sensors, and access points, reducing the need for electrical rework down the road.
Plan logical racks in each riser, label every cable, and photograph behind-wall conditions before closing them up again. The future-you will thank you when the IT vendor arrives five years later for a tech audit (yes, that is a rather weird statement, but so be it). :)
Renovations are infamous for drastically affecting guest satisfaction scores, especially if dust, noise, and traffic spill beyond the work zone. Mitigation costs money, but negative reviews cost more. Best practices for this include:
Dedicated service lifts and “hotel within a hotel” floor zoning.
Acoustic blankets and negative-pressure scrubbers to confine particles to the areas of construction.
Real-time communication, be transparent and direct with digital signage, QR codes to progress time-lapses, and front-desk scripts that frame construction as an exciting upgrade rather than a nuisance.
Where appropriate, offer modest compensation, free parking or late checkout, to smooth any rough edges.
Renovation GCs often prefer cost-plus or GMP (Guaranteed Maximum Price) models, because "surprises happen.” While change-order flexibility is important, owners regain cost control by:
Issuing a detailed set of drawings and specifications.
Requiring a lump-sum base bid.
Breaking unknowns (e.g., asbestos abatement, slab patching) into clearly defined allowances with unit rates.
Tie retainer release to milestone inspections, and insert a shared-savings clause, such as: if final costs come in below target, contractor and owner split the delta. The carrot encourages proactive problem-solving.
A chaotic closeout drags on nightly rates, occupancy, and staff morale, so it is imperative to stay on the ball from start to finish. Mitigate massive punch-lists by running rolling inspections room by room, even hour by hour as rooms finish. Give each subcontractor a max of 48 hours to correct items before back-charging for an independent handyman.
Adopt a cloud-based snagging app. This way photos, notes, and sign-offs are time-stamped and transparent. When the final walk-through happens, 90% of issues should already be fixed, compressing the handover timeline.
Experienced hotel developers allocate 8 - 12% of construction value as contingency for renovations (versus 5% for new-builds). This is because existing-condition surprises are statistically more frequent.
Here are some critical points to cover here:
Separate contingency from owner-direct purchases, design fees, and FF&E logistics, as each deserves its own line item.
Require written approval from ownership, not just the project manager, before tapping the contingency bucket.
Report back monthly, so leadership never loses visibility.
Surviving a renovation without tapping contingency is impossible; surviving after it runs dry is nearly so.
The lifeblood of the hospitality industry is the clientele. While this is rather evident, it's imperative to always keep in mind.
Hotels live or die on guest perception, and nothing influences that perception more tangibly than the state of the room. Yet the path to hotel room renovations and refreshed guestrooms is littered with budget blowouts and schedule slips. By grounding your renovation in rigorous pre-planning, aligning each decision with brand and market realities, enforcing disciplined scope control, and building safeguards into contracts and contingencies, you transform renovation risk into competitive advantage.
Treat every dollar spent as an investment with an expected return, rather than as an expense justified by aesthetics alone. Combine that financial mindset with an unwavering commitment to guest experience during construction, and your next room renovation will deliver exactly what you, and your guests, expect: elevated comfort, stronger brand equity, and robust bottom-line performance.
If you have any questions about hotel room renovations or different hospitality technology products out there, feel free to reach out to our hotel tech experts directly.
Supplemental Info: If you're considering opening a hotel, we put together the Ultimate Guide to Opening a Hotel that covers all of the bases for this highly involved project.
Here are nine key points you should consider before opening a hotel. We’ll go into each point more in depth in separate articles linked here.
Explore key elements of market research and feasibility studies for opening a hotel: define your target audience, location and more.
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