One of the most complex procurement challenges in the hotel industry is opening a hotel. Tableware falls in the OS&E category, Operating Supplies and Equipment, and full-service hotels that have restaurants and bars need hotel dinnerware, hotel flatware and hotel glassware at various outlets at the same time. The most common mistake new property procurement teams make is considering hotel tableware as one line item. It is not. From Day One, this is a multi-outlet, multi-category procurement decision that impacts your guest experience, your service efficiency and your annual replacement budget. This guide gives you the complete hotel tableware procurement framework for new property openings — outlet by outlet, category by category. Table of Contents Why Hotel Tableware Procurement Deserves Its Own Plan The best tableware procurement for hotels begins early. Planning should start 12-18 months in advance of opening for new builds. The further into the construction project you wait, the fewer suppliers you can choose from, the shorter the lead times and the higher the costs. Three reasons are unique to the tableware category that require early planning for tableware procurement. Batch Consistency Risk The first impression you make when your order is placed will be the visual standard of your property for years. All subsequent restock orders must be a replica of that standard, same glaze color, same rim size, same finish, etc. This can only be guaranteed by a manufacturer who keeps a detailed record of all production for your specification. When you open up, you don’t want to see differences, and if you do, it will cost you a lot. Lead Time Reality Tableware from certified manufacturers is generally 8 to 16 weeks from order to delivery (longer for custom specifications) for quality hotel tableware. A new hotel with 200 rooms that will be opening with five F&B outlets requires thousands of pieces in various categories. When your tableware delivery date is missed, you will miss your soft opening, your brand walkthrough and your revenue start date. OS&E Budget Underestimation Tableware is always one of the lowest-funded OS&E items for new hotel openings. You need more than just a cover count to determine your requirement: it is three times that amount, according to the 3:1 inventory rule (three pieces for every peak cover). From the beginning, plan for 20 percent more than the opening inventory for breakage. Planning Your Hotel Tableware by Outlet When a new full-service hotel is built, there are usually four or five different food and beverage outlets, each of which has a different style of service, volume of covers, and tableware needs. Buying hotel tableware outlet by outlet means there are no common opening mistakes. Fine Dining Restaurant Requires the highest specification tableware in your property. Bone china dinnerware or high-quality porcelain dinnerware, lead-free crystal glass drinkware and high-quality polished stainless steel flatware in mirror finish. Complete place settings with charger plate, dinner plate, side plate, soup bowl, dessert plate and complete cutlery sets. All Day Dining The main outlet in the building with the highest number of outlets. Reinforced rims commercial-grade porcelain dinnerware for continuous commercial dishwasher cycles. All-purpose wine glasses, water goblets, juice glasses. Mirror or satin Stainless steel flatware for everyday use in volume service. Breakfast Buffet The priority is stability and durability. Tall, wide-base drinking glasses or tumblers. Self-service wider juice glasses with shorter necks. Hotel-grade porcelain dinnerware for indoor buffet stations. For buffet service equipment, ladles and ladle servings on platters, soup tureens and chafing dishes. Bar and Lounge Highball glasses, old-fashioned glasses, wine glasses and specialty cocktail glasses. Custom glass drinkware with sufficient base weight communicates premium quality to every guest. Consider branded glassware for the bar program an investment in the brand. Room Service Stable base medium weight water goblets. All-purpose wine glasses. Bone china or porcelain dinnerware can be placed on trays without being knocked over. Provide champagne glasses with stems and brace for champagne packages for in-room champagne. Opening Inventory Calculations — The 3:1 Rule The industry standard of tableware opening inventory planning is 3:1. Three pieces of each are required for each guest at peak count, one for use, one in the wash and one reserve. Throw in 20 percent breakage on top of this. Item Peak Covers x3 Rule +20% Buffer Opening Inventory Dinner Plates 200 600 +120 720 pieces Side Plates 200 600 +120 720 pieces Soup Bowls 200 600 +120 720 pieces Dinner Forks 200 600 +120 720 pieces Water Goblets 200 600 +120 720 pieces Wine Glasses 200 600 +120 720 pieces Champagne Flutes 200 200 +40 240 pieces Allow 10 to 15 percent of the total opening value of the inventory for normal breakage and loss rates in the commercial hotel service for an annual restock budget. Dinnerware Selection for New Hotel Properties The life span of the hotel’s opening dinnerware is longer than nearly any other OS&E category. The plates you order at opening will be renewed, matched and replaced for 5-10 years. Make sure you have the right specification from the start. Material Selection Most hotel F&B outlets use Hotel-grade porcelain that is as dense as hotel-grade, non-porous, chip-resistant and consistent through commercial dishwasher cycles. Bone china is ideal for fine dining and premium service settings where appearance is important, and the individual piece cost and handling requirements are not a concern. Tiered Specification by Outlet Bone china dinnerware— fine dining, premium events and VIP service Porcelain dinnerware— all day dining, breakfast buffet and room service Custom ceramic dinnerware— OEM/ODM branded collections for signature outlets Custom Branding Opportunity Custom hotel tableware – logo-engraved plates, private label collections, exclusive glaze colors, and more – is the perfect choice when new hotels are opening, as it shows your brand at every table. The manufacturer that has the ability to provide 100% OEM and ODM service can create unique specifications that no other competitor can duplicate. Flatware Selection for New Hotel Properties For hotel service, there is no standard other than 18/10 stainless steel flatware. The 18 percent chromium and 10 percent nickel content provides enhanced corrosion protection, a shine that lasts