What is OS&E Procurement?

Operating Supplies & Equipment may not steal the Instagram spotlight, but collectively they are the silent enablers of comfort, service, and operational success in hotels. Executed well, OS&E procurement is a strategic function that unlocks efficiency, elevates brand delivery, and minimises pre-opening stress.

Left to the last minute or treated as an admin exercise? It becomes a budget black hole and a headache nobody wants!

What is OS&E?

OS&E [Operating Supplies & Equipment] covers all the movable, operational items required to open and run a property. Just like FF&E [Furniture, Fixtures & Equipment], which is a big part of the design narrative of a project, OS&E is often an extension of that design narrative with a focus on function, operations, and practicality.

Without OS&E, rooms aren’t guest-ready. Kitchens can’t serve. Housekeeping can’t clean. Uniforms go missing. POS systems won’t run… it’s a fundamental part of hotel ops.

What’s Included in OS&E?

We group OS&E into 7 core categories, each critical to smooth operations and a great guest experience:

• Guest Room Supplies: this includes hospitality trays, kettles, coffee machines, hairdryers, safes, minibars, hangers, irons, trays, glassware etc
• Front of House Accessories:  luggage carts, safety deposit boxes, concierge equipment, welcome signage, umbrella stands, scents, flowers etc
• F&B & Kitchen Equipment: including cutlery, [silverware] crockery, glassware, serverware, displayware, kitchen and bar tools, commercial equipment etc
• Housekeeping & Laundry: in this category we include housekeeping trolleys, bins, guest amenities, consumables, commercial machines
• Uniforms: All staff, FOH to BOH, custom branded
• Maintenance Equipment: tools, benches, storage, safety equipment
• Back Office: luggage storage, office equipment, computers, telephones etc

What is E&S?

E&S [Equipment & Systems] is a subset of OS&E that includes essential operational components such as external signage, internal wayfinding, kitchen equipment, IT infrastructure, telephone systems, and audio-visual equipment.

These items often involve technical integration and coordination with specialist suppliers or contractors. Including E&S early in the OS&E procurement process helps ensure these systems are co-ordinated, delivered, installed, and commissioned in line with the broader project timeline and operational requirements. Careful planning at the earliest stages of a project also helps avoid delays and ensures compatibility with brand and operator standards.

OS&E Procurement is more than logistics

It’s easy to think of OS&E as a simple logistics exercise, a to-do list of items required to open a hotel. However, for the experts, OS&E procurement plays a strategic role that reaches far beyond basic functionality.

Every detail from the glassware in a rooftop bar, to the IT systems that power the front desk, contributes to the guest experience, the efficiency of operations, and the financial success of the asset. Poor OS&E decisions can compromise service standards, inflate operating costs, and even delay opening. Conversely, thoughtful, well-planned procurement strengthens brand consistency, enables smoother team workflows, reduces long term maintenance costs and ensures a confident day-one launch.

The strategic value of OS&E procurement becomes even more evident in complex developments such as hotels with multiple F&B venues, spa and wellness facilities, or extended-stay models. These require precise inventory planning, inter-departmental coordination, and strong supplier engagement to ensure each operational area performs as intended.

A well-planned OS&E procurement strategy:

• Enhances brand delivery through aligned and consistent product choice
• Supports staff efficiency by sourcing tools and systems that match service expectations
• Reduces risk by preventing late-stage, compromised substitutions and last-minute shipping premiums
• Improves operational longevity by selecting items suited to usage levels and maintenance needs

3 Common Pitfalls - and How to Avoid Them

1. Starting Too Late

Often OS&E is left until the tail end of the project, once construction is nearing completion. This approach usually leads to rushed decisions, missed deadlines and inflated costs for freight and expedited delivery. It also reduces the opportunity to properly consider design and align OS&E with the guest experience, brand expectations and operator requirements.

Tip: Begin your OS&E planning alongside your FF&E planning

2. Leaving OS&E to the Contractor

While contractors may have efficient OS&E lists, these can be generic and relying solely on them can result in gaps or duplications for your property. Contractors typically treat OS&E as a tick-box procurement task, without the context needed to curate selections with brand positioning, service expectations, or design quality.

Tip: Partner a specialist OS&E procurement team with a holistic view of the project including design, brand, operations, and budget to deliver a co-ordinated and high quality result for the hotel.

3. Underestimating Lead Times and Logistics

Curating hotel OS&E takes time. Certain OS&E items, such as IT systems, uniforms, commercial kitchen equipment etc; can have long lead times or require coordination with third-party specialists. Late ordering creates knock-on delays across installation, staff training, and opening readiness.

Tip: Build lead-time reviews and critical path tracking into your OS&E programme from the outset.

Conclusion

Operating Supplies & Equipment may not be the most glamorous part of a hotel project, but they are among the most essential. When thoughtfully planned and well executed, OS&E ensures that every space not only looks complete, but works exactly as it should, for staff, guests, and operators alike.

By giving this phase of procurement the same attention and care as design and construction, project teams can deliver environments that function seamlessly from day one and continue to support service excellence over time.

OS&E isn’t just a tick box exercise – it’s an integral part of the guest experience.