Standard documents and procedures for every project
These templates ensure consistency, save time, and make Hotel Technology Consulting look professional on every engagement. AI agents can auto-generate first drafts of each document.
📋 1. Technology RFP Template
Used: Every project, for each vendor category (WiFi, IPTV, locks, etc.)
- Project Overview — Property name, brand, room count, timeline, location
- Scope of Work — What you need the vendor to provide
- Brand Requirements — Specific brand technology mandates and approved vendor lists
- Technical Specifications — Performance requirements, coverage maps, capacity
- Infrastructure Provided — What the hotel will provide (pathways, power, network drops)
- Deliverables — Equipment list, shop drawings, training, warranty, SLAs
- Timeline — Pre-wire dates, installation window, testing dates, go-live
- Pricing Format — How to structure their bid (itemized, per-room, lump sum)
- Evaluation Criteria — How bids will be scored (price, experience, support, timeline)
- Submission Requirements — Deadline, format, contact for questions
✅ 2. Project Checklist (by Phase)
Used: Master tracking document for every hotel technology project
- Pre-Construction
□ Brand standards reviewed □ Technology needs assessment □ Budget approved □ Low-voltage design complete □ RFPs issued □ Vendors selected □ Contracts signed
- Construction — Rough-In
□ Pathway coordination with GC □ Conduit installed □ Cable pulled □ Rack room/IDF locations confirmed □ Power to rack rooms □ Grounding/bonding complete
- Construction — Trim-Out
□ APs mounted □ Cameras mounted □ In-room devices placed □ Door locks installed □ Lobby/BOH equipment staged □ Rack equipment mounted
- Commissioning
□ Network configured and tested □ WiFi coverage verified □ PMS installed and configured □ IPTV programmed □ Door locks enrolled □ BMS online □ CCTV recording □ VoIP tested
- Pre-Opening
□ Brand compliance walkthrough □ Staff training □ Guest-facing testing □ Punch list complete □ Warranty documentation □ As-built drawings delivered □ Handoff to hotel IT/management
⭐ 3. Vendor Scorecard
Used: Evaluating competitive bids during vendor selection
- Price (25%) — Total cost, per-room cost, ongoing/recurring costs
- Experience (20%) — Hotel projects completed, brand-specific experience, references
- Technical Fit (20%) — Meets specs, brand compliance, integration capabilities
- Support & SLA (15%) — Response times, 24/7 support, local presence, warranty
- Timeline (10%) — Can they meet the schedule? Lead times? Availability?
- Company Stability (10%) — Years in business, financial health, team size
Score each 1-5. Weighted total determines winner. Document decision rationale for client.
🏨 4. Brand Standards Quick Reference
Used: At project kickoff — know what the brand requires before anything else
- PMS — Mandated system? Version requirements?
- WiFi/HSIA — Brand HSIA program? Gateway requirements? Bandwidth per room?
- IPTV — Approved vendors? Casting requirements? Channel lineup?
- Door Locks — Mobile key required? Approved lock vendors? BLE/NFC spec?
- Guest App — Brand app integration? Mobile check-in/checkout?
- Loyalty Program — Technology integration requirements?
- Signage — Digital signage requirements? Brand template?
- Network — Minimum bandwidth? Redundancy? PCI compliance?
Build one per brand: IHG, Marriott, Hilton, Hyatt, Wyndham, Choice, Best Western, Independents
🔍 5. Site Survey Checklist
Used: First visit to existing property (renovations/conversions)
- Building — Age, construction type (wood/steel/concrete), floor count, room count
- Existing Infrastructure — Current cabling (Cat5? Cat6?), conduit, pathway availability
- MDF/IDF Rooms — Location, size, power capacity, cooling, access
- In-Room — Outlet locations, TV mount points, thermostat, phone location
- Public Areas — Lobby, restaurant, meeting rooms, pool, fitness — coverage needs
- BOH — Kitchen, laundry, offices, housekeeping — connectivity needs
- Exterior — Parking, entrances, loading dock — camera/WiFi coverage
- ISP — Current provider, bandwidth, demarc location, redundancy options
- Photos — Document everything. Rack rooms, pathways, ceilings, guest rooms.
💰 6. Budget Template
Used: Project scoping and client presentation
- Network Infrastructure — Switches, APs, cabling, rack equipment
- PMS & Software — Licenses, implementation, training
- WiFi / HSIA — Gateway, APs, controllers, ISP
- IPTV / Entertainment — Head-end, STBs, content licenses
- Door Locks — Locks, encoders, mobile key licensing
- VoIP / PBX — Server, handsets, SIP trunks
- Security / CCTV — Cameras, NVR, access control, monitoring
- BMS / Energy — Thermostats, controllers, sensors
- Digital Signage — Displays, players, CMS licensing
- Low Voltage Labor — Cabling, installation, termination
- Contingency (10-15%) — Always include. Things will change.
Present per-room AND total. Clients think in per-room costs. Include Year 1 recurring separately.
📝 7. Punch List Format
Used: Final walkthrough before handoff
- Item # — Sequential
- Location — Room 301, Lobby, MDF, etc.
- Category — WiFi, IPTV, Locks, Network, etc.
- Description — What's wrong or incomplete
- Priority — Critical (blocks opening) / Major / Minor / Cosmetic
- Responsible Vendor — Who needs to fix it
- Due Date — When it must be resolved
- Status — Open / In Progress / Complete / Verified
- Photos — Before and after
💡 AI Agent Advantage: Big Yeti Claw can generate first drafts of every document above — pre-populated with project-specific details, brand requirements, and vendor recommendations. An RFP that would take 4-6 hours to write from scratch takes 15 minutes to review and customize. Punch lists can be generated from photo walkthroughs. Budget templates auto-populate with current vendor pricing. The templates become living documents that get smarter with every project.