For hotel suppliers, timing can make or break an opportunity to get in on the next best hotel project. Reaching out to a project that’s still in the early planning phase requires a very different approach than contacting one already under construction. Knowing the difference helps you focus your efforts and tailor your outreach, so hopefully you can avoid being too early or too late.
But this begs the question: What actually changes for hotel suppliers when a project moves from planning to under construction? Let’s break it down!
Hotels in Planning: Laying the Groundwork Early
When hotels are in the planning phase, the focus is on concepts and long-term vision. At this stage, decisions are still flexible, and key decision-makers—developers, interior designers, architects, investors—are starting to really think about and make a plan for what the new hotel development will eventually become.
And this is where hotel suppliers come in! This phase is often the perfect time to reach out to get yourself and your products seen first.
What works well at this stage:
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Introducing your company and expertise
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Sharing your knowledge of their vision and how your products will work well to fit into it
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Asking thoughtful questions that show genuine curiosity about their goals and challenges
What usually doesn’t work well:
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Pushing products without understanding brand standards
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Talking pricing right after the first “hello, nice to meet you”
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Expecting immediate decisions
Think of this phase as planting seeds. You’re building awareness and credibility so that when procurement decisions start happening, your name is already familiar and at the top of the list. And just like any good gardener, don’t forget to nurture those connections—check in from time to time, share something useful, and keep the relationship growing.
Under Construction: When Things Really Start Rolling
Once a project enters the “under construction” phase, timelines tighten and decisions become more concrete. Procurement is often already underway, budgets are being dispersed, and project managers are focused on execution rather than ideas.
At this stage, suppliers should focus on:
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Delivering on time and keeping commitments
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Ensuring availability, smooth logistics, and installation support
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Being responsive and solution-oriented when challenges arise
Project managers and decision-makers are juggling a lot! So, reliability, communication, and problem-solving matter more than ever. Showing that you’re on top of your delivery game and ready to adapt demonstrates that you understand the hotel project’s priorities and can help keep things running seamlessly.
Same Project, Different Strategy
One of the biggest mistakes hotel suppliers make is using the same outreach strategy for every project, regardless of which phase it’s in.
A project in the planning phase needs:
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Insight
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Patience
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Relationship-building
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Good communication
A project under construction needs:
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Precision
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Speed
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Accuracy
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Solutions
When you adjust your message based on where a hotel sits in its development cycle, it really does show professionalism and respect for everyone’s time, and not just your own.
Why Hotel Project Phase Data Matters
Knowing whether a hotel is in the planning, vision, under construction, or pre-opening stage helps suppliers focus on the right opportunities at the right time. But what is super important is having accurate hotel project data to make all of that possible. With reliable data, you can time your outreach more effectively, connect with the right decision-makers, and align your product with the project’s needs.
In short: understanding project phases turns guesswork into strategy—and strategy into deals.
