An important part of the success of a hotel project relies on the collaborative relationship between the Interior Designer and Purchasing Project Manager. Through open communication, shared expectations, and a proactive work habit, the Designer-Purchaser relationship will be much more successful.

Keys to Success for the Interior Designer

• Purchaser remains sensitive to the integrity of the design and aesthetic issues when proposing alternates.
• Project forecast information is communicated so designer knows information the purchaser received from vendors, which may have negatively impacted the project forecast.
• Purchaser includes Designer in submittals and discussions of proposed alternates sent to Client.
• Purchaser allows Designer enough time to review submittals such as shop drawings, finish samples, CFAs.
• Purchaser is organized and meets deadlines to avoid reselections and other negative results.
• Correspondence from the Purchaser is clear: What is needed and when? Are there any options to consider? What is the desired result?
• Once specs are issued, the Purchaser is the communication point. Purchaser shall notify the Designer of key information, and Designer shall copy Purchaser on any vendor communications.

Keys to Success for the Purchasing Project Manager

• Designer makes selections that are within the Owner’s budget parameters. Items presented to Owner are within budget from the beginning.
• Designer’s budget allows for fabric finishes (e.g. flame retardancy, stain resistance, acrylic backing), overages, and other “extra” costs to be considered.
• Designer has obtained brand (if applicable) and client approvals before issuing the spec package. Any pending information or approvals is clearly identified as such and monitored to keep the project on schedule.
• Once the spec package has been issued to the Purchaser, Designer does not continue to fine-tune the design.
• Comprehensive spec numbering system. For example, can Purchaser easily identify fabrics associated with fabricated products such as seating and bed treatments?
• Spec package includes a comprehensive room matrix, keyed furniture plans, finish and fabric samples large enough to view design intent and full pattern repeats, images of what has been specified. Window treatments and other custom item specs include dimensioned and detailed drawings.
• When possible, Designer selects one vendor for multiple products. For instance, the Designer selects one vendor for all guestroom art and mirrors.
• Unless for a model room, Designer requires samples on custom items only and has already reviewed samples for standard product before issuing the spec package.
• Designer is organized and meets deadlines. Delays in spec packages and responses, along with incomplete/inconsistent information, create the “snowball effect”, causing potential delivery delays.
• Designer has clear documentation from vendors, so if a vendor bid is higher than the designer’s cost, the purchaser and designer may collaborate about the discrepancy.
• In the interest of the client’s needs, Designer is receptive to the consideration of alternate vendors and alternate products.

What else helps make a successful project? Comments from the Designer and Purchaser:

• Purchaser is hired early in the design process and works closely with the designer on manufacturer sourcing decisions.
• Scope and schedule are clearly defined and adhered to by all parties.
• Professional, timely and open communication between all parties with regard to budgets, vendor concerns, project issues and proposed alternatives helps achieve a successful collaborative project.
• Funding occurs in a timely manner to not only maintain integrity with payees, but also to keep the schedule on target.
• Post-project review between Designer, Purchaser, and Client documenting lessons learned.

Written by: Diane Cudworth