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Jessica Lightbody, Hospitality Architecture and Design UK, Hotel Interior Designers London
Jessica Lightbody Hotel floor plan_edit
Hospitality Fit-out UK, Hotel Interior Designers London, Hotel Design UK,Hotel Interior De

FF&E PROCUREMENT | HOSPITALITY INTERIOR ARCHITECTURE & DESIGN 

​DESIGN FEE STRUCTURE

 

At Jessica Lightbody Design, we offer a transparent and structured fee model tailored to the scale and complexity of each project. Our approach ensures clarity from the outset, aligning design ambition with budget control and delivering exceptional value across all stages of the project.

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Design Fee Structure (10%–20% of Project Budget)

Our design fees are calculated as a percentage of the overall project construction and interiors budget, typically ranging from 10% to 20%, depending on scope, service level, and complexity.

  • 10–12% – Large-scale projects with defined briefs and limited bespoke design development

  • 13–16% – Full interior design service with detailed concept development and technical coordination

  • 17–20% – Highly bespoke projects involving complex spatial planning, heritage properties, or luxury FF&E specification

This percentage covers the full design service from concept through to technical delivery and procurement support (where required).

 

What the Fee Includes

  • Initial consultation and briefing

  • Concept design and spatial planning

  • Mood boards and design direction

  • Detailed interior design development

  • Technical drawings and specifications

  • FF&E (Furniture, Fixtures & Equipment) selection and procurement support

  • Coordination with architects, contractors, and consultants

  • Site visits and design project management

  • Styling and final installation guidance

 

Example Case Study

Luxury Boutique Hotel – Surrey Renovation

Project Budget: £850,000
Design Fee (15%): £127,500
Scope: Full interior design, refurbishment, and FF&E specification

 

 

Overview

A historic countryside property was transformed into a 14-room boutique hotel, blending heritage architecture with contemporary luxury interiors. The brief focused on creating a warm, high-end guest experience while preserving original period features.

Design Outcome

  • Restoration of original oak beams and masonry features

  • Bespoke joinery throughout guest rooms and reception

  • Individually designed bedrooms with curated FF&E packages

  • Layered lighting schemes to enhance mood and functionality

  • Luxury bathrooms with natural stone finishes

  • Soft, moody colour palette to reflect the surrounding landscape

The result was a highly distinctive hospitality destination with strong commercial positioning and elevated guest experience.

 

Design Process – Stage by Stage

Stage 1: Consultation & Brief Development

Understanding the client vision, project goals, budget, and operational requirements.

Stage 2: Concept Design

Initial spatial layouts, mood boards, material direction, and design storytelling.

Stage 3: Design Development

Refinement of layouts, detailed room planning, and selection of finishes, fixtures, and furnishings.

Stage 4: Technical Design

Production of detailed drawings, schedules, and specifications for construction and manufacture.

Stage 5: FF&E Specification & Procurement

Sourcing, pricing, and procurement of all furniture, lighting, and decorative elements.

Stage 6: On-Site Coordination

Design implementation support, contractor liaison, and site visits to ensure design integrity.

Stage 7: Installation & Styling

Final placement of FF&E, styling, and finishing touches to complete the design vision.

 

A Transparent Approach

Our percentage-based fee structure ensures complete alignment with project scale and ambition. This allows us to tailor our involvement to each client while maintaining design quality, cost control, and accountability throughout the process.

If you would like a tailored fee proposal for your project, we can prepare a detailed breakdown following an initial consultation. 

OUR WORKFLOW STRUCTURE

Typical progression:

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  1. Concept FF&E Schedule

  2. Budget Cost Plan

  3. Detailed Specification Issue

  4. Tender Procurement Package

  5. Supplier Comparison Matrix

  6. Purchase Order Tracking

  7. Installation Schedule

  8. Defect & Snagging Register

​​We offer a comprehensive, end-to-end service, guiding each project from initial concept through to completion with a strategic and commercially focused approach:

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  • Strategic analysis, positioning, commercial insight, and operational planning

  • Design research, competitor analysis, target demographics, and emerging trends

  • Concept development, creating a clear design narrative and brand identity

  • Masterplanning for hotels, spas, and golf resorts to optimise layout and guest experience

  • Detailed and technical design ensuring precision, buildability, and design integrity

  • Planning and statutory applications managed with efficiency and expertise

  • FF&E specification and procurement tailored to quality, longevity, and brand alignment

  • Tender coordination to secure the right contractors and value

  • On-site implementation overseeing delivery to ensure the design vision is realised​

FF&E Procurement and Project Management are intrinsically connected, and delivered as a fully integrated, design-led service ensuring complete control from concept through to installation.

 

With 19 years of experience across luxury hospitality, boutique hotels, heritage refurbishments and restaurant design projects in the UK and internationally, we combine creative direction, technical expertise, and commercial management into one seamless process.

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Our FF&E Procurement service is far more than sourcing. It is a curated approach that ensures every item, furniture, fixtures, finishes, lighting, bespoke joinery, and decorative elements align precisely with the design intent and project vision. Working in tandem with Project Management, we maintain full control over specification, cost, programme, and delivery.

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Through our global network of trusted suppliers, artisans, logistics partners and installation teams, we manage the entire supply chain with precision, ensuring quality, consistency, and on-time delivery.

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Supported by real-time scheduling, financial tracking, and transparent reporting systems, clients benefit from full visibility at every stage, with budgets and timelines actively managed. This integrated approach ensures design integrity is protected, risk is reduced, and capital investment is maximised, delivering exceptional results across every project, worldwide.

FAQs | FF&E Specification, Procurement & Project Management Q. What is FF&E specification in interior design?
 A. FF&E (Furniture, Fixtures & Equipment) specification is the detailed selection and documentation of all movable and fixed items within a project. This includes furniture, lighting, finishes, joinery, fabrics, and accessories, defining exact materials, dimensions, suppliers, performance requirements, and compliance standards to ensure design intent is fully realised. Q. What is FF&E procurement?
A. FF&E procurement is the process of sourcing, purchasing, coordinating, and delivering all specified items. It covers supplier negotiation, cost control, production tracking, logistics, installation, and final placement, ensuring everything arrives on time, within budget, and as designed. Q. How are FF&E specifications and procurement linked to project management?
 A. They are intrinsically connected. Project management oversees programme, budget, and coordination, while FF&E specification and procurement deliver the physical elements of the design. When integrated, this ensures seamless communication, accurate scheduling, and full control, reducing delays, cost overruns, and design inconsistencies. Q. Why is it important to integrate FF&E with project management?
 A. Separating these services often leads to misalignment between design, budget, and delivery. An integrated approach ensures: * Design intent is protected from concept to installation * Budgets are managed in real time * Lead times are aligned with construction schedules * Risks are identified and mitigated early Q. What does a full-service FF&E procurement and project management process include?
A. A comprehensive service typically includes: * Detailed FF&E specifications and schedules * Budget planning and cost tracking * Supplier sourcing and negotiation * Sample approvals and quality control * Production and order management * Global logistics and shipping coordination * Installation, styling, and final handover Q. How does FF&E procurement impact project timelines?
 A. FF&E is often on the critical path of a project. Long lead items, bespoke manufacturing, and shipping timelines must be carefully managed alongside construction. Integrated project management ensures procurement schedules are aligned with site progress to avoid delays or storage issues. Q. How is the budget controlled during FF&E procurement?
 A. Through continuous cost monitoring, value engineering, and supplier negotiation. Real-time financial tracking ensures transparency, allowing adjustments to be made without compromising design quality or project objectives. Q. Can FF&E procurement support bespoke and luxury projects?
 A. Yes. For high-end hospitality and residential projects, FF&E procurement often involves bespoke design, custom manufacturing, and artisan craftsmanship. This requires close coordination between designers, suppliers, and project managers to maintain quality, timelines, and design precision. Q. What role does logistics play in FF&E procurement?
 A. Logistics is critical. It includes warehousing, consolidation, international shipping, customs handling, and final delivery to site. Effective project management ensures items arrive in sequence, are protected in transit, and are ready for installation when required. Q. How do you ensure quality and consistency across all FF&E items?
 A. Through rigorous specification documentation, supplier vetting, sample approvals, and ongoing quality checks during production and installation. Integrated oversight ensures every item meets the required standards and aligns with the overall design vision. Q. What happens at the final installation and handover stage?
 A. All FF&E items are delivered, installed, and styled according to the design scheme. Project management ensures snagging is completed, quality is checked, and the space is fully prepared for client handover, ready for immediate use or operation. Q. Why choose a fully integrated FF&E and project management service?
 A. It provides a single point of responsibility, ensuring clarity, efficiency, and accountability. The result is a streamlined process, reduced risk, controlled costs, and a finished space that precisely reflects the original design vision.

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