Quick answer
Give every fixture a schedule code and verify the exact model, installation drawing, light and control data, compliance documents, approved sample and supply scope. Resolve open items before releasing a repeated room order.
A hotel lighting procurement checklist should turn the design team's room decisions into comparable, verifiable purchase lines. For each luminaire, identify where it goes, the exact model and configuration, its light and control requirements, mounting details, required documents, approved sample, quantity source, and delivery responsibility. Resolve missing cut-outs, wiring, finish, and compliance evidence before releasing a repeated guestroom order. The checklist below is a working review sequence for designers, contractors, and buyers; it does not replace the project specification or local electrical review.
Freeze the room and fixture references
Give each fixture type a unique schedule code that appears on the plan, elevation, quotation, sample label, and purchase order. Record the room type and drawing revision. Verify quantity against the latest room mix and spare-parts strategy; do not copy a quantity from an early concept plan.
For each line, specify the manufacturer and model, mounting format, finish, dimensions with their axes, light source, CCT, colour-rendering requirement, optical option, voltage, driver, controls, and any separate accessories. Mark a field “to be confirmed” when evidence is absent. A blank field should not silently become a supplier assumption.
Check the physical installation package
Request a current installation drawing that shows cut-out or backplate, fixing method, wiring entry, required cavity, driver position, and maintenance access. Compare it with the architect's elevation, joinery section, and electrical plan. In a renovation, verify a representative existing room before specifying replacement dimensions for the whole property.
The MYDE MD-WL-Y135 source pack, for example, lists an overall size of 168 × 68 × 52 mm but does not confirm the cut-out or dimension axes. The figures cannot be copied into a joinery opening. A drawing and sample are needed before that line can be released.
Verify light and control evidence
Ask for photometry or measured performance for the specified configuration when the project requires it. Keep wattage, lumen output, beam angle, CCT, and CRI on separate lines. Decide how the guest controls each light and what the room master does. Test any dimming with the specified driver and control system. The IES explanation of photometric files describes the directional data such a file can provide.
If charging is integrated, separately record the port type, rated output, control-circuit behavior, and destination-market documentation. MD-WL-Y003 has a documented USB-A 5 V/2 A port and a non-dimmable reading light. Those facts do not establish a USB-C or dimmable alternate.
Review compliance by ordered configuration and market
Ask the project electrical specialist to identify applicable requirements in the destination market. Obtain the actual certificate, declaration, or test report required for the ordered configuration and check model scope, version, issuing body, and validity. A CE request in a product launch brief is not an issued certificate. Do not use a marketing badge as a substitute for the document.
Record who is responsible for reviewing the submittal and who can release the order. Keep unresolved compliance items visible in the comparison sheet.
Approve a sample before repeating it
Use a working sample in the actual room or a faithful mock-up. Test light at the task, glare from occupied eye lines, switching, dimming, finish under the intended light, mounting, cable clearance, and maintenance access. Photograph the accepted configuration and sign its model, finish, CCT, driver, optic, accessories, and revision. If the supplier proposes a substitution, compare it against the signed reference.
Compare the full supply scope
Ask each supplier to identify included and excluded parts: lamp or LED module, driver, bracket, controls, connectors, screws, shade, packing, spare parts, and documentation. Match the same delivery terms and inspection points before comparing quotations. The Tyson guestroom buyer guide also emphasizes comparing included drivers, controls, hardware, packing, and spares rather than a bare fixture line.
Record sample timing, drawing approval, production milestones, inspection method, shipping terms, and the person responsible for any damage or missing item claim. These are project questions; no generic lead time or defect rate should be inserted without a supplier commitment.
Close the handover loop
Before final acceptance, check delivered labels and a defined sample of units against the approved schedule and working sample. Preserve installation instructions, control behavior, spare-part identifiers, warranty terms, and contact route for maintenance. File the final drawing and product revision with the hotel operator. The purchase line is complete when design, delivery, and service teams can identify the same exact fitting.
