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  • Amerail Systems

Guide to Fulfilling Hotel PIPs:

Updated: Apr 3

5 Expert Tips Every Hotel Owner and Management Company Should Know


At Amerail Systems we understand that properly fulfilling a Property Improvement Plan (PIP) can be a daunting task for hotel owners and hotel management companies.


But with the right team, proper planning, a focus on guest satisfaction, and industry trends, we can successfully fulfill your PIP together and create a hotel that meets brand standards while remaining unique and inviting to guests.


A Property Improvement Plan (PIP) is a list of updates, renovations, or improvements required to bring a hotel up to specific brand standards. A PIP aims to enhance guest satisfaction, improve the hotel's image, and increase revenue per available room (RevPAR).


In this guide, prepared by nationwide hospitality renovation company Amerail Systems, we provide expert insight into what it takes for hotels to fulfill their PIPs successfully.


From understanding your PIP to prioritizing upgrades, assembling the right team, and successfully implementing hotel renovations, this guide will help you navigate your next PIP with confidence.


Our 5 Tips for a Successful PIP:


1. Understanding the PIP and Prioritizing Upgrades:


As stated above, a Property Improvement Plan is a detailed document/list that outlines the renovations and improvements necessary to meet the hotel brand's standards.

This list may include upgrades to:

  • Mechanical systems

  • Plumbing

  • Electrical

  • Guest Rooms

  • Corridors

  • Fitness Centers

  • Meeting rooms

  • Common Spaces

  • Technology and more.

Upgrades required in a PIP are meant to help increase RevPAR, guest satisfaction, and loyalty.


Steps to Understanding the PIP & Prioritizing Upgrades:


1.1 Study the PIP in Detail:


Review your PIP carefully so you understand the scope of work, the date it needs to be fulfilled by, and the requirements set by the brand.


Identify the non-negotiable aspects, and look for areas that offer some flexibility for customization or are not necessary at the moment.


1.2 Prioritize the Upgrades:


Collaborate with your hotel’s management team to prioritize upgrades based on the brand's requirements and your hotel's specific needs. Remember to focus on high-impact areas that directly influence guest experience and revenue generation such as guest rooms, common areas, and fitness centers.


1.3 Negotiate the PIP Timelines:


Once you find a hotel PIP contractor who has provided you with a timeline for the renovations, reach out to the brand responsible for creating the PIP to discuss the proposed timelines & due date. When reaching out, negotiate a realistic schedule based on the timeline received that allows you enough time to make any necessary changes and aligns with your hotel's operations and busy season.


We suggest getting started ASAP to allow for extra time in case unexpected issues arise such as bad weather, unforeseen water damage, etc.

At Amerail Systems we work closely with our clients to create a renovation schedule that works for them and their guests.


1.4 Embrace Personalization with Brand Standards:


While adhering to brand standards is crucial, don't be afraid to add personal touches that make your hotel unique. Strive to strike a balance between brand consistency and your hotel's individual identity, while keeping in mind that all changes should be approved by the brand.


Our in-house design team will help your hotel stand out by customizing its exterior based on your vision and budget while adhering to brand standards.


2. Assembling an Experienced PIP Services Team:


A successful PIP relies heavily on assembling the right PIP services team. Hiring an experienced hospitality renovation company like Amerail Systems with extensive experience will ensure a smoother and more efficient process.


2.1 Partner with a Specialized Hospitality Renovation Company:


Why should you choose a company specialized in hospitality renovations to complete your PIP?


Working with experts in hospitality renovations will ensure a successful PIP, enhance the guest experience, and improve your hotel's functionality and aesthetics.


A company specialized in hospitality renovations and with a proven track record in handling PIPs will have the necessary expertise, knowledge of brand standards, and experience to guide you through the process with ease.


At Amerail Systems, we make fulfilling your PIPs easy. Our deep understanding of hotel design and the hospitality industry allows us to provide you with value-engineered, cost-saving solutions.

Contact Us today to have your PIP reviewed by our expert team & get started on your renovations.


2.2 Plan and Schedule with Precision:


Once you have your team in place, it’s time to start planning and scheduling your PIP.


To minimize guest disruptions and maximize efficiency, you should aim to carry out the majority of renovations during your hotel's slow season.


If you’re working with Amerail Systems, our project managers will work closely with your hotel’s management to create a renovation schedule that works best for your team and your guests.


2.3 Ensure Guest-Friendly Renovations:


Implement guest-friendly strategies by putting up signage around the hotel to inform guests of ongoing renovations, inform your guests via email and/or social media, and train your staff on how to maintain guest satisfaction while undergoing renovations.


To minimize disruptions, for interior renovations, we recommend renovating one floor at a time and booking guests on other floors not undergoing renovations.


If you’re working with Amerail Systems you’ll receive:

  • Guest-friendly crews who are experienced and trained in hospitality renovations.

  • Expert Project Managers who work with your hotel’s management to create & roll out guest-friendly renovation schedules that ensure the least amount of disturbance to your hotel’s guests.

3. Focusing on Trends and Technology:


If your PIP does not include any, incorporating current trends and advanced technology into your renovation can significantly impact guest satisfaction and the hotel's overall performance.


3.1 Technology Upgrades:


When prioritizing upgrades, don’t avoid technology. One of the main amenities guests are looking for today is updated tech inside their rooms such as smart TVs & keyless entry.


Focus on prioritizing technology upgrades that enhance the guest experience. This may include in-room amenities such as smart room controls, smart TVs, USB ports in furniture, and more.


3.2 Catering to Remote Workers & Bleisure Travelers:


You’ve received a PIP and now it's your time to capitalize on the growing remote work & bleisure trend by providing efficient workstations, ergonomic setups, and comfortable workspaces in guest rooms and common areas.


This trend can attract work-from-home nomads and bleisure guests seeking a comfortable "home away from home" experience while also providing your regular guests with improved technology and comfort.


3.3 Improving Accessibility:


Enhancing accessibility for disabled guests is essential to create an inclusive and welcoming environment. Install or improve ramps, handrails, and other accessible amenities to accommodate guests with mobility challenges.


3.4 Stay Informed on Design Trends:


Staying updated on current design trends in the hospitality industry will allow you to have an idea of what to expect in your PIP and give you time to prepare.


Incorporating popular design trends into your renovations will help keep your hotel modern and attractive to guests.


Want to learn more about hotel design trends?


Click Here to subscribe to our Hotel Renovation Newsletter & be the first to know what’s happening in hotel design.


4. Budgeting and Financial Planning:


Effective financial planning is critical for successfully fulfilling a PIP. Budgeting accurately and exploring financing options will help manage the financial aspect of the renovations.


4.1 Accurate Budgeting:


Obtain detailed quotes from contractors, suppliers, and service providers to create an accurate budget. Factor in all costs, including materials, labor, permits, and potential problems such as undetected water damage, bad weather, etc…


Be sure to include your renovation and repair costs in your CapEx Budget.


Click Here to subscribe to our Newsletter & be the first to receive our 2023 CapEx Budget & Hotel Renovations Guide when it goes live.


4.2 Setting Aside Contingency Funds:


Allocate contingency funds to address unforeseen challenges or changes during the renovation process. This buffer will safeguard you against unexpected expenses.


One of the most common unexpected costs during a hotel renovation is water damage to the EIFS.


Click here to learn how to prevent, catch, and fix water damage to EIFS.


4.3 Exploring Financing Options:


Consider various financing options, such as loans or partnerships, to manage the financial burden of the PIP effectively.


4.4 Focus on ROI:


Prioritize investments that will offer a significant return on investment, such as upgrades that directly impact guest satisfaction and revenue generation (guest rooms, fitness centers, common areas, etc.).


5. Communicating with Guests and Staff:


Transparent communication with guests and staff is vital while fulfilling a PIP. Keeping everyone informed and well-prepared will contribute to a positive guest experience.


5.1 Guest Communication:


Maintain open and honest communication with guests about the ongoing renovations and any potential disruptions. Utilize your hotel's website, social media channels, and email communication to keep guests updated on the progress and benefits of the PIP.


It’s also recommended that you print and display signage in common areas and entrances informing guests of the renovations. Canva is a free and easy-to-use platform for creating beautiful and informative signage.


Here are some phrases you can use to inform guests of your renovations:


“Pardon our dust! We’re building your future stay”

“Please pardon our dust. A whole new look is on the way, just for you.”

“Pardon our appearance, a new look is on the way for your future stay!”


5.2 Staff Training:


Train your staff to handle guest inquiries and concerns about the renovations professionally and empathetically. Be sure to equip them with the necessary information such as the renovation schedule, to address questions and provide reassurance.


An extra step to keep guests happy and help your staff navigate any issues that arise during renovations would be to allow staff to offer discounts on rooms to alleviate any guest friction.


5.3 Regular Updates for Staff:


Regularly updating your staff about the PIP's status and progress will ensure they are aligned with the hotel's goals and can contribute to creating a positive guest experience throughout the renovation process.



Now that you understand how to navigate your PIP, it’s time to contact the renovation team that will help you fulfill it.


With Amerail Systems you can fulfill your hotel PIP with confidence and achieve a successful transformation that enhances your hotel's performance and guest experience.


Remember, a well-executed PIP not only meets brand requirements but also sets the stage for increased revenue and improved guest satisfaction.


We aim for WOW and so should you. Contact us today to get started.


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