01 Construction and Renovation Planning The starting point: floor plans, technology requirements and specific planning for new builds or for renovations while the hotel stays open. 0/8

Item	Requirement	Status	Qty	Notes	Owner
1.1 Architectural plans and project specification The basis for the entire IT design; without up-to-date plans you cannot size cabling, technical rooms or Wi-Fi coverage.
1.2 Supporting engineering designs (electrical, plumbing, structural, HVAC) Needed to coordinate conduits, electrical panels and network points with the other building services.
1.3 Technology requirements schedule by space A list, per space (guest room, front desk, kitchen, public areas and so on), of which systems and network points are needed.
1.4 Location and sizing of the IT technical rooms in the design Location of the main IT room (MDF) and the intermediate closets (IDFs), decided while still on the plans.
1.5 Predictive Wi-Fi heat map on the floor plans A design-stage step, done on the plans before construction; later complemented by an on-site validation survey (Network category).
1.6 As-built survey of the existing infrastructure Applies to renovations: map the cabling, technical rooms and systems already installed before deciding what will be reused.
1.7 Construction phasing plan for an operating hotel Applies to renovations with the hotel open: a schedule by wing or floor to keep critical systems running during the works.
1.8 Electrical load calculation for technology systems kVA/kW survey of racks, PoE, CCTV, access control and guest room technology, to size panels, UPS and generator with the electrical design.

02 Project Management and Supplier Coordination The process that keeps dozens of technology suppliers and deliverables aligned up to go-live. 0/24

Item	Requirement	Status	Qty	Notes	Owner
2.1 Project charter
2.2 Project plan
2.3 Technology budget
2.4 Requirements gathering and definition
2.5 RACI matrix
2.6 Supplier identification
2.7 Request for quotation (RFQ) management
2.8 Supplier technical evaluation
2.9 Supplier commercial evaluation
2.10 Supplier selection
2.11 Technology supplier contracts and SLAs Define responsibilities, service levels, response times, warranties, support, escalation and contract termination terms.
2.12 Responsibility matrix across suppliers Document who is responsible for each system, integration, infrastructure point and point of failure among the contracted suppliers.
2.13 Procurement tracking
2.14 Coordination with construction
2.15 On-site technical inspections
2.16 Project meetings
2.17 Action and open-item tracking
2.18 Risk register and management
2.19 Project issue and incident management
2.20 Change management
2.21 Dependency management
2.22 Installation tracking
2.23 Map of integrations and dependencies between systems A diagram of how the PMS, POS, payment gateway, CRM, channel manager, booking engine, locks and Wi-Fi depend on each other.
2.24 Integration management

03 Internet and Connectivity The foundation of everything: how the hotel connects to the internet and what happens if that connection drops. 0/9

Item	Requirement	Status	Qty	Notes	Owner
3.1 Feasibility study of internet providers in the area Confirm which fibre providers serve the address; essential for resorts and more remote destinations.
3.2 Early contracting of the main internet link Business fibre installation can take a long time; contracting during construction avoids delaying the opening.
3.3 Carrier entry point defined in the design The physical location where carrier cables enter the building, defined together with the plans and the main IT room.
3.4 Primary business internet over fibre Prefer business fibre; as a reference, 500 Mbps to 1 Gbps.
3.5 Secondary internet connection / second provider Prefer a different provider and physical route for greater resilience.
3.6 Static public IP Useful for VPN, remote access and some integrations.
3.7 Dual-WAN / automatic failover The firewall should fail over automatically.
3.8 Business-grade firewall/router VPN, VLANs, security, WAN failover and logs.
3.9 Mobile signal repeater/DAS Concrete and steel structures often block carrier signal; assess indoor coverage before opening.

04 Structured Cabling The physical cables, panels and testing behind the whole hotel network. 0/7

Item	Requirement	Status	Qty	Notes	Owner
4.1 Cat6A horizontal cabling The final quantity depends on the plans and the systems.
4.2 Patch panels One per rack or cabinet, according to the number of cables.
4.3 Fibre optic backbone Between the MDF and the IDF/network closets.
4.4 Cable trays / cable pathways Coordinate with the architectural and construction designs.
4.5 Spare conduits / draw wires Important for future technology expansion.
4.6 Copper cabling certification and testing Test and document every installed point.
4.7 Fibre optic testing and certification Include the test results in the handover documentation.

05 IT Rooms and Power Where the equipment physically sits, and the power and cooling that keep it running. 0/11

Item	Requirement	Status	Qty	Notes	Owner
5.1 Power outlets in guest rooms, offices, front desk and so on
5.2 Main IT room / MDF A dedicated, secure, climate-controlled space with an adequate power supply.
5.3 Intermediate network closets / IDFs Depends on the size and layout of the building.
5.4 19-inch equipment racks/cabinets Size for the final equipment and planned expansion.
5.5 Dedicated electrical circuits Keep separate from general guest and housekeeping circuits where appropriate.
5.6 UPS for network and security equipment Size for the critical equipment and the runtime you need.
5.7 IT room air conditioning Dedicated air conditioning may be needed.
5.8 Temperature/humidity monitoring Alert IT when thresholds are exceeded.
5.9 Surge protection / electrical protection Coordinate with the electrical engineer.
5.10 Critical IT circuits on generator power Coordinate with the electrical/MEP designs.
5.11 Grounding and lightning protection for low-voltage systems Dedicated grounding and lightning protection for the network, CCTV and access control, coordinated with the electrical design and NBR 5419 (Brazil's lightning protection standard).

06 Network Switches, Wi-Fi and the segmentation that separates guests, operations, payments and building systems. 0/18

Item	Requirement	Status	Qty	Notes	Owner
6.1 Core switch Prefer managed equipment with Layer 3 capability.
6.2 Managed PoE switches Power APs, cameras, phones and other PoE devices.
6.3 Wi-Fi 6/6E access points Indicative only; the final quantity requires an RF design.
6.4 Professional Wi-Fi design/survey A predictive design followed by a validation survey.
6.5 Wi-Fi capacity and performance requirements Define expected user density, capacity per area, minimum throughput, roaming and requirements for events and high-density areas, beyond just the Wi-Fi generation.
6.6 Captive portal and bandwidth control (QoS) for guest Wi-Fi A login/terms of use screen and a per-device bandwidth limit, so the guest network is not overloaded.
6.7 Guest Wi-Fi VLAN A dedicated network for guest internet access.
6.8 Staff/corporate VLAN Staff and operational devices.
6.9 POS VLAN A separate environment for payments/POS.
6.10 CCTV VLAN Isolate cameras and the NVR.
6.11 Access control VLAN For electronic locks and access systems.
6.12 IoT/BMS VLAN Separate TVs, sensors and building systems.
6.13 Network management VLAN An administration network with restricted access.
6.14 Network access control (NAC or equivalent) Controls which devices can connect to the corporate and infrastructure networks, especially third-party equipment and unmanaged devices.
6.15 Network monitoring Monitor the internet link, firewall, switches, APs and critical systems.
6.16 PoE power budget for the switches Add up the draw of APs, cameras, phones and PoE locks; PoE++ switches often run out of headroom when this is not calculated before purchase.
6.17 IP addressing plan and VLAN/DHCP/DNS scheme A reference document for the whole IT team and suppliers during installation and support.
6.18 Time synchronisation (NTP) across systems Consistent time across the PMS, CCTV, access control and logs makes audits and incident investigations easier.

07 PMS and Reservations The central property management system and the integrations that depend on it. 0/12

Item	Requirement	Status	Qty	Notes	Owner
7.1 PMS selection and evaluation Evaluate features, integrations, security, costs, support, scalability and fit with the hotel's operating model before signing.
7.2 Property management system (PMS) Reservations, rooms, check-in/out, housekeeping, billing and reporting.
7.3 PMS implementation/configuration Room types, rates, users, workflows and integrations.
7.4 Channel manager Sync Booking.com, Expedia, Airbnb and similar.
7.5 Direct booking engine Connect the hotel's website to the PMS/channel manager.
7.6 Digital check-in/check-out Depends on the operating model.
7.7 FNRH Digital integration Confirm the current Brazilian requirements for FNRH Digital (the national guest registration form) and whether the PMS supports them.
7.8 CRM / guest relationship management Guest preference history and communication, integrated with the PMS.
7.9 RMS / revenue management system Dynamic pricing integrated with the PMS and channel manager.
7.10 Housekeeping task management app Real-time room cleaning status, integrated with the PMS.
7.11 Spa/wellness system integration Spa and activity booking integrated with the PMS, when the hotel or resort offers these services.
7.12 Data migration plan Applies to renovations, PMS changes or taking over an operating hotel: define the data to migrate, source and destination, owners, validation, testing, contingency and data protection during the migration.

08 Website and Digital The hotel's digital presence: website, domain, analytics and guest communication channels. 0/6

Item	Requirement	Status	Qty	Notes	Owner
8.1 Hotel website A responsive website, designed mobile first.
8.2 Hotel domain/DNS Configure DNS and email securely.
8.3 SSL/TLS certificate Usually included and automated by the hosting provider.
8.4 Analytics and conversion tracking Google Analytics/Tag Manager or equivalent.
8.5 WhatsApp integration Reservations, concierge and guest communication.
8.6 Google Business Profile Essential for the hotel's local presence.

09 POS, Payments and Tax Payment terminals, Pix, tax invoicing integrations and PCI DSS compliance scope. 0/8

Item	Requirement	Status	Qty	Notes	Owner
9.1 POS selection and evaluation Evaluate integrations with the PMS, payments and tax invoicing, local support and total cost before signing, when the hotel runs a restaurant or bar.
9.2 Restaurant/bar POS Depends on the restaurant/bar operation.
9.3 Room charge posting integration Allow F&B charges to be posted to the guest's folio.
9.4 Payment terminals The quantity depends on the front desk and F&B points.
9.5 Pix payments Online and/or in-person payment flows for Pix, Brazil's instant payment system.
9.6 Online payment gateway For direct bookings and deposits.
9.7 NFC-e/NF-e/NFS-e integration Integration with Brazilian electronic tax invoices; the exact requirements depend on the state, municipality and operation.
9.8 PCI DSS scope definition and validation Design the payment architecture to minimise exposure to card data and agree with the payment provider who is responsible for each part of the PCI DSS scope; responsibility does not automatically sit with the provider alone.

10 Telephony and Communications Phones for the front desk, back office and guest rooms, and emergency communication for staff. 0/5

Item	Requirement	Status	Qty	Notes	Owner
10.1 VoIP/PBX platform Cloud or on-premises PBX.
10.2 Front desk IP phones The final quantity depends on staffing.
10.3 Back-office IP phones Management, maintenance and other administrative areas.
10.4 Guest room phones Depends on the hotel's concept and service model.
10.5 Staff/emergency communication devices Smartphones or radios, depending on the operating model.

11 Guest Room Technology TVs, casting and automation: the technology experience inside the guest's room. 0/11

Item	Requirement	Status	Qty	Notes	Owner
11.1 Commercial hospitality smart TVs Prefer models with centralised management.
11.2 Network connections for TVs Prefer wired connections for TVs where possible.
11.3 Chromecast/AirPlay/casting solution Must stop guests in different rooms from controlling each other's devices.
11.4 Digital guest information portal Via TV, QR code or mobile web.
11.5 Minibar sensors/management Only if needed.
11.6 Guest room automation/controls Lighting, climate, occupancy, curtains and so on.
11.7 In-room electronic safe Consider a model with centralised management and an opening audit trail, if needed.
11.8 Occupancy-based room energy management Cut or reduce HVAC and lighting via key card or occupancy sensor, integrated with the BMS.
11.9 Digital menu/QR code for room service Complements or replaces the printed menu; integrates with the POS when guests place their own orders.
11.10 In-room voice assistant For example Alexa for Hospitality; assess privacy and LGPD before enabling microphones in guest rooms.
11.11 ECAD licensing for background music and TV Mandatory in Brazil for music and TV content played in public areas and guest rooms (ECAD is the collective music rights body).

12 Electronic Locks and Access Control Who enters each room and each restricted area, and how that is recorded. 0/6

Item	Requirement	Status	Qty	Notes	Owner
12.1 Electronic guest room locks RFID/NFC/mobile key, depending on the chosen system.
12.2 Staff access control IT room, offices, staff entrance, technical rooms and so on.
12.3 Access control controller/software The final quantity depends on the system.
12.4 PMS/lock integration Automate the issuing of guest credentials.
12.5 Access event logging/audit Retain according to operational and security requirements.
12.6 Lift integration with access control/PMS Destination dispatch and floor restriction by guest key card, common in towers with VIP floors.

13 CCTV and Security Cameras, recording, alarms and the hotel's other physical security systems. 0/7

Item	Requirement	Status	Qty	Notes	Owner
13.1 IP CCTV cameras Indicative; the final quantity should come from the security design.
13.2 NVR/VMS Capacity is set by the number of cameras and the retention period.
13.3 CCTV storage The chosen retention period determines the capacity needed.
13.4 CCTV monitoring station/screen Front desk, security or management, as appropriate.
13.5 Intrusion alarm Depends on the property and security design.
13.6 Intercom/video door entry Main or service entrance, if needed.
13.7 Panic/emergency buttons According to front desk, cash handling and security requirements.

14 BMS, HVAC and Building Systems Building automation, climate control, and energy and leak monitoring. 0/7

Item	Requirement	Status	Qty	Notes	Owner
14.1 Building management system (BMS) Assess cost-benefit for a 30-room hotel.
14.2 HVAC/climate control integration Energy management and monitoring.
14.3 Energy monitoring Electricity, water and other utilities, where applicable.
14.4 Water leak detection Higher-risk technical and guest areas.
14.5 IoT gateway/platform Only if several smart systems need to be integrated.
14.6 Fire alarm interface with BMS, access control, lifts, CCTV, TVs and PMS The fire detection and alarm system is designed separately (fire safety); this item covers defining and testing the required interfaces with the BMS, access control, lifts, CCTV, TVs and PMS, in line with the fire safety design.
14.7 CMMS / building maintenance management system Work orders and preventive maintenance for engineering, with or without BMS integration.

15 Office IT and End Users Computers, tablets and printers used by staff in day-to-day operations. 0/8

Item	Requirement	Status	Qty	Notes	Owner
15.1 Front desk PCs/workstations Two monitors can improve front desk workflows.
15.2 Management laptops Depends on staffing.
15.3 Back-office PCs/laptops Finance, HR, administration and so on.
15.4 Housekeeping tablets/mobile devices Real-time room status updates.
15.5 Front desk ID/passport document scanner Speeds up guest registration and helps complete the FNRH, the national guest registration form.
15.6 Front desk network printer Avoid unnecessary standalone printers.
15.7 Back-office multifunction printer A shared network printer/scanner.
15.8 Restaurant/kitchen printers Depends on the POS workflow.

16 Cloud and Productivity Corporate email, cloud documents and the digital identity of each employee. 0/6

Item	Requirement	Status	Qty	Notes	Owner
16.1 Corporate email platform Microsoft 365 or Google Workspace.
16.2 Cloud document storage SharePoint/OneDrive or Google Workspace.
16.3 Centralised identity management Use a single identity platform wherever possible.
16.4 Joiner, mover and leaver access process Define who approves, creates, changes and revokes access for staff and third parties in the PMS, POS, corporate email, network, CCTV and access control; especially relevant with high turnover and seasonal staff.
16.5 MFA / multi-factor authentication Mandatory for admin and cloud accounts.
16.6 Password manager A corporate password vault with role-based access.

17 Endpoints and Cybersecurity Protection for staff devices and the first line of defence against incidents. 0/8

Item	Requirement	Status	Qty	Notes	Owner
17.1 Endpoint protection/EDR Business-grade endpoint security.
17.2 Device management/MDM Intune or equivalent.
17.3 Patch/update management Operating system and application updates.
17.4 Full disk encryption Protect lost or stolen devices.
17.5 Least privilege/separate admin accounts Do not use shared admin accounts.
17.6 Email security/anti-phishing Complements MFA with specific protection against phishing and email spoofing.
17.7 Security awareness training Especially useful for the front desk and finance.
17.8 Vulnerability scanning / penetration testing Periodic assessment of the network and exposed systems, to find vulnerabilities before they are exploited.

18 Backup and Disaster Recovery What keeps the hotel operating when something fails. 0/9

Item	Requirement	Status	Qty	Notes	Owner
18.1 RTO/RPO defined for critical systems For the PMS, POS, payments, internet, access control, Wi-Fi and email, define how long each system can be down and how much data can be lost, before sizing backup and contingency.
18.2 Microsoft 365/Google Workspace backup A cloud service being available is not the same as a backup.
18.3 Backup of critical configurations Firewall, switches, APs and other infrastructure components.
18.4 PMS/data backup strategy Confirm exactly what the PMS supplier includes in the backup.
18.5 Backup restore testing Confirm regularly that backups can be restored successfully; an untested backup is no guarantee of recovery.
18.6 Backup protected against tampering or deletion Keep at least one copy protected against ransomware, accidental deletion or compromised admin credentials.
18.7 Disaster recovery plan A practical operational plan for outages and incidents.
18.8 PMS outage procedure A manual contingency procedure for check-in/check-out.
18.9 Internet outage procedure A contingency procedure for the front desk and payments.

19 IT Management and Support Monitoring, support and the documentation that sustains IT operations after opening. 0/6

Item	Requirement	Status	Qty	Notes	Owner
19.1 Network/device monitoring Centralised alerts.
19.2 Managed IT service/help desk A remote MSP with on-site support when needed.
19.3 IT asset inventory A record of hardware, software and the owner of each asset.
19.4 Network diagram Keep it up to date after commissioning.
19.5 Rack diagrams/patch panel schedules Handover documentation.
19.6 Supplier and support contact register PMS, internet provider, locks, CCTV, POS and so on.

20 Compliance and Governance LGPD, PCI DSS and the incident response plan, defined before they are needed. 0/6

Item	Requirement	Status	Qty	Notes	Owner
20.1 Personal data inventory Identify guest, staff and CCTV data.
20.2 Privacy/data retention requirements Define retention and access rules.
20.3 Supplier/data processor contracts Review the PMS, cloud, CCTV and other suppliers.
20.4 Cybersecurity incident response plan Include escalation and supplier contacts.
20.5 Payment/card environment assessment Avoid storing card data in the hotel's systems wherever possible.
20.6 Cyber insurance Cover for incident response, notification, business interruption and liability, according to the hotel's risk profile and contractual requirements.

21 Meeting and Event Technology Audio, video and connectivity for hotels with event space. 0/5

Item	Requirement	Status	Qty	Notes	Owner
21.1 Meeting room screen/projector Only if there is meeting or event space.
21.2 USB-C/HDMI connectivity for presentations For meeting rooms.
21.3 Video conferencing equipment Depends on the hotel's positioning.
21.4 Meeting room audio/microphone system Microphones and speakers for larger rooms or standing events.
21.5 Dedicated Wi-Fi capacity for meetings/events Plan it during the Wi-Fi design.

22 Construction and Commissioning The final tests that confirm each system works before the building is handed over. 0/8

Item	Requirement	Status	Qty	Notes	Owner
22.1 IT designs/drawings Coordinate with architecture, MEP and security.
22.2 IT installation specification A document for quoting and contracting suppliers.
22.3 Network commissioning Test WAN, VLANs, switching, Wi-Fi and redundancy.
22.4 CCTV commissioning Test coverage, recording and retention.
22.5 Access control commissioning Test guest and staff access flows.
22.6 PMS/POS integration testing Test reservations, room postings, payments and tax invoicing flows.
22.7 Failover/outage testing Test providers, UPS, generator and contingency procedures.
22.8 User acceptance testing (UAT) Validate the hotel's key workflows with front desk, housekeeping, F&B, finance and maintenance users before go-live; the network can pass technical testing and the front desk still be unable to complete a check-in.

23 On-Site Technology (Public Areas) Screens, digital signage and guest touchpoints outside the room. 0/5

Item	Requirement	Status	Qty	Notes	Owner
23.1 TV screens at the front desk/other areas
23.2 Digital signage Digital signage for guests, announcements and so on.
23.3 Front desk touchscreen
23.5 Self-service check-in/check-out kiosk Dedicated hardware for self check-in/check-out (document reading, payment, key issuing), separate from the general-purpose front desk screen.
23.6 Network/payment connectivity for EV chargers Integration with the payment gateway and the network, when the hotel offers chargers.

24 Handover, Documentation and Project Closure Commissioning, final testing, as-built records and the warranty and support documents that close the project. 0/7

Item	Requirement	Status	Qty	Notes	Owner
24.1 Testing Technology and integration testing
24.2 Commissioning
24.3 Go-live preparation and support
24.4 Project handover and closure
24.5 Warranty management
24.6 Post-opening support
24.7 Final IT documentation/as-built Final plans, configurations, inventories, addressing and diagrams, with admin credentials handed over through a secure password management process, not in an ordinary document.

Interactive Technology Checklist for Hotel Construction

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