Right now, hotels are quiet. Lobbies are calm. Check-ins are manageable.
But that's about to change.
If you wait until you're busy to order equipment, you've already waited too long.
The Guest Flow Reality: From Quiet to Packed in 90 Days
Let's look at what actually happens between now and summer.
U.S. Hotel Occupancy Rates: The Sharp Climb
| Period | Average Occupancy | What This Means |
|---|---|---|
| Jan-Feb | 55-58% | Where we are now - quietest period |
| March | 60% | Starting to pick up |
| April | 63% | Noticeably busier |
| May | 65% | Climbing fast |
| June-August | 68-72% | Peak season - 30% more guests than now |
Source: STR/CoStar Hotel Analytics 2024
The reality: Hotels go from their quietest months (January-February at 55-58% occupancy) to their busiest months (June-August at 68-72%) in just 4-5 months.
That's not a gradual increase. That's a surge.
July 2024 saw U.S. hotel occupancy reach 68.8%, with top markets exceeding 80%. By mid-June, 47% of hotels in major markets were operating above 80% occupancy.
Don't Let Current Conditions Fool You
This is the critical mistake: ordering based on what you see today.
What hotels see in January-February:
- Half-empty lobbies
- Minimal luggage cart usage
- Light room service demand
- Low waste volume
What they forget:
- In 3 months, guest volume increases 30-40%
- Equipment that sits idle now will run non-stop then
- What works at 58% occupancy struggles at 72% occupancy
Peak season typically hits mid-June through August when favorable weather and event calendars drive occupancy well above annual averages.
Equipment Demand During Peak vs. Now
Current winter usage (55-58% occupancy):
- Luggage carts: 15-20 guest interactions daily
- Room service trolleys: 8-12 deliveries daily
- Lobby traffic: Moderate, spaced out
- Waste volume: Standard baseline
Peak season usage (68-72% occupancy):
- Luggage carts: 25-30+ guest interactions daily
- Room service trolleys: 18-25+ deliveries daily
- Lobby traffic: Constant, compressed check-in/out windows
- Waste volume: 40-50% higher than winter
The equipment you have today needs to handle tomorrow's volume.
The March Timing Logic: Why Orders Placed Now Arrive on Time
Here's the procurement timeline that matters.
Standard Equipment Production & Delivery
Most hotel equipment requires 4-6 weeks from order to delivery:
- Manufacturing: 3-4 weeks
- International shipping: 1-2 weeks
- Customs + domestic delivery: 1 week
March Order Timeline
Order placed now (early-mid March):
→ Production completed: Early-mid April
→ Shipping + delivery: Late April
→ Equipment arrives: End of April
Guest volume in late April: 63% occupancy (climbing)
Perfect timing: New equipment arrives just as demand starts increasing
What If You Wait?
Order placed in late April:
→ Production completed: Late May
→ Shipping + delivery: Mid-June
→ Equipment arrives: Late June
Guest volume in late June: 70%+ occupancy (already peak season)
Problem: You're unpacking equipment during your busiest period
The 90-Day Window: March to Peak Season
Let's map this out clearly.
| Timeline | Hotel Occupancy | Equipment Status |
|---|---|---|
| Now (Late Jan) | 55-58% - Quiet period | Current equipment sufficient |
| March | 60% - Starting to climb | ← Place orders now |
| April | 63% - Getting busier | ← Equipment arrives |
| May | 65% - Noticeably busy | Equipment in use, handling increased demand |
| June-August | 68-72% - Peak season | Equipment running at full capacity |
The math is simple:
March order = Equipment ready before demand peaks
Late order = Equipment arrives after you already needed it
What Peak Season Does to Equipment
More guests doesn't just mean "a bit busier."
During June-August peak (68-72% occupancy):
- Luggage carts handle check-in rushes where 10-15 guests arrive simultaneously
- Room service trolleys make continuous trips during compressed meal periods
- Menu display stands face constant traffic in restaurant entries
- Trash receptacles fill 40-50% faster with higher guest density
Equipment that works fine at 58% winter occupancy shows strain at 72% summer occupancy.
U.S. hotels see their highest occupancy in mid-July, when favorable weather drives travel demand to annual peaks.
This isn't the time to realize your equipment can't keep up.
March Orders = Ready When Demand Hits
Here's why March timing works.
Scenario A: March Procurement
March:
- Order equipment while occupancy is still 60%
- Production happens during quiet period
April:
- Equipment delivered at 63% occupancy
- Setup while hotel operations are manageable
- Ready to use immediately
May-August:
- Occupancy climbs to 65-72%
- New equipment handles increased demand smoothly
- No operational disruptions during peak revenue period
Scenario B: Late Procurement
April-May:
- Finally decide to order equipment
- Production scheduled during busy period
June:
- Equipment arrives during 68-70% occupancy
- Delivery and setup during peak operations
- Brand new items being used for first time under maximum demand
Result: You're learning how new equipment performs during your busiest, highest-revenue weeks.
Supply Availability: March vs. Later
There's another factor beyond timing: competition.
Most hotels follow the same pattern—they order when they get busy. Problem is, everyone gets busy at the same time.
March manufacturing landscape:
- Standard production capacity available
- Full inventory of materials and finishes
- Typical 4-6 week lead times honored
- Custom specifications easily accommodated
May-June manufacturing landscape:
- Order queues backed up from spring rush
- Extended lead times (6-8 weeks instead of 4-6)
- Popular configurations may be temporarily unavailable
- Limited flexibility for custom requests
March buyers get first access to production capacity. Late buyers wait in line.
According to industry data, hotel equipment orders spike significantly between April and June as properties scramble to prepare for summer—creating bottlenecks in manufacturing and shipping.
The Bottom Line: Match Equipment Arrival to Demand Curve
Peak season isn't a surprise. It happens every year.
What we know for certain:
- January-February: Hotels are at 55-58% occupancy (quietest period)
- March-April: Occupancy climbs to 60-63% (demand increasing)
- May: Occupancy reaches 65% (noticeably busy)
- June-August: Occupancy peaks at 68-72% (30% more guests than winter)
What this means for procurement:
→ Order in March = Equipment arrives in April (right as demand increases)
→ Order in April-May = Equipment arrives in June (after peak already started)
March Procurement Gets You:
- Equipment delivered before demand surge
- Setup during manageable occupancy levels
- Ready to use when guest volume increases
- Full production capacity and inventory available
- Standard lead times without delays
Waiting Means:
- Equipment arrives during peak season
- Setup during your busiest operational period
- Longer lead times due to order backlogs
- Limited availability of popular items
- Using new equipment for the first time under maximum demand
Don't Order Based on What You See Today
The mistake is looking at your quiet lobby in February and thinking "we're fine."
You're not ordering for February. You're ordering for June.
Current occupancy: 55-58% (quiet)
June occupancy: 68-72% (30% more guests)
That 30% increase in guests means significantly higher demand on every piece of equipment.
March is your window. Not because equipment is cheaper (though it often is). Not because shipping is faster (though it often is).
March matters because equipment ordered now arrives when you start needing it.
Order in March → Equipment ready in April → Handles May-August peak smoothly
Wait until April-May → Equipment arrives June-July → You're already in peak season
Place Your March Order
Peak season starts in less than 90 days.
Consider what your hotel needs for June-August:
- Luggage carts to handle 30-40% more check-ins
- Room service trolleys for increased in-room dining demand
- Menu display stands for higher restaurant traffic
- Trash receptacles for greater waste volume
March procurement checklist:
- Assess current equipment against peak season demand (not current demand)
- Request quotes this week while inventory is available
- Place orders by mid-March for late April delivery
- Equipment arrives before occupancy surge begins
Don't order based on how quiet it is today.
Order based on how busy it will be in 90 days.
That's why March matters.
Questions about your specific needs? Contact us at info@crazyant-hotel.com.