Maximizing Safety While Managing Costs: A Practical Guide for Hotel Fire Protection
Whether you're managing a luxury resort or a boutique hotel, fire safety is a top priority not only for compliance but for the safety and peace of mind of your guests and staff. That’s why it’s crucial for hotels to stay ahead of their fire protection needs.
With the annual budgeting season approaching, now is the perfect time to ensure that your hotel's fire protection systems are well-maintained, up to code, and ready for the year ahead. Let’s dive into some key areas to consider when planning your hotel’s fire protection budget.
1. Routine Inspections (Preventative Maintenance) and Deficiency Repairs
Regular inspection and testing are essential to ensure your fire systems are functioning as designed. For hotels, this includes fire sprinklers, alarms, extinguishers, kitchen hood suppression or other suppression systems that may be installed in server rooms or electrical rooms. Fire codes mandate that systems are inspected annually, semi-annually, quarterly and even monthly. The frequency of inspection and testing depends on several factors. Three of the most important considerations are:
(1) the requirements of your state or local jurisdiction (the Authority Having Jurisdiction)
(2) the requirements of your insurance provider
(3) the manufacturer’s recommendations
Typically, the inspections and testing will yield deficiency repairs that often are forgotten during the budgeting process. Depending on your property, we recommend a certain percentage of the inspection and testing budget be forecasted for your deficiency repair budget.
Budget Tip: Ensure your budget includes preventative maintenance inspections and funds for any deficiency repairs that may be required after the inspections. We recommend forecasting a percentage of the inspection and testing budget for deficiency repairs.
2. Periodic Scheduled Maintenance
All types of fire systems require periodic maintenance at certain intervals, such as 5-year maintenance on sprinkler systems, 12-year hydrostatic testing for portable fire extinguishers or 3-year battery replacement of batteries in fire alarm panels. You will need to work closely with your fire protection contractor to forecast and budget for periodic maintenance.
Budget Tip: Be sure to include for periodic maintenance that is required for some systems at 3, 5, 10 or 12 years.
Visit our Resource Download page for essential tools, checklists and comprehensive guides to help you stay on top of required maintenance and compliance. You can also check out our blog Weighing The Factors to Determine Fire System Inspection and Testing Frequency on our blog here.
3. Upgrading Aging Systems
Many hotel properties, especially those that have been around for a while, might still be using older fire protection systems. These systems not only pose potential safety risks but can also become costly in terms of maintenance or parts that are difficult to find. Spare parts should be kept on site. Not all contractors will have old or obsolete parts for these systems. Also, if systems fail, downtime waiting on parts or materials could be longer. In some cases, especially in the case of fire alarms, system replacement might be required. While waiting on parts and installation, fire watch is required and is very costly. We recommend staying on top of aging or obsolete systems before an emergency occurs. Looking for fire protection system parts? Shop our online parts store or submit a request for a quote.
Budget Tip: If your hotel is using older fire alarms or sprinkler systems, consider allocating funds for phased upgrades over time. Replacing or retrofitting these systems not only enhances safety but could lower insurance premiums in the long run.
4. Staff Training
Learning about emergency protocol during a fire emergency or about system operation when a sprinkler pipe bursts is not ideal, but we’ve seen it happen. Even with the most reliable systems, without proper training of your staff, your property still may be at risk. Your team—especially engineers, maintenance staff, and even housekeeping—should be well-versed in how to operate fire safety equipment and understand emergency procedures. For this reason, we recommend that you include semi-annual or quarterly training for fire systems and fire drills in your annual budget. Century Fire offers free virtual learning sessions as well as customized programs to train your employees at your site or ours. Visit our training page to learn more.
Budget Tip: Set aside a portion of your budget for annual fire safety training for your staff. Investing in this training not only ensures a swift and effective response in case of an emergency but also reduces liability.
5. Emergency Repairs and On-Call Services
No matter how diligent you are with inspections and maintenance, emergencies will happen. Having a fire protection partner who offers 24/7 emergency services is essential to minimize downtime and ensure safety.
Budget Tip: Expecting the unexpected will minimize budget overages, so be sure to include a contingency fund in your budget for emergency service calls.
6. Budgeting for Future Growth
If your hotel plans to expand or undergo renovations in the coming year, don’t forget to factor in fire protection system upgrades. Adding new guest rooms, restaurants, or event spaces will likely require system expansions to meet fire codes and ensure adequate protection.
Budget Tip: Collaborate with your fire protection contractor early in the design or planning phase of any renovations to ensure that your hotel’s fire safety budget reflects the full scope of work needed. It’s always more cost-effective to address fire protection during the construction phase than after the fact.
7. Insurance and Liability
Insurance providers look closely at a hotel’s fire protection measures when determining coverage and premiums. Hotels that demonstrate consistent upkeep of fire protection systems, conduct regular inspections, and maintain compliance often qualify for lower insurance rates.
Budget Tip: Work with your insurance provider to ensure they’re aware of your hotel’s proactive fire protection measures. Ask about potential discounts or premium reductions for upgrading fire systems or implementing new safety training programs.
Conclusion: Fire Safety Is an Investment, Not an Expense
At the end of the day, budgeting for fire protection in your hotel is more than just another line item—it’s an investment in safety, compliance, and the long-term health of your business. By planning ahead and budgeting wisely, you can protect your guests, your staff, and your property, all while avoiding costly surprises down the road.
If you’re not sure where to start or need a professional assessment of your current systems, Century Fire is here to help. With decades of experience in the fire protection industry, we’ve partnered with hotels of all sizes to develop smart, scalable fire protection plans. Let's make sure your hotel is ready for whatever the year brings! Contact us today.
