Working To Time Frames & Ordering Furniture

When you're opening a new bar, restaurant, or café—or planning a refurbishment—timing is everything. From build schedules to supplier lead times, there are countless moving parts. But one area that often gets underestimated is ordering contract furniture.

Leave it too late, and you could face rushed decisions, shipping delays, or missed opening dates. Plan ahead, and you’ll secure the best furniture, custom finishes, and smooth delivery—without the panic.

So, when should you order contract furniture, and how do you build it into your project timeline?

Let’s break it down.

Why Timing Matters for Contract Furniture

Contract furniture is different from buying off-the-shelf pieces from a retail store. These items are:

• Made-to-order or semi-bespoke

• Built to commercial-grade standards

• Often imported or custom-finished

• Delivered in bulk quantities with specific logistics

All of this takes time. Knowing when to place your order can help avoid costly delays and give you the freedom to choose the exact styles, fabrics, and finishes you want.

General Rule: Order 8–12 Weeks Before Installation

As a rule of thumb, aim to place your order at least 8–12 weeks before your planned installation date. This allows time for:

• Production

• Shipping (especially if imported)

• Quality checks

• Custom upholstery or finishes

• Scheduling delivery and fitting around other trades

For large or fully bespoke orders, allow even longer—up to 14–16 weeks.

Key Phases for Planning Contract Furniture

1. Concept Stage (3–4 Months Before Opening)

Start thinking about your furniture needs early in the design process:

• What kind of seating will you need (banquettes, bar stools, dining chairs)?

• How many covers are you planning for?

• Do you want custom finishes or branded features?

Now’s the time to start conversations with furniture suppliers and get initial quotes.

2. Final Design & Floor Plan (10–12 Weeks Before Opening)

Once your layout is finalised, you can:

• Confirm quantities

• Choose materials, fabrics, and finishes

• Get samples and sign off on specifications

This is the ideal window to place your order, especially if you're working to a deadline.

3. Production & Quality Checks (6–10 Weeks Before Opening)

Your furniture will now go into production. Timelines depend on:

• Stock availability

• Customisation requirements

• Whether the furniture is manufactured locally or overseas

During this time, you may be asked to confirm delivery dates or access details for your site.

4. Delivery & Installation (1–2 Weeks Before Opening)

Coordinate your delivery with your main contractor or fit-out team. Furniture is often one of the final elements to go in—after flooring, painting, lighting, and major installations.

Tip: Always allow a buffer in case of last-minute delays.

Common Delays and How to Avoid Them

Here are a few common issues that can slow things down—and how to sidestep them:

Planning a Refurbishment? Timing Still Matters

Even if you’re not opening a brand-new venue, ordering furniture for a refurbishment still requires planning.

If you're refurbishing during a seasonal closure or tight window (e.g. January for many restaurants), work backwards from your reopening date and aim to order 10–12 weeks in advance to ensure everything is delivered and installed without a rush.

Final Thoughts

Ordering contract furniture isn’t just about choosing the right look—it’s about smart project planning. By factoring furniture into your timeline early, you’ll have more choice, more control, and far less stress as your opening day approaches.

Quick Recap: Ideal Ordering Timeline

Need help planning your contract furniture order?
We work closely with hospitality owners, designers, and fit-out teams to deliver stylish, durable furniture—on time and on budget.

The first question we will ask you if when are you opening, which will guide you to made to order or stock items depending how flexible or strict your date is.  Get in touch today to talk through your timeline or request a free quote.