FF&E: A Comprehensive Guide to Furniture, Fixtures, and Equipment

Furniture, Fixtures, and Equipment, commonly abbreviated as FF&E, refers to the movable objects within a building that support its functional use. These items are not permanently affixed to the structure. Typical examples include furniture, lighting, appliances, and specialized equipment. FF&E is relevant in architecture, interior design, construction, facility management, and operations.

FF&E represents a significant portion of a project's cost, operational functionality, and long term maintenance requirements. The selection, documentation, procurement, installation, and handover of FF&E requires coordination among designers, owners, contractors, procurement agents, and suppliers.

FF&E at a Glance

Definition of FF&E

FF&E consists of three primary categories:

Furniture

Furniture consists of movable items that support the functional program of a space. These objects do not require construction labor to relocate. Examples include:

• Chairs

• Tables

• Desks

• Benches

• Storage units

• Soft seating

• Beds

Furniture is by definition fully movable and does not require building modification for installation.

Fixtures

Items that attach to a surface in a semi permanent manner. Fixtures do not require significant demolition or reconstruction to relocate. Examples include:

• Wall mounted shelving

• Pendant lights

• Sconces

• Coat hooks

• Display systems

Fixtures differ from elements that are permanently fixed to the building structure.

Equipment

Equipment includes specialized tools, appliances, and devices needed for the operation of a facility. These items may require electrical or plumbing connections but are not permanently integrated into the building. Examples will vary significantly by the buildings use, here are some examples:

• Medical devices such as imaging equipment

• Food service appliances such as ovens and refrigeration units

• Audio visual equipment in a school auditorium or church

• Office equipment such as printers and plotters

• Laundry equipment in hotels, hospitals, and service businesses

Equipment may require power and plumbing but is still considered FF&E if not permanently integrated into the building structure.

What FF&E Does Not Include

FF&E does not include building components that are permanently affixed or require construction labor for installation. Exclusions include:

• Millwork and casework that is built into the structure

• Plumbing fixtures such as sinks and toilets

• Mechanical, electrical, and plumbing systems

• Structural components

• Non movable partitions

• Fire suppression systems

These items fall within architectural or MEP scopes of work.

Related Terms

OS&E (Operating Supplies and Equipment)

Consumable items and small equipment used in the daily operation of a facility. Common in hospitality and healthcare. Examples include linens, cutlery, housekeeping carts, and small appliances.

OFCI (Owner Furnished, Contractor Installed)

The owner supplies the FF&E item and the contractor installs it. This method is used when owners prefer control of product selection or volume purchasing.

Read more about managing OFCI efficiently →

CFCI (Contractor Furnished, Contractor Installed)

The contractor is responsible for supplying and installing the FF&E item. This method is used when procurement and installation are included in the contractor’s scope.

OFOI (Owner Furnished, Owner Installed)

The owner provides and installs the item. This procurement method usually applies to small or low risk equipment.

Casegoods vs Loose Furniture

• Casegoods refers to built casework and semi fixed cabinetry.

• Loose furniture refers to movable items that are not attached to the structure.

FF&E Across Industries

FF&E varies depending on building type. Examples include:

Hospitality

• Guest room beds

• Casegoods

• Soft seating

• Kitchen and laundry equipment

• Outdoor furniture

Healthcare

• Patient beds

• Medical imaging devices

• Treatment chairs

• Nurse station equipment

• Infection resistant surfaces

Office

• Workstations

• Office chairs

• Conference room tables

• Presentation equipment

Education

• Student desks

• Lab equipment

• Library shelving

• Audiovisual systems

Retail

• Display cases

• Point of sale equipment

• Lighting

Each sector has distinct requirements related to durability, safety, and operational performance.

The FF&E Lifecycle

The FF&E lifecycle typically involves the following phases:

1. Programming and Schematic Design

Preliminary identification of FF&E needs and quantities. Designers often produce early test fits to evaluate space planning.

Read the Interior Design Process Explained →

2. Design Development

Detailed specifications begin. Product research, vendor evaluations, finishes, model numbers, and special requirements are documented.

3. Budgeting

FF&E budgets are developed and reconciled. Costs include base unit price, freight, warehousing, taxes, installation, and contingency.

4. Specification and Documentation

Cut sheets, elevations, schedules, and product data sheets are compiled. Substitutions and alternates may be evaluated.

Read how to connect FF&E to Revit Workflows →

5. Procurement

Orders are placed, lead times are tracked, purchase orders are managed, and logistics are coordinated.

Read FF&E Procurement Explained →

6. Delivery and Installation

Items arrive at the warehouse or site. Inspections occur to confirm condition and compliance with submittals. Installation is coordinated with trades.

7. Punch List and Closeout

Non conforming or damaged items are replaced or repaired. Manufacturers’ manuals, warranties, and asset data are organized.

Read everything you need to know about construction punch lists →

8. Operations and Maintenance

Owners use FF&E data for maintenance, reordering, and lifecycle planning.

Read the FF&E Process Explained →

Roles and Responsibilities

Multiple parties contribute to FF&E delivery. We’ve outlined some of them below.

Interior Designers

• Select furniture, fixtures, and equipment

• Develop specifications and design intent drawings

• Coordinate with consultants and vendors

• Present options to clients

See Layer Solutions for Interior Designers →

Owners

• Approve selections and budgets

• Define functional requirements

• Lead OFCI or OS&E procurement when applicable

See Layer Solutions for Building Owners →

Procurement Agents

• Manage bidding, pricing, and vendor negotiations

• Place orders

• Track lead times

• Inspect deliveries

• Manage warehousing and logistics

General Contractors

• Coordinate site readiness

• Install contractor furnished and OFCI items

• Provide temporary storage if required

See Layer Solutions for General Contractors →

Vendors and Manufacturers

• Supply product samples

• Provide technical data

• Produce shop drawings for custom items

Common Coordination issues

Budgeting and Cost Factors

FF&E budgets vary by project type and quality level. Typical cost considerations include:

• Base unit cost

• Freight and delivery fees

• Warehousing

• Installation labor

• Taxes and duties

• Crating and packaging

• Long lead time risk

• Warranty and service costs

Budget overruns commonly occur due to scope changes, discontinued products, long lead times, or brand standards. Read the FF&E Procurement Process Explained →

Compliance and Standards

FF&E is subject to numerous codes and standards. Requirements vary by jurisdiction.

Accessibility

FF&E placements must comply with accessibility regulations such as ADA. Clearances, reach ranges, and operability standards must be considered.

Fire Ratings

Some materials require flame resistance certifications such as CAL 117 or NFPA 701.

Health and Safety

Healthcare environments may require antimicrobial materials and infection control compliance.

Sustainability

Many projects follow LEED, WELL, or similar frameworks. FF&E must meet certification requirements related to emissions, recyclability, or sourcing.

Documentation Requirements

FF&E documentation may include:

• Product data sheets

• Cut sheets

• Finish samples

• Shop drawings

• Warranty documentation

• Inventory lists

• Maintenance instructions

• Closeout manuals

A structured digital system is typically required due to the volume of data. Tools like Layer can help you manage this process and create documentation faster than using generic business systems like Microsoft Excel or Word processing tools.

FF&E Procurement

Procurement involves sourcing, purchasing, and follow through.

Sourcing

Identifying products that match design intent, quality requirements, schedule, and budget.

Purchasing

Issuing purchase orders, confirming pricing, approving shop drawings, and coordinating accounting.

Follow Through

Tracking shipping, warehousing, delivery, installation, and final inspections.

Large projects often use procurement agents due to the volume of vendors and products.

Digital Tools for FF&E Management

Modern FF&E workflows use digital systems to organize data, synchronize design information, and enable collaboration.

Layer as a Flexible Database for FF&E

Layer provides a database environment that links directly to BIM models. FF&E items placed in Revit can be displayed in Layer where non Revit users can add contextual information such as cost, finishes, warranty data, alternates, delivery status, and installation notes.

Common Uses of Layer in FF&E Workflows

• Centralized FF&E specification library

• Budget tracking

• Vendor directory

• Review and approval workflows

• Digital mood boards and concept boards

• Warehouse and delivery tracking

• Punch list and installation checks

• Owner’s manuals linked to the digital model

Layer reduces data fragmentation by unifying schedules, cut sheets, images, and Revit parameters.

FF&E and Revit Integration

FF&E is frequently modeled in Revit. Coordination with Revit requires consistent data structures.

Key integration steps include:

• Attaching the Revit model to a database platform

• Mapping Revit parameters to custom fields

• Tracking instance data such as room placement

• Synchronizing approved changes back to the model

• Generating schedules and reports

A linked system ensures that procurement and installation teams always have access to current data.

Additional FF&E Management Assets

• FF&E Specification Excel Template (Free Download)

A structured Excel template that supports FF&E specification, cost tracking, and vendor data for large-scale projects.

• Room Data Sheet Excel Template (Free Download) →

A ready-to-use room data sheet template designed for documenting FF&E and equipment within rooms, supporting downstream workflows.

Layer Workflow Templates

• FF&E Workflow Template in Layer →

A pre-configured Layer workflow that aligns FF&E data, procurement status, and model integration across project teams.

• Room Data Sheets Workflow Template in Layer →

A Layer workflow template focused on room-level data capture for FF&E, fixtures, and equipment, facilitating coordination between design, procurement, and construction.