Delivering a seamless fire alarm system replacement in a bustling hotel environment

Project overview

When a leading hotel chain required the replacement of its ageing fire alarm system in its York premises, the priority was clear: we needed to deliver a fully compliant, futureproof solution without disrupting day-to-day operations or revenue. 

Checkmate Fire’s active fire and security division was appointed to replace the existing system – which was coming to the end of its operational lifecycle – with an open protocol alternative, while retaining the building’s infrastructure and ensuring continuous protection for guests and staff. This project highlights how technical expertise and rigorous safety, health, environmental, and quality (SHEQ) standards – supported by an adaptive delivery approach – enabled a seamless transition to a high-performance alarm system in a complex, high-occupancy setting.

The challenge 

The hotel’s existing fire alarm system, which was installed more than 15 years ago, had reached the end of its operational lifecycle. It was a closed protocol system and, as such, relied on manufacturer-specific components and software. With spare parts becoming harder to source and limited flexibility, the hotel made the decision to futureproof the building and ensure guests would continue to be protected to the high fire, life, and safety standards the company is known for. 

Facilitating a full replacement in such a setting is far from straightforward. The hotel operates at high occupancy year round, with guests present day and night across its multiple floors. Unlike many other environments where partial system downtime can be tolerated, fire detection in a hotel must remain fully operational – and compliant – at all times. Any lapse in coverage would bring about unacceptable safety risk and force temporary closure, not only impacting revenue but compromising reputation too. 

Meanwhile, the building itself presented further complexity. Spread across multiple floors and fire alarm loops, the system required a phased, loop-by-loop replacement strategy. Each section would need to be isolated, tested, and fully reinstated within a narrow daily timeframe – typically between late morning check-outs and afternoon check-ins. Furthermore, there was a strict requirement to work discreetly within this live hospitality environment – noise, dust, access restrictions, and guest movement would require meticulous management.

Our solution

Checkmate Fire delivered a fully managed fire alarm replacement programme, which combined technical expertise with a highly adaptive and site-specific approach. 

A phased installation strategy was developed to replace the system one loop at a time, ensuring works in each area of the hotel were coordinated with guest vacancy and occupancy, and returned to a fully operational, fault-free state by the end of every working day. This approach was crucial in maintaining continuous fire protection and avoiding disruption to operations or guest experience. Meanwhile, close collaboration with our client – the hotel manager – was central to our seamless delivery. Daily planning meetings were essential to ensure work schedules aligned with guest occupancy, allowing engineers to prioritise accessible rooms and floors, and adapt in real time to changing requirements. 

Health and safety principles underscored every stage of the project. Detailed risk assessments and methodologies were developed and reviewed prior to installation – with the benefit of additional oversight from the active fire division’s dedicated SHEQ function (including site audits to ensure compliance and identify any improvements). Working in a live environment such as this requires strict controls – materials were managed on an only-when-needed basis and cleared away immediately after use to eliminate hazards, while work areas were carefully segregated without obstructing escape routes.

From a technical perspective, the project saw the team design and implement a highly complex cause-and-effect matrix, tailored to the hotel’s requirements. This involved extensive programming and testing to be confident in the correct system responses, including staged alarm delays and evacuation protocols. 

The result

The project was successfully delivered to schedule and with no impact on the hotel’s day-to-day operations – meaning the business could continue trading without interruption throughout the installation. 

The new open protocol fire alarm system provides a futureproof solution that is easier to maintain, fully compliant with current standards, and supported by clear, auditable documentation (now supporting the ‘golden thread’ of building safety information). Importantly, the successful outcome and our demonstrable approach to operating safely and efficiently in a live, high-risk setting have strengthened our client relationship. These factors have led to an ongoing maintenance agreement and further opportunities across the wider portfolio, reflecting confidence in the installation, as well as the approach taken to achieve it.