Opening Checklist

Stage 1: Business Formation & Legal Setup

• Form LLC with Virginia SCC

  • File Articles of Organization via Virginia SCC online
  • Standard filing $100 (3-5 business days) or expedited available
  • Designate registered agent with VA physical address

• Obtain Federal EIN

  • Apply free at IRS.gov/ein (immediate online)

• Register for Virginia taxes

  • Register via Virginia Tax (tax.virginia.gov)
  • Covers sales tax, withholding, unemployment

• Open business bank account

  • Requires: EIN, Articles of Organization, Operating Agreement

• Confirm Virginia business license requirements

  • Verify Loudoun County BPOL (Business Professional Occupational License) requirements
  • Contact Loudoun County Commissioner of the Revenue

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Stage 2: Market Validation

• Validate demand exceeds supply

  • Call competitors to check occupancy and waitlists
  • Sola Chantilly and Phenix Ashburn both confirmed full with waitlists (Jan 2026)

• Confirm pricing sweet spot

  • Market-proven range: $279-$305/week (competitors with waitlists)
  • Target pricing: $285-$385/week across four suite tiers
  • Price ceiling identified at ~$400/week (Blue Salon Suites Sterling has vacancies there)

• Conduct market validation survey (optional but recommended)

  • Survey current suite renters at Sola, Phenix, and independents
  • Validate amenity priorities, switching intent, and pricing tolerance
  • Budget: $500-$800 for survey incentives

• Check for new competitor supply pipeline

  • Search Loudoun County permits for new salon suite projects
  • Monitor franchise expansion news (Salon Lofts and other operators in the Loudoun/Fairfax corridor)

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Stage 3: Funding & Financial Preparation

• Finalize business plan document

  • Complete SBA-ready plan assembled in BUSINESS-PLAN.md
  • Sections: executive summary, market analysis, competitive analysis, financials, funding request, risk analysis

• Prepare personal financial statement

  • Net worth, assets, liabilities
  • Last 3 years personal tax returns
  • Credit report (target 680+ for SBA)

• Select SBA lender (apply to 2-3)

  • Tier 1 targets: M&T Bank (largest VA/MD regional SBA lender), TD Bank (#1 East Coast)
  • Tier 2: MainStreet Bank, Virginia Credit Union
  • Prioritize SBA Preferred Lender Program (PLP) banks for faster approval

• Submit SBA 7(a) Small Loan application

  • Loan amount: ~$228,000
  • Owner equity injection: $57,000 (20%)
  • Working capital reserve (separate): $35,000
  • Required documents: business plan, personal financials, tax returns, collateral list

• Secure loan approval and close

  • Expected terms: Prime + 3-6%, 10-year term
  • 75% SBA guarantee on loans over $150K

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Stage 4: Site Selection & Lease Negotiation

Property Screening

• Screen properties against hard requirements

  • Size: 2,500-4,500 SF (target 3,000-3,500 for 18 suites)
  • Parking: 4+ spaces per 1,000 SF (minimum 14 spaces for 3,500 SF)
  • Zoning: C1, C3, or C4 (personal services permitted)
  • Ceiling height: 9 ft minimum (10 ft preferred)
  • Location: South Riding, Stone Ridge, Chantilly, or Brambleton
  • Asking rent: $25-30/SF target, max $35/SF

• Verify zoning before any lease commitment

  • Look up parcel on Loudoun County GIS
  • Call Zoning Enforcement to confirm "personal services" permitted (703) 777-0246

• Conduct Saturday site visit (10am-2pm)

  • Count parking during peak salon hours
  • Check anchor tenant activity and vacancy levels
  • Test access from all directions

• Score properties using evaluation scorecard

  • Factor in visibility, signage rights, anchor tenants, building infrastructure
  • Prefer second-generation salon/spa/medical space (reduces build-out cost)

Zoning & Lease

• Apply for Zoning Certificate of Use (ZCU)

  • Submit via Land Use Navigator (LUN) System
  • Allow ~4 weeks for approval (longest lead item)

• Negotiate lease terms

  • Target: 5-year initial term with 2x 5-year renewal options
  • TI allowance: $25-35/SF
  • Free rent: 2-3 months during build-out
  • Rent escalation: capped at 3%/year
  • CAM cap: 3-5% annual increase maximum

• Include critical lease protections

  • ZCU contingency (right to terminate if zoning denied)
  • Permitted use clause explicitly allows "salon suites" and licensing rooms to independent professionals
  • Landlord acknowledgment of business model (not subletting)
  • Have commercial real estate attorney review before signing

• Execute lease

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Stage 5: Design & Permitting

Design

• Engage architect/designer experienced with salon/spa projects

  • Plans must show: layout, electrical, plumbing, HVAC, ADA compliance
  • Budget: $2,000-$10,000

• Finalize floor plan and suite mix

  • Target 18 suites: 8 Standard (100 SF), 5 Plus (130 SF), 3 Large (160 SF), 2 Executive (200 SF)
  • Common areas: break room, laundry, reception, hallways (~600-700 SF)
  • Total facility: ~2,900-3,500 SF

• Specify building standards

  • Walls: STC 48-52 assembly (double 5/8" drywall, Green Glue, R-13 insulation)
  • Lighting: CRI 90+, 50 foot-candles at workstations
  • Electrical: 2-4 dedicated 20A circuits per suite
  • Flooring: Premium LVP, 20+ mil wear layer
  • Doors: 36" solid core, ADA compliant, electronic smart locks

• Account for specialty suite variations (if applicable)

  • Nail suites: 50 CFM source capture exhaust, dedicated exterior venting
  • Esthetics suites: full dimming, blackout capability
  • Massage suites: enhanced soundproofing, warm dimmable lighting

Permitting

• Apply for Tenant Improvement Permit

  • Submit via LUN System with complete build-out plans
  • Allow 2-4 weeks for review

• Permit approved

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Stage 6: Contractor Selection & Equipment Ordering

Contractor

• Obtain 3+ bids for build-out

  • Distribute detailed Scope of Work document
  • Conduct site walk-through with each bidder
  • Verify VA DPOR contractor license

• Select general contractor

  • Budget: $120K-$200K construction ($48-$86/SF)
  • Leverage owner's contractor relationships for cost advantage

• Execute construction contract

  • Include schedule, payment milestones, retainage (hold 10% until punch list complete)

Equipment Sourcing

• Order China-sourced FF&E (45+ day lead time, order early)

  • Styling mirrors, wall cabinets, base cabinets, retail displays
  • Target 40-60% savings vs. US pricing
  • Arrange customs brokerage and freight
  • Budget: ~$8,000-$12,000

• Order US-sourced equipment

  • Shampoo bowls (10 units, $400-$800 each) from Keller International or AGS Beauty
  • Access control system (Nexkey or ButterflyMX)
  • Security cameras (UniFi Protect, 8 units)
  • Commercial washer/dryer (Speed Queen)
  • Lighting fixtures (CRI 90+ verified)

• Order long-lead construction items

  • HVAC equipment, electrical panel, specialty plumbing

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Stage 7: Build-Out Construction (13-22 weeks)

Pre-Construction (Weeks 1-4)

• Pre-construction meeting with contractor
• Confirm permit posted on site
• Establish inspection schedule

Rough Work (Weeks 5-10)

• Demolition of existing partitions (if any)
• Metal stud framing for all suite walls
• Rough electrical: circuits to panel, outlet boxes (2-4x 20A per suite)
• Rough plumbing: shampoo bowl connections (10 suites)
• HVAC rough: supply ducts, fresh air, zone control
• Insulation: R-13 in all suite walls

Finish Work (Weeks 10-16)

• Double drywall with Green Glue damping compound (STC 48-52)
• Acoustic sealant at all perimeters
• Prime and paint (neutral colors)
• Premium LVP flooring installation
• Ceiling: 2x4 acoustical tile, 9-10 ft height
• Electrical trim: outlets, switches, GFCI, lighting fixtures
• Plumbing trim: shampoo bowls, faucets, shut-off valves
• Cabinetry installation (wall and base cabinets)
• Mirror installation (36"W x 48"H per station)
• Door installation: 36" solid core with smart locks
• Common area build-out: break room, laundry room, restrooms, reception

Safety Systems

• Install fire extinguishers (8 ABC-rated, within 75 ft travel distance)
• Install illuminated exit signs with battery backup
• Install emergency lighting
• Install smoke/fire detection per code

Inspections & Closeout (Weeks 16-18)

• Self-inspect using checklist before official inspections
• Schedule and pass Fire Marshal inspection
• Pass all required building inspections (electrical, plumbing, mechanical)
• Obtain Certificate of Occupancy
• Final punch list walk-through with contractor
• Complete all punch list items before final payment

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Stage 8: Technology & Systems Setup

• Select and set up property management software

  • Must support weekly billing cycles (not just monthly)
  • Features needed: auto-late fees, maintenance ticketing, tenant portal, digital lease signing
  • Must track insurance and license expiration dates

• Set up access control system

  • Electronic smart locks on all suite doors
  • 24/7 tenant access via keyless entry
  • Admin access management for owner

• Install and configure security cameras

  • Cover common areas, entrances/exits (not inside suites)
  • NVR or cloud storage

• Set up business-grade WiFi

  • Dedicated internet connection
  • Coverage for all suites and common areas

• Set up communication systems

  • Business phone number
  • Email (info@trivalsalonsuites.com)
  • SMS capability for tenant notifications

• Set up accounting system

  • QuickBooks or equivalent
  • Integrate with property management for revenue tracking

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Stage 9: State Licensing & Insurance

• Obtain facility insurance

  • General liability: $1M-$2M
  • Property insurance: replacement cost
  • Budget: $2,000-$7,000/year
  • Get quotes from multiple commercial brokers

• Prepare Salon Permit application

  • Requires: ZCU, Certificate of Occupancy, proof of insurance
  • Download application from Virginia DPOR (Board for Barbers and Cosmetology)
  • Application fee: $225

• Submit Salon Permit application

• Prepare facility for Board inspection

  • Each suite must have: wet sanitizer with EPA-registered disinfectant, closed dry cabinet for implements, hot and cold running water
  • Do dry run inspection before Board visit

• Pass Virginia DPOR Board pre-opening inspection

• Receive and display Salon Permit

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Stage 10: Operations Setup

Lease & Legal Documents

• Finalize Suite Rental Agreement (license agreement, not sublease)

  • Have real estate attorney draft/review
  • 6-month minimum term, then month-to-month
  • Weekly autopay required

• Prepare lease addendum template (for modifications or special terms)

• Prepare renewal notice template

• Prepare termination and violation notice templates

Policies & Procedures

• Finalize house rules document
• Create maintenance SOP (response tiers: 1-hour emergency, 24-hour urgent, 5-day standard)
• Document emergency procedures
• Prepare move-in checklist and suite condition report

Tenant Onboarding

• Create tenant application form (6-step screening process)

• Prepare welcome packet with:

  • Suite details, what's included in rent
  • Access instructions, WiFi info, laundry access
  • House rules, maintenance request process
  • Emergency contacts and procedures
  • Local business resources

• Create license and insurance verification process

  • Verify VA cosmetology license before lease signing
  • Require $1M liability insurance naming Luxa as additional insured
  • Set up renewal tracking and expiration alerts

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Stage 11: Pre-Opening Marketing & Pre-Leasing

Brand Setup (at lease signing, ~6 months before opening)

• Secure social media handles (@LuxaSalonSuites on IG, FB, TikTok)
• Reserve domain (trivalsalonsuites.com)
• Create Google Business Profile (set as "Opening Soon")
• Commission logo and brand identity ($200-$500)
• Build "Coming Soon" landing page with email capture

Soft Launch (4-5 months before opening)

• Begin Tier 1 outreach: competitor waitlist candidates (highest priority)

  • Reach out to professionals on Sola and Phenix waitlists
  • Personal, authentic DM/text outreach
  • Target 15-25 conversations

• Start posting construction progress on social media (3-4x/week)

• Join local Facebook groups (South Riding Community, Loudoun Beauty Pros)

• Distribute flyers to beauty supply stores (Sally Beauty, local distributors)

• Order business cards with QR code to landing page

Active Pre-Leasing (2-3 months before opening)

• Launch pre-lease incentives (early bird pricing for first signers)
• Expand outreach to Tier 2 (price-sensitive pros, Blue Salon Suites prospects)
• Expand outreach to Tier 3 (booth renters considering independence)
• Create virtual tour / video walkthrough
• Run targeted Instagram ads ($200 budget, local beauty professionals)
• Conduct in-person tours for serious prospects
• Begin signing pre-leases (target 6-7 suites, 35% occupancy at opening)

Grand Opening (opening week)

• Ribbon cutting or soft opening event
• Social media launch campaign
• Announce opening on Google Business Profile
• Request reviews from early tenants

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Stage 12: Final Pre-Opening Checklist

The last 2 weeks before accepting tenants.

Facility Readiness

• All suites pass quality control inspection:

  • Soundproofing verified (speech privacy test)
  • All circuits tested and labeled
  • GFCI outlets trip correctly
  • Plumbing: no leaks, hot water reaches temp, drains clear
  • All lighting operational, CRI 90+ at workstations
  • HVAC provides adequate airflow, temperature responsive
  • Paint even, flooring flat, cabinets level, mirrors secure
  • Smart locks programmed and tested on every door

• Common areas ready:

  • Break room furnished (microwave, refrigerator, sink, seating)
  • Laundry room operational (washer, dryer, supplies)
  • Restrooms clean and stocked
  • Reception/lobby area presentable

• Safety systems verified:

  • Fire extinguishers in place and serviced
  • Exit signs illuminated
  • Emergency lighting functional
  • Smoke detectors active

Administrative Readiness

• Property management software configured and tested
• Tenant accounts set up for all pre-leased suites
• Autopay enrollment process ready
• Maintenance request system operational
• All lease documents printed/digital and ready for signing
• Welcome packets assembled for each tenant
• Salon Permit displayed in visible location
• Insurance certificates on file

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Post-Opening: Ongoing Operations

Monthly

• Collect weekly rent via autopay
• Process maintenance requests per SOP
• Review occupancy and financial reports
• Social media content (2-3 posts/week minimum)
• Continue tenant recruitment for vacant suites

Quarterly

• Review financial performance against P&L projections
• Assess tenant satisfaction (informal check-ins)
• Evaluate marketing spend and adjust

Annually

• Apply 3% rent escalation (60-day notice to tenants)
• Renew facility insurance
• Verify all tenant insurance certificates current
• Verify all tenant cosmetology licenses current
• Service fire extinguishers (professional inspection)
• File Virginia SCC Annual Report
• File Loudoun County Personal Property Return

Every 2 Years

• Renew Salon Permit ($225)

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Key Financial Milestones

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Key Contacts & Resources