Short answer: Ask for a model-by-model spare-parts schedule before the bulk order is finalized. Identify replaceable parts, exact revision and material codes, compatible fasteners and cushion construction, minimum reorder quantities, lead times, packaging and who performs replacement. Agree separately on maintenance stock and warranty claims. A generic promise to “supply spare parts” is not enough for a hotel operating several outdoor zones.
Outdoor furniture is bought as a project but used as a maintenance system. Poolside cushions experience different use from covered terrace seating; glides can wear under frequent rearrangement; a damaged sling may need a compatible frame interface. A small, correctly specified component can keep a usable chair in service, while an unrecorded custom finish may make a later reorder conspicuously mismatched.
Prioritize by wear, replaceability and downtime
| Component | Buyer question before order | Reference to retain |
|---|---|---|
| Cushion cover or full cushion | Is the cover removable? Can the foam or complete cushion be purchased separately? | Finished size, seam and zipper details, foam specification, fabric maker/code, approved swatch |
| Glides and leveling feet | What fits each leg or table base; can staff replace it without special tools? | Model/revision, thread or insert dimensions, material and installation drawing |
| Fasteners and brackets | Are connections accessible and are corrosion-sensitive material pairings defined? | Part drawing, grade/material, quantity per item and torque or assembly guidance |
| Sling, rope or woven section | Is the component field-replaceable, or does repair require factory work? | Material/profile, tension or attachment method, color reference and frame compatibility |
| Lounger mechanism or umbrella component | Can the assembly be replaced safely, and by whom? | Exact assembly revision, instructions and any supplier-defined service restriction |
This is a planning menu, not a claim that every SOLAIREVA model offers all these replaceable elements. Request confirmation against the actual chosen SKU. The official product collections help identify product families; the final part list must be tied to the approved order.
Set stock quantities from site conditions—not a universal percentage
There is no defensible single “10% spares” rule for every hotel. Create a simple matrix for each product and zone: installed quantity, expected wear or loss, weather and cleaning exposure, operating season, on-site repair skill, supplier minimum order, shipping lead time and cost of keeping a guest-facing area closed. High-turnover pool loungers may warrant a different cushion plan from occasional-use terrace chairs.
Ask the supplier to price a starter kit separately from the main furniture order. Distinguish consumable stock, optional replacement assemblies and components the supplier cannot safely replace in the field. Confirm how long the exact fabric, finish and hardware specification can realistically be supported; do not assume a guaranteed availability period unless it is written into the agreement.
Make reordering possible years later
- Assign a unique model and revision to every approved chair, table, lounger and cushion.
- Store the approved sample-approval record, dimensioned drawings and bill of materials with the property asset register.
- Keep physical finish and fabric swatches, supplier material codes and any batch reference relevant to color matching.
- Link parts to their parent item and verify left/right orientation and interface dimensions.
- Record replacement procedure, tools, responsible party and whether work affects the warranty.
- Ask how changes in component suppliers will be communicated and approved before a substitute is shipped.
“Same beige” or “same resort chair” is not a reorder specification. New fabric lots and outdoor weathering can also make an exact nominal color code appear different beside an older exposed item; decide in advance whether localized replacement or a complete zone refresh is more appropriate.
Separate spare-stock pricing from warranty coverage
A maintenance spare purchased at handover is stock for expected operations. A warranty replacement concerns a specific defect under agreed terms. Before award, compare the price and minimum order of parts, freight and duties, labor or on-site service responsibility, documentation for claims, exclusions for wear or misuse, and any requirement to retain defective components. Do not infer a coverage period from marketing copy; obtain the applicable written terms for the exact products and destination.
The SOLAIREVA main-site warranty guide explains the questions to raise; the signed quotation and warranty document govern the individual transaction.
Handover checklist for the purchasing team
- □ Each part has an unambiguous SKU, revision, parent model and quantity per unit.
- □ Cushions include shape, finished dimensions, foam and fabric/closure references.
- □ Glides, bolts and mechanisms include mating dimensions and material details.
- □ Supplier identifies what is field-replaceable versus factory-only.
- □ Starter-kit quantity follows the hotel's zone and downtime assessment.
- □ Spare part price, MOQ, shipping terms and estimated reorder lead time are quoted.
- □ Approved swatches, drawings, assembly and care instructions are handed to operations.
- □ Warranty exclusions and claim process are separate from paid spare stock.
Include the kit in the original RFQ and confirm carton labels and received quantities in the pre-shipment inspection plan. For a project-specific parts schedule, send the model list and operating zones through the official SOLAIREVA contact page.
Frequently asked questions
Which parts should a hotel order first?
Start with the high-wear, replaceable and service-critical components actually offered for each model. Cushions, covers, glides and certain fasteners are common discussion points, but verify compatibility and quantities for the approved item.
Can we reorder a cushion by its color name?
No. Record model revision, finished dimensions, foam, fabric supplier code, seams and closure, plus the approved swatch. A color name alone cannot establish fit or a visual match.
Are spares covered by the furniture warranty?
Not automatically. Paid maintenance stock and defect remedies are separate; check the signed warranty for coverage, exclusions, labor and freight.
Next step: Add a spare-parts schedule to the product RFQ before sample approval. Ask for a written quote for the exact chosen models through SOLAIREVA's official contact channel →