Storing bulk refills: space, temperature and shelf life

Plan the space first

Refill packs are bulkier than they first appear. Measure the shelf area, aisle width and stack height available, then work out how many packs of each size fit. As an illustration, if a floor uses about twenty litres a week and you hold four weeks of cover, that is about eighty litres per floor, plus the main store. Do the sum for your hotel before ordering.

Remember that refill packs and spare units need space too. Spare pumps, keys and nozzles are small, but they need a labelled box close to where they are used. Count these in your store plan.

Temperature and light

Heat and strong sunlight can change fragrance, colour and texture over time. Store packs away from boilers, laundry steam and windows. Ask the supplier for storage guidance for each product, including any temperature range, and write it on the store door. In warm climates, a ventilated, shaded room is better than a hot rooftop store. Never leave pallets in a loading bay for long.

If your store has no cooling, take a simple reading with a thermometer at different times of day for a week. Write down the highest and lowest values. These readings let you have a sensible conversation with the supplier about whether the store is acceptable.

Humidity and floors

Damp can ruin cartons and labels even if the product inside is safe. Keep stock on shelves or pallets, off the floor and away from walls with moisture marks. Check for leaks after heavy rain. Our article on storing amenities in humid stores covers this in more detail. If cartons soften, move the stock and check the contents.

Watch for condensation when cold stock arrives in a warm, humid store. Cartons can become damp very quickly. Allow stock to settle before opening where possible, and keep a dehumidifier or ventilation running in monsoon months if the store allows.

Stack, rotate and label

• Follow the carton's stacking limit; crushed bottom cartons cause leaks.
• Store heavier items on lower shelves.
• Use first in, first out: older deliveries to the front.
• Write the receipt date on each carton.
• Keep different fragrances apart and clearly labelled.

Mark a clear area for incoming stock, away from the shelf of items in use. New deliveries then cannot be mixed with older stock by accident. A coloured tape line on the floor is enough.

Understanding shelf life

Products have a recommended period of use, usually shown on the pack as a batch code or date. Do not guess at these. Ask the supplier how to read the batch code and what shelf life applies to each product, and keep that information with your stock records. Look for changes in smell, colour or consistency in older stock before use, and set aside anything doubtful for the supplier to inspect.

Opened packs

Once a pack is open, treat it as used within a short, defined time according to supplier guidance. Do not store half-used packs on the trolley or in a sunny corner. Where possible, finish an open pack before starting a new one, and record the opening date on it.

Train the storekeeper to refuse delivery of badly damaged cartons. Accepting them and discovering leaks later makes claims harder. A signature on the delivery note should mean the goods were checked.

Include a note on safety and compliance in your store procedure. Ask the supplier for any handling information that applies to the products, and keep it where staff can read it. Keep products away from cleaning chemicals to avoid mix-ups, and label shelves clearly. If you hold large volumes, check local rules on storage quantity and discuss them with your safety officer before ordering in bulk.

Photograph a correctly stocked shelf and pin it to the store wall. New staff then see the standard on their first day and can match it without asking.

A store checklist

Walk the store monthly: temperature, damp, stacking, labels, dates, leaks. Take photographs, and keep them for comparison. Raise problems with the supplier when they relate to packaging or products. Our refill systems page lists the usual pack sizes, and you can ask for storage guidance for any product you are considering.

Questions on this topic

Keep reading

• Switching from miniatures to dispensers: a hotel rollout plan
• What guests really think of wall dispensers
• Where to place dispensers in the shower and at the basin
• A simple dispenser maintenance and cleaning schedule
• How to stock an Airbnb bathroom
• Hospital and clinic bathroom amenities: what to consider
• Gym locker room amenities: a practical checklist

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