Thirsty Crowd?

Consider a Water Vendor.

By: JORDAN DANIELLE LITKE

How Easy is Working with a Water Vendor?

The process is fairly easy, depending on your event’s needs. Planners can simply contact water vendors in their area to communicate event details and needs. Remember that your campus may have specific certificate of insurance requirements that some vendors may need additional time to provide. Most vendors respond within the first 24 hours and are comfortable with making sales calls.

Depending on the vendor and your budget, drinking water vendors may provide refillable stations, delivery, setup, onsite maintenance and pickup. Some vendors offer a complete service, while others will simply ship the equipment directly to your campus; in which planners will need to work with campus facilities to access a *potable water source. Companies also provide equipment purchase options if your campus has staff that can maintain the stations.

It is important to find out exactly what is included and if your campus can supply potable water for refilling.

· Does the vendor deliver and pick up?

· Who sets up the station? Are cups included?

· Does the equipment need electricity?

· Is there a minimum order?

What Are the Benefits?

Water vendors can be a great option for campus events, by making hydration easy and accessible for attendees. Instead of having to search for a water fountain or leave the event to purchase a bottle, they have a convenient place to refill. It can also help support campus sustainability efforts by reducing the need to provide individual plastic water bottles that can be harmful to the planet.

A Few Things to Consider

The biggest consideration is cost. Depending on attendance, delivery, equipment, and the level of service, a basic water service may run approximately $200–$750 per event, while larger or more involved setups can reach $1,000 or more.

There are also logistical considerations.

You need to think about:

Where will the station go and how to get equipment in/out of space.
How to access potable water at your campus.
How attendees will access the water.
Where cups and trash will go.

Tips for Planners to Determine Before Booking:

Refillable stations vs. pre-filled stations.
Cups vs. refillable water bottles.
Chilled vs. Ambient Water.
Quantity of station per attendee needs.
Staff Monitored vs. Self Service.

A Little Planning Goes a Long Way

Knowing your attendance projections will help determine what type of water service makes sense. It is also worth getting a few quotes with breakdowns like delivery, equipment, setup, pickup, minimum quantities, and any additional fees. This makes it much easier to compare vendors and avoid surprises later.

At the end of the day, providing water may seem like a small part of event planning, but it is one of those details attendees notice when it isn't there. A well-planned water station can make the event feel more thoughtful and organized.

*Potable water is water that is safe to drink.

Page updated

Google Sites

Report abuse