REUSABLE EVENTS - WATER REFILL
Providing water refill options to attendees is one of the easiest and most impactful ways to reduce your event’s single-use plastic. Everyone needs water and when it is freely available attendees make good use of it.
Water refill stations are places where attendees can dispense drinkable water straight into reusable bottles or cups. The bottles or cups might be provided by the event, or they could be brought from home.
There are a number of different types of water refill stations to choose from. This section of the guide will help you make the right choice for your event.
WATER REFILL STEPS
WATER REFILL STATION SELECTOR
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Portable water coolers
How does it work?
A simple way to make potable water accessible to your event attendees is to hire or purchase portable water coolers pre-filled with potable water.
If your site doesn't have access to mains water and/or tap connections, you will need to hire a water cooler that is already pre-filled with drinking water. It's important to make sure you have enough coolers to cater for attendees in this instance, as you won't be able to refill them once they are empty.
Tips for set-up:
- Hire or purchase large-capacity water coolers (e.g., 10–20L dispensers).
- Fill them with potable water before the event, or arrange onsite refills.
- Place them on sturdy tables in shaded, visible areas near food stalls or seating.
- Ensure there are no trip hazards.
- Make sure they are easy to operate and an appropriate height for OHS.
Is it free for attendees?
Yes
What are the costs to the event?
A hiring fee will apply. This will vary depending on the provider.
Portable water station
How does it work?
Portable water stations are water dispensers that are connected to taps to dispense water on demand. They come in various designs, sizes and capacities. They are usually available for hire from event hire businesses, councils, and water industry bodies - check for those in your local area.
Tips for set-up:
- Locate water access points at the venue (e.g., existing taps, water mains).
- Use food-grade hoses to connect taps to refill stations.
- Test water flow before the event to ensure adequate pressure and cleanliness.
Is it free for attendees?
Yes
What are the costs to the event?
A hiring fee will apply. This will vary depending on the provider.
Mobile water/hydration trailer
How does it work?
A hydration trailer is a mobile unit equipped with multiple water stations. This is a convenient solution for outdoor events with larger crowds. Research your local area for options.
Some contain a tank and can be pre-filled with drinking water (ensure adequate size provision). They can also be connected to existing taps on site.
Some offer the option of a chiller unit to keep water cold (may need mains power connection).
Tips for set-up:
- They will need to be towed to and from the site.
Is it free for attendees?
Yes
What are the costs to the event?
A hiring fee will apply. This will vary depending on the provider.
Utilise existing on-site facilities - water fountains
How does it work?
If your event site already has water fountains available, utilise those as a top priority.
Event attendees can be directed to water fountains by signage and event maps. You can also let attendees know via pre-event communications that water fountains are available on site and encourage them to bring their own reusable water bottles to refill.
Be sure to get permission to use water fountains from site owners/managers, and do a visual inspection to make sure they are clean and functional prior to use.
Is it free for attendees?
Yes
What are the costs to the event?
Free