A water bottle refill station at your event keeps attendees hydrated while supporting a culture of reuse. Here are some options and key considerations for establishing your station.
Depending on the size and location of your event, one of the following may suit.
Refill water containers with cold tap water
Hire a water cooler to connect to tap via food grade hose
Hire or borrow a mobile hydration station
Promote access to already established refill stations - If your event is in a place where permanent stations are already located, you can plan your space around these.
Promote access to refill stations in adjoining facilities -If your event is close to a facility with an existing indoor station (e.g. a building or club) they may let you access this.
Step 1: Plan Your Water Refill System
Decide on a refill system based on event size and water access - options for all event sizes are listed below.
Undertake a site audit and identify existing taps, shaded areas, rest and eating areas, and pathways.
Connect with your local Council and gain relevant permissions (e.g. to connect to Council taps). Also check if they have any resources you can utilise.
Refill options:
Small Events (Under 200 people)
🔹 Use portable water coolers or dispensers filled with potable water.
Rent or buy 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 high-traffic areas.
Assign volunteers or staff to monitor water levels and refill as needed.
🔹 Provide reusable cups or encourage attendees to BYO bottles.
Announce in event promotions that attendees should bring their own bottles.
Offer free or low-cost reusable cups at entry points.
Set up a cup return system where used cups are collected, washed, and reused.
🔹 Place stations in shaded, visible areas near food stalls or seating.
Choose spots out of direct sunlight to keep water cool.
Use clear signage so people can easily find the stations.
Keep the area clean and accessible, ensuring there are no trip hazards.
Make sure it is easy to operate and an appropriate height for OHS.
Medium Events (200–1,000 people)
🔹 Use large-capacity refill stations with food-grade hoses connected to existing taps.
Find water access points at the venue (e.g., existing taps, water mains).
Use food-grade hoses to connect taps to large refill dispensers. Relocatable water filters can be hired or bought through private companies (one example is Meet Pat).
Test water flow before the event to ensure adequate pressure and cleanliness.
🔹 Mark refill points clearly with signage so attendees know where to go.
Place large, bright signs with arrows directing attendees to stations.
Use maps, digital displays, or event apps to highlight refill locations.
Have volunteers walk around reminding people where to refill.
🔹 Consider offering or selling reusable bottles for those without their own.
Partner with a sponsor or vendor to provide branded reusable bottles.
Sell bottles at entry points, food stalls, or designated eco-stations.
Offer a discounted refill pass for those using event-supplied bottles.
Large Events and Festivals (1000+)
🔹 Hire or borrow self-contained mobile water stations.
Contact local councils or sustainability organisations for free hire options.
Rent or buy high-capacity mobile refill units with multiple taps.
Arrange for onsite maintenance to ensure continuous water supply.
🔹 Set up multiple refill stations at entrances, main walkways, and food areas.
Identify high-traffic areas where attendees will naturally stop.
Space out stations to avoid congestion and long wait times.
Use barricades or queue markers to manage crowds.
🔹 Ensure water flow is high with multiple taps or fountains.
Use multi-tap refill units to speed up service.
Ensure good water pressure by testing connections before the event.
Have backup water sources (e.g., tankers or additional refill points) ready.
Step 2: Set Up & Manage the Station
Locate stations in high-traffic areas: Near entrances, food stalls, and seating areas.
Provide shade: Use gazebos or tents to keep water cool.
Ensure safe access: Reduce trip hazards and cordon off areas to maintain visibility and access. Consider space for increased traffic or queuing
Monitor water levels and cleanliness: Assign volunteers or staff to regularly refill coolers and check water flow and cleanliness.
Provide clear signage
Step 3: Communicate with Attendees & Vendors
Promotion and education is key! Promote a reuse and refill message to your community in the lead up to your event. Inform everyone about the alternatives to single-use plastic water bottles available and encourage BYO reusable water bottles.
📢 Before the event
Pre-event communication should include clear messaging around reducing waste and that BYO is encouraged/expected.
Encourage BYO bottles via email, social media, and tickets.
Let attendees know if they can buy or borrow reusable bottles at the event.
Let vendors know what water options they can sell, and encourage them to sell reusable bottles.
📢 At the event
Place clear signage at entry points and near food stalls directing attendees to refill stations.
Have volunteers remind people about refills and reusable bottle options.
Step 4: Provide Reusable Bottle Options
Offer affordable bottles (these can be branded) for sale at stalls or entry points. If relying on vendors to sell these, ensure there are several that do so.
Set up a cup swap system where attendees can borrow and return reusable cups.
Partner with a reusable bottle hire service if applicable. In the instance of larger events, using a reusable cup and bottle swap network such as Wise, Go2Cup, Stack Cup, Turn, Buttercup.
✔️ Have extra reusable cups or bottles for those who forget theirs.
Step 5: Measure success
Collect data on plastic bottles avoided to measure impact. You can do this by measuring the amount of water used and equating this into the number of single-use bottles avoided.
By following this guide, your event can reduce waste, save costs, and create a more sustainable experience for everyone!
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