Hydration is one of the most important aspects of planning an event, but unfortunately, it’s also one of the most overlooked. Whether you’re planning a festival, a corporate gathering, a sporting event, or anything in between, access to clean drinking water is essential. Choosing the right water provider can make or break your event.
But how do you make the right choice? Not all hydration vendors are created equally. It’s important to do your research, so you know what to expect regarding equipment, service, and other factors.
Here are crucial questions to ask potential vendors to help you make the right decision for your upcoming event.
1. How Much Water Can You Supply?
Understanding how much water event attendees will have access to should be the first question you ask a water provider. If a provider can’t meet your water needs, they aren’t right for you.
In addition to having a general idea of the overall capacity of the water supply, you’ll also want details about:
- Hourly and daily water capacity
- Experience with events of your size
- How water needs are calculated based on crowd size, weather conditions, and the length of the event
Remember, it’s always better to have too much water than too little. Adequate supply also ensures there won’t be long lines or water shortages throughout the event.
2. How Do You Provide Hydration?
Once you’re sure a provider can meet your water needs, you’ll want to learn more about their distribution methods. Many people assume that “drinking water supply” at an event means bottled water. While this might work in some cases, it’s rarely the best option and shouldn’t be your go-to when hiring a water provider.
The right equipment for providing water is essential for the best possible attendee experience. When evaluating water distribution methods, be sure to ask whether the provider offers:
- Reusable bottles or cups
- Multi-user stations that allow for simultaneous service
- ACA-compliant options
- Touchless and/or hands-free options
- Corporate branding opportunities
3. How Is Water Quality Monitored?
It’s not enough to provide water to event attendees. That water must be clean and safe to drink. This means finding a provider that uses properly sanitized equipment that filters water so it’s safe and high-quality. When speaking to water providers, ask:
- What type of filtration system do you use?
- What are your sanitation procedures?
- How is equipment cleaned before and during events?
- Do you test the water quality? How and how often?
- Do you comply with local health and safety requirements?
The quality of the drinking water you provide to event attendees should never be assumed safe. If you’re going to work with a water provider, ensure that they verify the quality of their water.
4. What Support Do You Offer Before, During, and After the Event?
Renting or buying a hydration station is a great option for event planners, but if the provider isn’t there when you need them or can’t answer questions, it might not be the investment you were hoping for. When determining whether or not a water provider is right for you, ask:
- Do you offer on-site staff support during the event?
- How quickly can you address any issues or problems with the water supply?
- Do you offer technical support?
- What should I do if there’s a malfunction or other problem during the event?
- How is setup and breakdown handled?
These answers will vary from provider to provider, and what works best depends on your event and your specific circumstances. The important thing is to know what you’re getting before you commit to a water provider.
5. What’s Included in the Price?
Buying or renting a hydration station is a great investment, but you need to know how much you’ll pay and what’s included in that cost before you commit. You don’t want to make a purchase only to find out you still have many associated expenses. When discussing the cost of a hydration station with a water provider, make sure you discuss:
- Equipment fees
- Delivery and setup costs
- On-site staffing
- Water supply
- Breakdown and removal
- Support services
- Overtime or travel fees
Professional Water Provider for Your Next Event
If you’re planning an event and want to ensure the water supply is clean, reliable, and sufficient for the anticipated attendance, we can help. We offer a variety of hydration station options that are suitable for a wide range of events. To learn more or to schedule a quick call, contact us today.