Water access and hydration

Providing access to clean drinking water is essential, particularly for outdoor or large-scale events, physical activities and during warm weather. 

Drinking water requirements

As the event organiser, you are required to:

• provide access to free, potable (drinkable) water for attendees throughout the event
• clearly signpost drinking water locations so they are easy to find
• ensure water is available near key areas like food stalls, licensed areas and activity zones to encourage regular hydration.

Recommended minimum provision

We recommend at least 1 water station per 500 attendees for adequate hydration. Put in more stations than that if the event involves physical activity, occurs during hot weather or runs for extended hours.

Types of drinking water setups

Depending on the size and nature of your event you can choose various options.

• Permanent taps or bubblers (for example, in parks or venues).
• Temporary water stations (for example, hired hydration units or refill stations).
• Water tankers for larger events or events in remote locations where permanent water sources aren’t available.

Encourage reusable water bottles

Encouraging attendees to bring their own reusable water bottles reduces waste and minimises reliance on bottled water.

Include messaging about free drinking water in your promotional communications ahead of the event, for example, ‘Free water refill stations will be available. Please bring your reusable bottle’. This encourages attendees to bring reusable bottles and reassures them that hydration has been planned for. 

Provide convenient refill stations to support this initiative on-site and ideally locate these near food and beverage zones.

Discourage vendors from selling bottled water. If they do, they must:

• offer recycling bins nearby
• avoid single-use plastics where possible, using eco-friendly alternatives.

Water supply for vendors

If you are providing access to water for food vendors, stalls or coffee carts, you must:

• map tap locations on your site plan to ensure vendors have easy access
• include hose distances and connections to ensure adequate water flow for vendor needs
• ensure backflow prevention devices are in place to maintain water safety and quality
• provide clear access for refilling during the event.

Water conservation and sustainability

• Encourage responsible water use by reminding attendees to drink responsibly and avoid waste. Place signage around water stations to encourage this and to provide tips on water-saving practices.
• Promote reusable hydration systems over bottled water, where possible. Consider offering branded reusable water bottles or cups, that can be purchased and used for refills throughout the event.
• Work with local water suppliers to ensure that water is sourced sustainably and does not cause environmental damage.

Accessibility considerations

Make water stations accessible to people with disability by:

• having low-level water fountains or refill stations
• placing them on even ground
• providing clear paths for people with mobility devices.

Considerations for water shortages or emergencies

• Contact us (or the site owner) early to find out if there is reliable access to water onsite. Not all sites have infrastructure (such as taps or mains access) and some connections may require permits, additional equipment or water testing. 
• Make sure you have enough water storage capacity, particularly for larger events.
• Organise backup water stations or water tankers to accommodate higher-than-expected demand or issues with primary water sources.
• Consider how attendees and vendors will get access to clean drinking water in an emergency and document this in your Emergency Plan.