This series of guides is to help event organisers implement waste reduction strategies, focussing on reusable solutions. We've based this on our work with many events, and recognise that different size events come with different solutions.
Simply select your event size and the option you're interested in to find practical, step-by-step information.
HOW TO SET UP A WATER REFILL STATION - SMALL EVENTS
A water bottle refill station keeps attendees hydrated while supporting a culture of reuse. Here are some options and key considerations for establishing a station at your small event.
STEP 1: SELECT A REFILL STATION OPTION
Utilise exiting water fountains
Select a location with permanent water fountains or bubblers already installed.
Check these before the event to ensure they are clean and in good working order, with adequate pressure.
Water coolers
Use portable water coolers or dispensers filled with potable water.
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.
Portable water station
This option can suit if there are existing water taps at the venue.
Hire or purchase portable water stations - there are many options available, check for those in your local area (one example is Meet Pat).
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.
Mobile station hire from your local council or water corporation
Many councils and water corporations offer mobile units for a reduced-cost hire or free loan to events.
Explore your local options. These are often booked up well in advance, so check early.
STEP 2: SET UP & MANAGE THE STATION
Locate stations in high-traffic areas: Near entrances, food stalls, and seating areas.
Ensure safe access: Reduce trip hazards and cordon off areas to maintain visibility and access. Consider space for increased traffic or queuing.
Provide shade -use gazebos or tents to keep water cool if needed.
Place large, bright signs with clear messaging at the stations.
Monitor water levels and cleanliness: Assign volunteers or staff to monitor water levels and refill as needed, check water flow and keep the area clean.
STEP 3: 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.
STEP 4: COMMUNICATE WITH ATTENDEES & VENDORS
Promote a reuse and refill message to your community!
Before the event
Include clear messaging in all pre-event communications that reducing waste and 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.
Use maps, digital displays, or event apps to highlight refill locations.
Have volunteers walk around reminding people about reusable bottle options and where to refill.
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.