The Importance of a Proper Hydration Program
Outdoor summer festivals can be exhilarating, but they also put attendees at risk of dehydration and heat-related illnesses. Medical professionals often cite dehydration as a leading cause of festival medical tent visits (www.timesunion.com). In some regions, ensuring free access to water isn’t just good practice – it’s the law. Many countries in Europe and Australia legally require festivals to provide free drinking water (www.bythebarricade.com), reflecting how essential hydration is to event safety. Even where it’s not mandatory, every responsible festival producer knows that a robust hydration program protects attendees, upholds the event’s reputation, and can even save lives.
Learning from past failures underscores the stakes. For instance, the chaos at Woodstock ’99 was fueled in part by a lack of accessible water – attendees faced $4 bottled water with few free options, contributing to unrest in the sweltering heat. Modern festivals have taken those lessons to heart. Today, whether it’s a massive music festival in California or a boutique cultural fair in India, providing ample safe water has become a cornerstone of event planning. A well-planned hydration program keeps everyone comfortable, safe, and able to enjoy the event from start to finish.
Place Water Refill Stations Strategically
High-capacity water refill stations are the backbone of any festival hydration strategy. Placing these refill points close to dancefloors, stages, and exits ensures that no attendee has to go far to find water when they need it most. Areas where people are active – like near DJ booths or mosh pits – should have water nearby so dancers can quickly rehydrate without leaving the action for long. Likewise, stations by the main exits let festival-goers fill up as they leave or move between areas, helping prevent dehydration during transitions or on the way home.
When choosing locations, convenience and visibility are key. Make water points obvious with tall flags or signage so they stand out in a crowd. Include all refill station locations on the festival map and in any event apps or guides, so attendees know where to go instantly (ndkfoods.com). It’s wise to avoid placing water stations right next to restrooms – this prevents confusion or unsanitary use (people might mistake a refill tap for a hand wash station) (ndkfoods.com). Instead, situate hydration points in central, well-trafficked spots that are separate from toilet areas but near other amenities.
Consider the capacity of each station. A “high-capacity” refill point typically means a system that can serve multiple people at once with minimal wait – for example, a trough with 6–8 spigots or a specialized manifold that lets dozens of people fill bottles simultaneously. Long lines for water can discourage people from refilling, so ensure enough stations (and enough taps per station) to meet peak demand. As a rule of thumb, plan for more water access than you think you need, especially in hot climates. It’s better to have refill taps standing by unused than a critical shortage when temperatures soar.
Logistics-wise, ensure each station has a reliable water source and adequate pressure. At some venues, you can tie into existing water lines or a fire hydrant (with proper permits and backflow prevention). In remote fields or parklands, you might need to bring in potable water tanks or trucks. In either case, assign a team to regularly monitor and refill water stations throughout the event. Keep the water cold if possible – some festivals attach cooling coils or ice to water tanks so attendees enjoy a refreshing drink. Small details like providing shade over water stations or non-slip mats (to manage spillage) also improve safety and user experience at these refill points.
Finally, think about distribution: cover all major areas of the festival with hydration stations. For large festivals spread over many acres, decentralize your water supply – position multiple stations across the grounds – so that no section is without an easy water source. For example, Glastonbury (UK) and Lollapalooza (USA) scatter free water taps all over their sites, ensuring tens of thousands of attendees can always find hydration nearby. Even a small 2,000-person event should have more than one water point (e.g., one by the stage and one by the food area or exit) to avoid a single crowded spot. Strategic placement and an abundance of refill stations form the foundation of a hydration program that truly works.
Manage Ice and Cold Water Supply
Hydration at a festival isn’t just about water fountains – it’s also about ice and keeping drinks cool. Ice logistics may not sound glamorous, but it’s critical for both attendee comfort and emergency preparedness. For any event with beverage service, if the ice runs out, cold drinks (including water and soft drinks) quickly become warm and unappealing. More importantly, in medical situations such as heat exhaustion or heatstroke, a ready supply of ice can be a lifesaver for cooling down patients. Keeping ice flowing to bars and first aid tents is a top priority during hot weather events.
To keep ice logistics tight, start with a solid supply plan. Calculate your ice needs based on attendance, number of bar locations, and expected heat levels. A common approach is contracting an ice supplier to deliver fresh ice daily (or even multiple times per day) and storing it in refrigerated trailers on-site. From there, schedule regular ice runs to every bar and to each medical tent. For example, a large EDM festival in Las Vegas might schedule golf carts or small trucks to drop off new ice at each bar every hour during peak heat, ensuring bartenders never run low. Similarly, each medical post should be restocked frequently with ice and cold packs, so they can treat dehydration cases immediately.
Having a dedicated “ice team” or point person helps coordinate these deliveries. Radios or a messaging system can let bars call in if they’re running low, but it’s better not to wait for an SOS – proactive replenishment keeps the festival running smoothly. Also, anticipate special scenarios: if a particular day is forecast to be extremely hot, increase the ice delivery frequency and quantity proactively. Keep backup ice on reserve if possible (such as an extra freezer full of ice that can be tapped in an emergency). And don’t forget backstage and staff areas: your crew and artists also need access to cold water and ice to stay hydrated and healthy throughout the event.
There’s also an interplay between ice and water for attendees. Many festivals provide cups of ice water at first aid stations, or roaming safety teams carry ice-cold water to revive wilting crowd members. Ensure that your hydration plan accounts for these uses of ice too. In essence, treat ice as a critical inventory item – just like fuel for generators or sound equipment – that needs constant managing during a summer festival. Tight control over ice logistics means attendees can get a cold drink whenever needed and any medical cooling needs are covered, enhancing both safety and comfort on site.
Partner with Sponsors to Bolster Hydration
Offering free and abundant water is vital, but it does come with costs – equipment rentals, water procurement, staff, and lost revenue from bottled water sales. One smart strategy is to bring in sponsors to support your hydration program. By branding water stations or bottles with a sponsor’s logo, you can offset costs and even fund extra capacity (built-in redundancy) for peace of mind. Utility companies, beverage brands, or health-oriented companies are often eager to associate with an initiative that keeps attendees safe, happy, and hydrated.
A great real-world example comes from Glastonbury Festival in the UK. The local utility, Bristol Water, partnered with Glastonbury to provide free water across the event. They operated a “Water Bar” and supplied water to hundreds of refill points, pumping in up to six times the normal water volume to the site during the festival (www.bristolwater.co.uk). In return, the water stations carried Bristol Water’s branding and showcased the company’s commitment to the community. This kind of partnership allowed the festival to confidently provide extensive hydration infrastructure without shouldering the full cost alone.
When seeking a hydration sponsor, look for those with aligned values – for example, a reusable bottle manufacturer, a filtered-water service, or a public health campaign. At some festivals, sponsors have donated thousands of reusable bottles or cups to attendees with the company logo, promoting both the brand and sustainable hydration. Others have funded high-tech refill stations (with filtration or cooling systems) that carry their name. Such deals can even turn hydration into an attraction: imagine a branded hydration lounge where people can rest and rehydrate under misting fans, all courtesy of a sponsor. The key is that sponsorship money helps you build redundancy – extra water stations, spare pumps, backup water tanks, and additional staff – so even if one system fails or demand spikes unexpectedly, there’s no risk of running dry.
Remember to uphold the festival’s integrity while integrating sponsors. Attendees will appreciate free water provided by a sponsor, but only if it’s genuinely free and easy to access. Avoid any arrangement that complicates getting water (such as requiring sign-ups or forcing people to endure a marketing pitch). The best sponsor partnerships are seamless: they enhance the hydration program without adding any friction for festival-goers. Done right, sponsorships can turn a necessary safety feature into a win-win-win for festival organizers, attendees, and sponsors alike.
Enforce a Fair “Bring a Bottle” Policy
Encouraging attendees to bring their own reusable water bottles is a smart move for both hydration and sustainability. However, it’s crucial to publish clear “bring a bottle” rules and enforce them fairly. Many festivals around the world now include in their FAQs what types of water containers attendees can bring. Typically, empty reusable bottles or hydration packs are allowed through security (often with size or material limits), and factory-sealed water bottles might be permitted at entry in limited quantities. These rules need to be crystal clear ahead of time – on the event website, tickets, and pre-event emails – so that festival-goers come prepared.
Fair enforcement means consistency. Train the security staff and gate attendants so they all follow the same policy: if empty bottles are allowed, every guard should know this and not confiscate them by mistake. Conversely, if only one sealed bottle per person is allowed, that rule should be applied uniformly. Nothing frustrates attendees more than arbitrary enforcement – one person gets their bottle in while another had the same item tossed out. To prevent confusion, post signage at the entrance reminding people of the bottle rules as they line up.
It’s also important to strike a balance between safety and hydration needs. Events often ban outside beverages to prevent alcohol smuggling or due to vendor agreements, but water should be the exception handled with care. If you do allow sealed water bottles in, consider offering free trade-ins at the gate (for example, exchange any brought-in bottle for a cold one provided by the event, ensuring no alcohol sneaks in while still keeping people hydrated). If you only allow empties, make sure a refill station is immediately accessible after security, so people can fill up right as they enter. Some festivals even hand out free water or cups as attendees come in, setting the tone that hydration is encouraged from the start.
Beyond the rules, encourage the behavior. Remind attendees to “bring a bottle” prominently in your marketing. Highlight success stories: for instance, Lightning in a Bottle festival in California has provided free water since 2006 and simply asks attendees to pack a reusable bottle to take advantage of the plentiful refill stations (www.libfestival.org). By framing it as part of the festival culture (and even selling affordable, branded refillable bottles on-site), you get more people onboard with staying hydrated. The goal is a crowd where almost everyone has a water vessel in hand – that’s a crowd likely to drink water throughout the day.
Finally, don’t punish those who forget a bottle – have inexpensive reusable bottles or cups available for purchase at merchandise booths or water stations. A fair policy means giving everyone the opportunity to stay hydrated, not just those who knew the rules. With clear communication and consistent enforcement, your “bring a bottle” policy will boost hydration and reduce waste, all while keeping things fair for every festival-goer.
Make Hydration Part of the Festival Experience
The most effective hydration program is one that blends into the festival experience and culture. Beyond infrastructure and rules, think about ways to actively promote hydration during the event. For example, work with performers and MCs to occasionally remind the crowd to take a water break – a quick shout-out from a beloved artist to “everyone out there, grab some water!” can go a long way in making hydration cool. Some events even designate roving “hydration ambassadors” (staff or volunteers with water backpacks or carts) who wander through the crowds offering free water refills or cups. These friendly reminders and giveaways can save someone who didn’t realize how parched they were getting until an ice-cold splash wakes them up.
You can also integrate hydration into your festival’s identity. At family-friendly events, create fun signage or mascots (e.g., a cartoon water droplet) that encourage kids and adults alike to drink water regularly. For music festivals geared towards young adults, leverage social media and on-site screens with creative slogans like “Dance hard, drink water harder” or “Hydration station = best destination.” Make frequent announcements about where water stations are located and urge attendees to refill often, especially when the weather is scorching. If your festival has a mobile app, send push notifications during peak heat hours gently reminding people to sip some water.
Another tactic is providing electrolytes or cooling elements as part of the hydration program. For instance, set up a tent by a major stage where people can grab electrolyte powder packets or sports drink samples to mix with their water – perhaps sponsored by a sports beverage brand. Misting tents or shaded “cool-down zones” next to water stations can help attendees lower their body temperature while they hydrate. By treating these offerings as essential amenities rather than afterthoughts, you show attendees that their well-being is a priority. People will remember that your festival took extra steps to keep them safe and comfortable.
Lastly, consider the diverse needs of your audience. Different festival genres and demographics have unique hydration challenges. An electronic dance music festival in Singapore or Nevada, where dancing is intense and heat is extreme, will need an aggressive hydration and medical monitoring approach. A daytime food and wine festival in Mexico City might focus on ubiquitous water availability to help people balance alcohol and spicy foods. An all-ages county fair in rural Australia must ensure water for both the elderly and children, who are especially prone to dehydration. Tailor your messaging and facilities to these differences – but always err on the side of more water, not less. Making hydration a visible, welcomed part of the event shows professionalism and care, reinforcing that you value your attendees’ well-being.
Key Takeaways
- Abundant Refill Stations: Place high-capacity water refill points throughout the venue, especially near stages, dance areas, and exits, so attendees can hydrate easily at all times.
- Robust Ice & Cooling Supply: Plan a tight ice supply chain for bars and medical tents. Keep drinks cold and have ice ready for treating heat emergencies, with scheduled deliveries and backups for hot days.
- Sponsor-Supported Hydration: Offset costs by partnering with sponsors (like utility companies or bottle brands) to fund free water stations. Use sponsorship to build extra capacity and backup systems so water never runs out.
- Bring-Your-Bottle Friendly: Encourage reusable bottles and hydration packs. Clearly communicate the policy, allow empty bottles through security, and ensure rules are enforced consistently and fairly for everyone.
- Culture of Hydration: Make drinking water a seamless part of the festival. Promote it via artist reminders, fun signage, and app notifications. Provide extras like electrolyte boosts or misting zones to keep the crowd safe and refreshed.
- Plan for All Audiences: Adapt your hydration strategy to the event’s size, climate, and audience – from EDM ravers in tropical heat to families at a country fair. Always prepare for the worst-case hot weather scenario and have more water than you think you’ll need.
27th September 2025