Hydration Infrastructure That Works

Hydration can make or break a festival experience. Seasoned festival organizers know that keeping attendees hydrated isn’t just a nice gesture – it’s a safety essential and a contributor to a great time. Whether it’s a blazing hot electronic music festival in Nevada or a rainy weekend event in the UK, water access and hydration planning are critical. This comprehensive guide offers proven tactics for building a hydration infrastructure that truly works in any festival setting.

Why Hydration Infrastructure Matters

At any large gathering – especially high-energy music festivals – people are dancing, walking long distances between stages, often consuming alcohol (and sometimes other substances), and spending hours under sun or stage lights. Dehydration is a real threat that can lead to heat stroke or medical emergencies. Beyond health, a thirsty, dehydrated crowd is an unhappy crowd. From past festival experiences have provided harsh lessons when hydration was neglected:
– Woodstock ’99 (USA) – infamously charged exorbitant prices for water, leading to outrage and contributing to the festival’s chaos when free water was scarce.
– Electronic dance events have seen medical incidents when attendees couldn’t easily find water after hours of dancing. Overheated festival-goers at events like Electric Zoo (New York) and others prompted industry-wide changes to ensure free water availability.
– Hot climate festivals such as those in Australia or Mexico legally require free water on-site due to safety regulations. In parts of Europe and Australia, event licenses mandate accessible free drinking water for attendees, underscoring how vital hydration is.

A reliable hydration infrastructure keeps festival attendees safe, energetic, and enjoying themselves. It also reflects well on the event’s reputation – attendees will remember that the festival took care of their basic needs. Below, this guide explores how to design and implement hydration systems that work, drawing on decades of festival production experience.

Strategic Placement of Water Refill Stations

Location is everything for hydration points. Many inexperienced festival planners make the mistake of tucking water refill stations only next to food courts or restroom areas. While having water near food is important (people get thirsty when eating), it’s not sufficient. The goal is to make water readily accessible exactly where and when attendees need it most:
– Near Dancefloors & Stages: High-capacity refill stations should be placed adjacent to or within major dance areas. When fans are sweating and moving for hours in front of a stage or DJ booth, they need water right there. For example, at a large electronic music festival in Singapore, organizers placed water stations at the back of the dance tent – allowing dancers to quickly rehydrate without leaving the music for long. This reduced medical incidents significantly compared to previous years when water was only by food vendors.
– By Exits and Entrances: Exiting a packed, energetic crowd, people often realize how thirsty they are. Placing water refill points at the main exits of stages and near general festival exits helps attendees hydrate on their way out or as soon as they arrive. This is especially useful at night when leaving an EDM stage – a quick water refill can prevent late-night dehydration headaches and keep people feeling good for the next act or the journey home.
– Spread Across the Venue: Aim for a comprehensive coverage – every key zone of the festival should have a water source in sight. That means water stations not just at the main stage, but also at secondary stages, camping areas, and any other high-traffic spots. At Glastonbury Festival (UK), for instance, water taps (fed by the mains water supply from the local utility) are scattered all over the grounds, from the Pyramid Stage field to the farthest campgrounds. Attendees are encouraged to bring reusable bottles and can refill them at dozens of points, ensuring no one ever has to walk far for water.

Pro tip: Use clear signage and festival maps to highlight these water points. Banners that say “Water Refill Station” with arrows, and icons on the festival app map, will direct attendees. Also, consider distinct lighting at night (like a blue LED glow) to make water stations visible in the dark.

High-Capacity Refill Points for Quick Service

It’s not enough to just scatter garden taps or small water coolers – capacity and flow rate matter. A hydration station must accommodate large crowds quickly:
– Multiple Dispensers: Use solutions designed for festivals, such as large tank systems with many spigots (for example, modular “water bars” or tanks like WaterMonster units, which hold hundreds of gallons and have 6-8 faucets around them). This allows many people to refill at once, cutting down wait times. At one California EDM festival, organizers switched from single-faucet taps to a 10-tap water tank and saw lines virtually disappear, even during peak afternoon heat.
– Maintain Water Pressure: If your refill stations are connected to a municipal water line or hydrant, ensure adequate water pressure and hose diameter so multiple taps can run strongly at the same time. Nothing frustrates attendees like a trickle of water when they’re desperate for a drink. Testing the system during setup is key – open all faucets and see if flow holds. Use pumps or pressurized systems if the venue’s gravity feed isn’t enough.
– Replenishment Plan: If using freestanding water tanks or containers, have a plan for replenishing them before they run dry. Assign a water team to monitor levels and refill from a water truck or potable water source regularly. High-capacity means little if it’s not kept stocked. Some festivals employ staff whose sole job is water logistics – they roam with trucks or golf carts hauling water bladders to refill stations continually, especially on hot days.
– Hygiene and Maintenance: High usage can lead to spills and mud around water points. Place drainage (even kiddie pools or troughs under taps) to catch overflow and avoid puddles. Stationing a volunteer or staff member at busy water points can help: they can manage queues, wipe up spills, and ensure the area stays clean. This attendant can also quickly report if a station is malfunctioning or running low.

By investing in high-capacity, well-maintained stations, festivals ensure attendees can hydrate quickly and get back to the fun – without frustration. It’s a relatively small investment that pays off in happier, healthier festival-goers.

Ice Logistics: Keeping Bars and Medics Stocked

Hydration isn’t just about water stations. Ice plays a surprisingly crucial role in festival operations:
– Bars & Beverage Stalls: Cold drinks require steady ice supply. If a bar runs out of ice, sales and attendee experience suffer. Warm beer or cocktails won’t satisfy ticket-buyers who paid top dollar for a refreshing drink. Large festivals often have an “ice team” or contractors, delivering bags of ice periodically to all bar locations throughout the day. For example, a major Australian touring festival uses refrigerated trucks as mobile ice depots; every hour, staff deliver fresh ice to each bar in exchange for empty ice bags, ensuring drinks stay cold from gates open till close.
– Medical Tents: In medical emergencies, especially overheating or dehydration cases, ice is a literal lifesaver. Medic teams use ice to cool down patients with heat stroke, and to keep IV fluids cold. It’s crucial that the medical tent has a dedicated ice stash that never runs out, ideally in a cooler or freezer on-site. Some festivals station a large ice cooler right behind the first aid area. The logistics team should treat the med tent as a top priority client for ice deliveries (even above the bars).
– Ice Production and Storage: Consider where your ice is coming from. Will you manufacture it on-site (some large venues have ice machines or ice trailers), or will you purchase bagged ice daily? Calculate needs in advance: how many pounds per bar per hour, plus reserves for medics and any other vendors (food stalls might need ice too for food safety). It’s better to overestimate – ice can always be used on days two or three if it doesn’t melt, or shared with vendors. Secure freezer trucks or insulated storage bins to hold the stock. Keep them centrally located for easier distribution.
– Dedicated Staff & Vehicles: Assign staff specifically to ice duty. They should have golf carts or small utility vehicles to shuttle ice quickly around the site (large festivals often coordinate radio calls like “Ice team to Bar 7, they’re running low!”). This responsiveness keeps everything running smoothly. At one UK festival, producers learned the hard way when they didn’t dedicate a vehicle for ice – volunteers had to wheelbarrow heavy ice bags across fields, slowing delivery and risking melted ice. By the next year, a small fleet of ice buggies vastly improved the speed of ice resupply.

Keeping ice logistics tight means drinks stay cold (boosting concession revenue and attendee satisfaction) and medical operations remain ready for emergencies. It’s an often overlooked aspect of hydration planning – until you’ve seen a thirsty crowd or a patient in distress, and realized all the cold water and compresses rely on that ice.

Funding and Branding Hydration Initiatives

Hydration infrastructure, especially free water, costs money without directly bringing revenue (unlike selling beverages). But it’s so essential that savvy festival organizers find ways to fund it creatively:
– Sponsorship Deals: One of the best ways to offset costs is by partnering with sponsors for water stations or the overall hydration program. Brand the hydration points with a sponsor’s logo and messaging in exchange for financial support or in-kind contributions. For example, a clean water charity or a local utility company might sponsor “Water Refill Zones” at a festival to promote their cause or services. In the UK, WaterAid (an international water charity) partners with festivals like Glastonbury to host water kiosks – providing volunteers and equipment, while highlighting their branding and mission. Similarly, a bottled water or sports drink company might underwrite your water stations if they can position their banners or sample their product (e.g., offering free electrolyte drink samples alongside water).
– “Hydration Partner” Acknowledgment: Make hydration part of your sponsorship package offerings. Just as festivals have official beer or headphone sponsors, you can have an “Official Hydration Partner.” This could be a premium water brand, an electrolyte beverage, or even a reusable bottle company. For instance, Coachella in recent years worked with a reusable bottle brand to encourage attendees to refill rather than buy disposable bottles, with the brand’s refill kiosks visible throughout the grounds. The sponsor benefits from goodwill and exposure, and the festival gets the infrastructure cost partially covered.
– Utility and Government Support: Don’t overlook local civic partners. City water departments or environmental initiatives may be willing to help if your event aligns with their goals (such as reducing single-use plastics or promoting public health). A city council or utility company might provide water trucks, potable water hookups, or funding in return for recognition. This is more common at community-oriented festivals or eco-focused events, but even large commercial festivals in places like Europe have worked with municipal water suppliers for mutual benefit.
– Branded Reusable Bottles: Another angle is selling or giving away branded reusable water bottles as merchandise, possibly sponsored by a brand. Attendees with these bottles will seek out the refill stations (increasing their visibility and usage). The sale of bottles can subsidize the water infrastructure, and the sponsor’s logo on the bottle gets carried around by festival-goers as free advertising. Just ensure any bottle sales are coupled with abundant free refill points – the goal is not to profit on water, but to enhance the experience and safety.
– Budget Prioritization: Ultimately, even if sponsorship doesn’t cover everything, allocate a reasonable budget for hydration in your planning. Consider it part of your safety cost center. The goodwill generated by properly hydrated, happy attendees often translates into better reviews and repeat attendance – which does impact your bottom line long-term. One midsize festival in Indonesia learned this when they skimped on water stations to save costs; attendee feedback was poor regarding water access, and local authorities nearly refused them a permit for the next year. They adjusted by partnering with a national bottled water brand to triple their free water points – a move that improved both safety and public perception.

Funding hydration requires creativity, but solutions exist that can make it budget-friendly while even enhancing the festival’s brand image as a caring, responsible event.

Not Just an Afterthought: Integrating Hydration Into Festival Design

Experienced festival producers treat hydration as a core element of event design, not a checkbox item. This means:
– In planning stages, map out water station locations alongside stages, toilets, and food stalls when designing site layout.
– Consult with your health & safety team on the volume of water and ice needed per day, given the expected weather and crowd size. Hotter climates or dance-heavy electronic music marathons will require more water per person.
– If your festival runs multiple days or has camping, plan for additional refill station needs in camping areas and morning-after scenarios (people waking up dehydrated need water before the music even starts).
– Train your staff and volunteers: everyone from security to ground crew should know where the nearest water points are located, so if they encounter an attendee who looks unwell or asks, they can direct them quickly.
– Communicate to attendees: in pre-festival emails, apps, and guides, encourage bringing empty reusable bottles or hydration packs (if allowed by security) and let them know free water is available. Well-informed attendees will take better advantage of the provisions you’ve made.
– Prepare for the worst-case scenario: Heat waves, unexpected extreme temperatures, or delays can increase water demand. Always have contingency plans, like the ability to procure extra bottled water or open additional tap lines if needed. Some festivals keep a reserve of emergency bottled water that’s not for sale but for handing out if water station lines ever get out of hand or if a major heat spike occurs.

By integrating these considerations, hydration stops being an afterthought and instead becomes an asset to your event. Festivals that earn a reputation for taking care of their attendees – providing free water, shade, cooling-off zones – build loyal fanbases and even attract positive media coverage. In contrast, festivals that ignore hydration risk both bad press and genuine danger to their audience.

Case Studies: Hydration Done Right (and Wrong)

Sometimes the best way to illustrate the importance of hydration infrastructure is through real-world examples:
– Ultra Music Festival (Miami, USA) – Done Right: Facing Miami’s sweltering spring heat, Ultra offers plentiful water refill stations throughout Bayfront Park, including near the main stage and along heavily trafficked pathways. They invest in large, fast-flow stations and clearly mark them. In 2019, despite days reaching over 32°C (90°F), medical incidents from dehydration were minimal because water was always within easy reach and free of charge. Organizers received praise on social media for “having water everywhere,” and many attendees noted they felt safer knowing help was nearby if they overheated.
– Fyre Festival (Bahamas, 2017) – Done Wrong: While Fyre Festival’s failures were many, hydration was a notable catastrophe. With attendees stranded under a hot sun, free water was scarce. Famously, a staff member had to beg a customs official to release imported Evian water bottles, and what water did arrive was insufficient and not distributed at logical points. The lack of planning for basics like water (and ice) contributed to Fyre’s collapse and stands as a stark warning: no amount of hype can makeup for neglecting essential infrastructure.
– Boom Festival (Portugal) – Done Right: An internationally renowned electronic/psytrance festival held in the summer, Boom emphasizes sustainability and attendee well-being. They provide extensive water refill infrastructure, much of it gravity-fed from onsite wells and filtered. Refill points are located by dancefloors, chill-out areas, and camping zones, often shaded and decorated to be inviting “oases.” Boom also distributes free electrolyte packets at medical tents for those who might need an extra boost – a small touch that shows how far the organizers go to keep people safe. The result is few serious incidents despite temperatures often exceeding 35°C (95°F).
– Local City Festival (General Example) – Mixed: Consider a hypothetical city cultural festival that expected mild weather and only provided water coolers near the food court. If an unexpected heat wave hits or the dance area gets more crowded than anticipated, that festival might see long lines for water, dehydrated attendees at the stage, and overworked medics. This scenario has played out in real life more than once – the lesson being that even smaller events need a hydration gameplan, and underestimating weather or crowd thirst is dangerous. Organizers who learned from such an experience likely doubled their water stations and added an ice runner team for the next edition.

Real examples reinforce that hydration infrastructure is not optional or trivial. The best festivals in the world all have one thing in common: they care deeply about attendee welfare, and water access is a big part of that.

Key Takeaways

• Strategic Water Station Placement: Put high-capacity refill stations where attendees need them most – near dancefloors, stage exits, and throughout the venue (not just by food areas). This ensures easy access and prevents long treks for water.
• High-Capacity & Fast Flow: Use multiple taps and large tanks or high-flow connections to serve many people at once. Test and monitor water pressure. Quick refills = happy, hydrated festival-goers with minimal queues.
• Robust Ice Logistics: Plan and budget for an efficient ice supply chain to all bars and medical tents. Dedicated ice staff, vehicles, and ample storage are key so drinks stay cold and medics can treat heat-related issues immediately.
• Sponsor and Fund Hydration: Don’t treat water as an afterthought in the budget. Seek sponsors (water brands, utilities, or health initiatives) to fund hydration stations in exchange for branding. An official hydration partner can cover costs while you ensure attendee safety.
• Make Hydration Part of the Culture: Communicate and design your festival with hydration in mind – encourage reusable bottles, advertise water points, train staff on assisting with water needs, and prepare for weather extremes. A festival that keeps its fans hydrated is one that’s safer, more enjoyable, and more respected in the community.