Post Move Water Cooler Conversations – Did You Remember the Water Cooler?

By Chris Cooks, contributing columnist

Originally published January 2012. Edited October 2026 for clarity and to reflect current workplace vending and refreshment planning.

It may not be a core business activity, but few things in a new office generate conversation as quickly as coffee, water and vending service.

During an office relocation, considerable attention goes into construction, furniture, technology and the physical move. Break-room and refreshment services can seem like minor details until employees arrive and discover that they are not ready.

Planning those services early can make the first days in a new office run much more smoothly.

Plan the Locations Early

Coffee machines, water dispensers, vending equipment and other refreshment services need to be coordinated with the space.

Depending on the equipment, requirements may include:

• Electrical power
• Water supply and drainage
• Network or wireless connectivity
• Counter and storage space
• Access for stocking and service
• Adequate circulation around the equipment

Those requirements should be identified while the space is being planned rather than after construction is complete.

A machine placed wherever space happens to remain may be inconvenient for employees and difficult for the vendor to service.

Coordinate With the Service Provider

Make sure the vending or refreshment provider understands the move schedule, the new equipment locations and any service requirements at the new office.

The provider may need access before occupancy to install and test equipment, stock supplies and make sure everything is operational before employees arrive.

Building access procedures should also be coordinated. Vendors may need recurring access for deliveries, replenishment and maintenance after the move.

Don’t Forget Storage and Deliveries

Coffee, cups, water, ingredients and other supplies require storage.

The service provider also needs a practical route from the loading or delivery area to the equipment locations. That becomes particularly important in larger buildings with loading-dock procedures, freight-elevator requirements or restricted delivery hours.

A location that works well for employees may still create problems if servicing it was never considered.

Make It Part of the Move Plan

Refreshment services should appear on the move checklist along with the other activities required for opening day.

Confirm:

• Equipment locations
• Utility and connectivity requirements
• Installation dates
• Vendor building access
• Initial stocking
• Ongoing delivery and service procedures

These are small items in the context of an office relocation, but employees notice them immediately.

The objective is simple: when people arrive at the new office, the workplace should be ready for them—including the coffee and water.

Chris Cooks is Managing Partner at Optimus Associates – Vending Cost Management & Advisory Services in London, United Kingdom. Email: info@optimus-associates.com Telephone: +44 (0) 7973 806661