Water Station Ideas: Infused Water Dispensers for Events

Water is the drink everyone wants and nobody budgets for. At an outdoor wedding in July or a summer fundraiser along the Chicago lakefront, a thirsty crowd empties a water station quickly. A well-planned station keeps guests comfortable, gives non-drinkers something special and reduces lines at the bar.

How much water to plan

These are planning rules of thumb, not published standards. Adjust for heat, the length of your event and whether people will be dancing.

What to rent

• Glass beverage dispensers. 2 or 3 gallon with a spigot and a stand. Pick glass over acrylic if the dispensers will sit indoors; acrylic is safer on a lawn or a tent floor.
• A 6-foot banquet table with a floor-length cloth. See the tablecloth size chart.
• Glasses or cups. Plan 1 cup for every 2 guests per hour and spares. For outdoor events, see plastic vs glass outdoors.
• An ice bin or ice bags and a scoop. Read how much ice for a party.
• A drip tray or towels under the spigots.
• Small labels on the table, listing the flavors.
• A trash bin for used cups.

Four infused water recipes

Slice fruit and herbs thin and add them 2 hours before guests arrive. Strain citrus after 4 hours, because the rind turns bitter.

These are common household amounts, so scale up or down to taste. Use a fruit basket or infuser tube if your dispenser has one, to keep seeds out of the spigot.

Layout

Put the station away from the bar so lines do not merge. Near the dance floor, near a tent exit or beside the cocktail area works well. Allow 4 feet of standing room in front. Shade it if possible, because water warms and ice melts quickly in direct sun. For layout ideas see bar placement in the floor plan.

Food safety and venue notes

Keep infused water cold, and discard anything left out for more than a few hours in the heat. Public parks and forest preserves may have rules about what you can bring in and about glass; check with your park district or venue. If tap water is not available at the location, ask your caterer or a water supplier to deliver jugs.

Make it a feature

A water station can double as a decor piece. Mix tall glass dispensers with fresh flowers, a lace runner or a hand-lettered sign. For a kids' table, serve water in small glasses; see kids' glassware. For a wedding, a water station is a thoughtful touch for older guests waiting for the ceremony. Seating nearby gives people a place to rest, and garden folding chairs are a simple option.

Add water, glassware and seating to one quote

We help you add every beverage piece to one list. Book a free 15-minute seating call or request a quote.