Office Refurbishment: Plan What Happens to the Vending Machine
An office refurbishment can disrupt vending service even when nobody plans to move the machine. A changed entrance, a closed corridor or dusty work nearby may affect customers and refill staff. Include the vending operator in the facilities plan before contractors arrive.
Mark the machine on the work-area plan
Identify where the machine sits in relation to the work zone, customer routes and delivery access. Ask the facilities team how those routes will change during each stage of the project. A route available on Monday may be closed when the next refill is due.
Record who can authorise access and who will tell the operator about changes. Do not rely on a contractor finding the right person after a delivery vehicle has already arrived.
Agree whether service will continue
Have the operator and facilities lead assess the proposed arrangement. Their plan may involve keeping normal access, changing service times, pausing sales or arranging a professional relocation. The appropriate choice depends on the works and installation.
Dust control and ventilation belong within the site’s wider works assessment. The HSA’s ventilation guidance provides relevant background; placing a cover over a machine is not a substitute for a suitable site plan or the manufacturer’s operating instructions.
Coordinate stock, power and physical access
Agree the last refill before any closure, how remaining stock will be handled and when service can restart. Give the operator notice of planned power interruptions or access restrictions. Avoid making changes to electrical connections or moving the cabinet as an informal office task.
Confirm loading access, door arrangements and the contact who will meet service staff. If the machine must leave the site, use an agreed handover comparable to the machine collection checklist, while recording that this is a temporary refurbishment arrangement where applicable.
Check the installation before reopening
When the works finish, ask the responsible parties to confirm the area is ready for vending service. Check customer access, operator access and any changed installation conditions. Arrange the operator’s normal checks before announcing that the machine is available again.
Give staff one clear message stating where refreshments are available during the disruption and when the next update will arrive. A named contact and a short reopening checklist reduce uncertainty for customers, contractors and refill staff without promising a date that the building project cannot yet confirm.