Office Closing for a Holiday? Plan Your Vending Service

A vending machine office holiday closure plan should cover the days before staff leave and the first day they return. Lower demand, restricted building access and changes to cleaning cover can all affect the service. Give your operator the closure dates early enough to adjust visits and agree who will check the machines.

Confirm who will still use the building

A site may be “closed” to most staff while security, cleaners or a small shift remain on duty. Establish whether they need refreshments and which parts of the building they can access. Share the expected attendance with the vending operator rather than cancelling every visit automatically.

• Last normal working day and reopening date.
• Expected users during the closure.
• Available access times and the responsible contact.
• Any planned power, plumbing or building work.

These details help the operator plan an appropriate final refill. A cabinet stocked for a normal working week may not suit a much quieter period.

Agree the stock and equipment plan

Review products that need attention before or during the closure. Let the responsible food business decide how to manage stock under its food-safety procedures, including storage conditions and date checks. Do not switch off a stocked refrigerated machine as an informal energy-saving measure.

Coffee equipment may need a manufacturer-specific shutdown routine. For example, Scanomat publishes a temporary shutdown guide for its own equipment. That illustrates the need for model-specific instructions; those steps should not be copied onto a different machine.

Ask your provider whether your equipment should remain operational or be prepared for shutdown. Agree who is authorised to carry out the required cleaning and any power or water isolation.

Leave a clear handover

Record the last service date, outstanding issues and emergency contact. Tell building staff which machines remain in use and where to report a leak, fault or power interruption. Keep access arrangements in the agreed internal channel rather than on a public notice.

Our service agreement questions are useful when responsibilities are unclear. Confirm any visit changes directly with the operator so a driver does not arrive at a locked building.

Plan the restart before the first queue

Book any required restart visit ahead of normal attendance. Have the responsible team follow the machine’s restart, cleaning and stock-check procedures, then confirm the service is ready for customers. Do not assume that switching the display back on completes those checks.

For a planned workplace closure, contact our team with the dates and expected occupancy. An agreed plan helps match the vending service to the people who will actually be on site.