You can have great food, good weather, fantastic entertainment and a packed event programme, but if the toilet facilities aren’t right, that’s often what people remember. It sounds harsh, but it’s true.
Most event organisers spend months planning the visible parts of an event. Toilets tend to sit further down the priority list until a few weeks before the big day. By then, some important decisions have already been made.
The good news is that most toilet-related problems are completely avoidable. They usually come down to a handful of common mistakes.
Here are some of the biggest ones we see and how to avoid them.
Underestimating Attendance Numbers
This is probably the most common issue. An organiser expects 200 people. The weather turns out better than forecast, word spreads locally, and suddenly 350 people arrive.
The toilets that seemed perfectly adequate on paper now have queues forming by lunchtime.
While nobody can predict attendance with complete accuracy, it’s usually better to plan for a slightly higher turnout than your minimum estimate. The cost of an additional toilet is often far less than the impact of long queues and frustrated visitors.
If you’re unsure, speak to your supplier. They’ll have experience from hundreds of events and can usually provide sensible guidance based on expected attendance and event duration.
Try our event planning tool.
Forgetting How Much People Drink
An event serving tea and coffee has very different toilet requirements from one serving beer, cider and cocktails all afternoon. It sounds obvious, but alcohol significantly increases toilet usage.
We’ve occasionally spoken to organisers who based their calculations purely on guest numbers without considering that there would be a licensed bar operating from noon until late evening.
The result is predictable.
If alcohol is being served, factor that into your planning from the beginning.
Booking Too Late
Summer can be incredibly busy for portable toilet suppliers. Festivals, weddings, village fairs, sporting events, charity fundraisers and construction projects are all competing for the same equipment.
Leaving your booking until the last minute can limit your options. You may find fewer units available or have less flexibility with delivery times.
Even if your event is still months away, there’s no harm in having an early conversation and securing what you need.
Placing Toilets in the Wrong Location
Where toilets are positioned can have a surprisingly large impact on guest experience. Place them too far away and people struggle to find them.
Place them right next to food vendors or seating areas and they become more noticeable than you’d probably like.
The best locations are usually:
- Easy to find
- Accessible for all guests
- Away from food preparation areas
- Positioned on level ground
- Accessible for servicing vehicles if required
A little thought here can make a huge difference on the day.
Not Considering Accessibility
Accessibility should never be an afterthought. Many organisers focus on the number of standard units required but forget about guests who may need accessible facilities.
Providing suitable facilities helps ensure everyone can enjoy the event comfortably and safely.
It’s worth discussing accessibility requirements with your supplier early in the planning process rather than trying to add facilities at the last minute.
Ignoring Event Duration
A four-hour village fete and a three-day music festival are completely different challenges. The longer an event runs, the more important servicing, restocking and capacity become.
Some organisers focus solely on attendance figures while overlooking how long those people will be on site.
Always consider both factors together:
- Number of guests
- Length of event
Doing so gives a much more realistic picture of what you’ll need.
Assuming Existing Facilities Are Enough
Many venues already have permanent toilets, which is great. The mistake is assuming they’ll be sufficient for your event without checking.
A venue that comfortably handles day-to-day visitors may struggle when several hundred additional guests arrive for a special event.
Before deciding not to hire additional units, find out:
- How many toilets already exist
- Whether they’ll be available exclusively for your guests
- How many people they’re designed to serve
Supplementing existing facilities is often more practical than relying on them completely.
Forgetting About Hand Hygiene
Toilets are only part of the picture. Guests also expect access to handwashing or sanitising facilities.
Particularly at events involving food and drink, good hygiene facilities help create a better experience and demonstrate that you’ve thought about visitor welfare.
Hand sanitiser stations and portable handwashing facilities are simple additions that can make a noticeable difference.
Choosing Solely on Price
Everyone has a budget. That’s understandable. However, selecting a supplier purely because they’re the cheapest option can sometimes create problems later.
Reliability, cleanliness, servicing standards and communication all matter.
A slightly cheaper quote isn’t always the best value if it results in late deliveries, poorly maintained units or difficulty getting hold of someone when you need help.
The best suppliers provide a balance of competitive pricing and dependable service.
Not Asking Questions
One of the easiest mistakes to avoid is also one of the simplest. Ask questions. A reputable toilet hire company won’t mind. In fact, they should welcome them.
Ask about:
- Recommended quantities
- Servicing schedules
- Delivery access
- Collection arrangements
- Contingency plans if attendance exceeds expectations
The more information you have, the fewer surprises you’ll encounter later.
The Bottom Line
Most outdoor event toilet problems don’t happen because organisers don’t care. They happen because toilet planning often gets pushed down the priority list until the final stages.
By thinking about attendance, event duration, accessibility, placement and hygiene facilities early on, you can avoid the issues that lead to queues, complaints and unhappy guests.
At WC Portables, we’ve supplied toilets for everything from local community events and charity fundraisers to large public gatherings. We know that every event is different, and we’re always happy to help organisers work out what they actually need.
Because when the toilets are planned properly, they’re something nobody talks about.
And for an event organiser, that’s usually a sign that everything went exactly as it should.
Not sure what you need for your event? Try our event planning tool.
