Reusable cups for festivals and events help organizers cut waste, reduce cleanup, and create a better drink-service experience. But choosing the right setup raises practical questions.
- How many cups do you need?
- Which material should you choose?
- Should you borrow, rent, or buy?
- And how do you handle deposits, washing, staffing, and storage?
This guide walks through the key planning decisions for event organizers. Whether you’re running a festival, concert, sports event, or other high-volume event, the goal is the same: build a reusable cup system that works smoothly for both staff and attendees.
Quick answer: what do you need to plan for a reusable cup system?
Before switching to reusable cups, most event organizers need to decide:
- how many cups to order
- which material fits the event best
- whether to borrow, rent, or buy
- how deposits and returns will work
- whether washing happens on-site or off-site
- how reusable cup holders fit into the visitor experience
Why festivals are switching to reusable cups
Sustainability is one reason festivals are moving away from single-use cups. Operations, cost control, compliance, and attendee experience matter too.
Across Europe, regulations are pushing events away from single-use plastics and toward reusable systems. That makes reusable cups not more than just an environmental choice. It’s a practical way to future-proof your event.
Besides meeting regulation, reusable cups also create several practical benefits:
- lower waste and cleanup pressure
- a sturdier, more premium feel than disposable cups
- lower cost per serve over time, with effective reuse
- better alignment with eco-conscious attendees, partners, and sponsors
- a more visible sustainability story for your event brand
How to choose the right reusable cup setup for your event
The best setup depends on your event size, drink service speed, branding needs, and whether the event happens once or repeats every year.
Small local event
A simple borrow or rental setup is often enough. Keep cup types limited, use a simple return point, and avoid overcomplicating the process.
High-volume event
Plan for faster drink circulation, clear return points, and strong staff briefing. This is where reusable cups, return logistics, and reusable multi-drink carrying solutions need to work together.
Recurring branded event
If the event repeats, buying printed reusable cups can become more attractive. Branded cups can reinforce the experience, but they can also reduce return rates if too many attendees keep them.
Material
The first choice is which type of reusable cup material fits your event. Most reusable event cups are made from polypropylene (PP), polycarbonate (PC), or copolyester materials such as Tritan. Depending on your drinks menu and event style, you may use one material or a mix.
- Polypropylene (PP): robust, cost-effective, and well suited to high-circulation festival and event use
- Polycarbonate (PC): transparent and durable, with a more glass-like appearance
- Copolyester / Tritan: also transparent and durable, often used when appearance matters more
If your event serves a mix of beer, soft drinks, wine, and specialty drinks, using more than one cup type may make sense. Just keep in mind that more cup types make logistics and staffing more complicated.
How many reusable cups should you order?
The number of reusable cups you need depends on attendance, bar speed, washing method, peak moments, weather, and how many cup sizes you plan to use. If you have data from previous editions, start there. If not, use planning estimates.
Start with:
- maximum expected visitors on site at one time
- number of bars or drink points
- number of cup types and sizes
- whether washing is on-site or off-site
- how concentrated your peak serving moments are
Add a 10–15% buffer so you do not run short during peak periods.
As a rule of thumb:
- for a fast event such as a festival or fair, start around 7 cups per visitor per day
- for a slower event such as a sports match, music concert, or performance, start around 2–3 cups per visitor per day
- with efficient on-site washing, those numbers may go down significantly
These are starting points, not universal rules. Your actual needs depend on your event layout, service speed, and return system.
Should you borrow, rent, or buy reusable cups?
There are three main ways to source reusable cups. Your decision depends on how often the event runs, how much customization you want, and how much logistical support you need.
- Borrowing: a practical option for smaller local events
- Renting: often the best fit for medium to large events, especially when delivery and cleaning are included
- Buying: often attractive for recurring events or events that want printed cups and a more branded experience
If you plan to customize cups with event branding, remember that souvenir value can work against your return rate if too many attendees take them home.
You can also combine approaches. For example, a recurring event may buy its core cup stock and rent extras for peak attendance.
How deposit systems work
A reusable cup system works best when you plan deposits, returns, washing, staffing, and communication together. One of the biggest operational challenges is getting cups back consistently.
A common approach is to charge a deposit for the first cup, then exchange that cup with each next drink. The deposit needs to be high enough that attendees return cups consistently.
Common deposit systems include:
- Cash transactions: simple and direct for smaller events
- Cashless systems: efficient for larger events using wristbands or chip cards
- Eco-tokens: a token is exchanged for a first cup, then used in the return/exchange flow
If you do not use eco-tokens, let attendees trade in their last cup for the deposit value. A visible return point at the exit can reduce abandoned cups and long lines. Some events also donate unclaimed deposits to charity.
If you’re exploring more advanced collection systems, you may also want to look at solutions like Goodless and their smart collection tools.
Washing, staffing, and storage
Washing
Next, decide whether washing happens on-site or off-site. Both can work. The right choice depends on event size, infrastructure, logistics, and cost.
Compare:
- the cost of renting more cups without intermediate washing
- versus washing cups during the event and renting or buying fewer total units
For on-site washing, plan for:
- water and electricity
- detergent
- bins or stack systems
- enough space near the bar
- enough cooling and drying space after washing
A dishwasher is usually the most hygienic and efficient option if your venue can support it.
Staffing
Reusable systems usually shift staffing rather than simply adding more work. You may need more cup-handling support, but less cleanup.
Appoint one person to own the cup system across logistics, inventory, staff briefing, and problem-solving. Then estimate support for:
- inventory and logistics
- deposit returns
- token handling, if relevant
- on-site washing, if relevant
If you use only reusable cups and plan on-site washing, make sure staffing for that process is realistic before launch day.
Storage and hygiene
Reusable cups need much more storage space than disposable stock, so storage planning matters early.
If you wash on-site, give cups enough time to dry fully after final washing. If you pack cups away while still damp, hygiene and smell can become problems.
Communication for staff and attendees
Clear communication is what makes the system work on the day. Both staff and attendees need to understand how cups move through the event.
Staff
Brief bar supervisors in writing beforehand, then repeat the briefing verbally before opening. Make sure staff understand:
- which drinks go in which cup type
- how the deposit system is calculated
- where used cups go
- how clean cups return to the bar
- who owns logistics decisions during the event
- how fraud or stock loss is prevented
- any rules around staff consumption
Attendees
Explain the system early and repeat it often:
- mention it on your website and social media before the event
- use bar signage during the event
- make return points highly visible
- repeat key info on screens, boards, or banners
The easier the system is to understand, the more likely people are to use it correctly.
How Cupkeeper fit into a reusable cup system
Reusable cups solve part of the waste problem. But if attendees still carry drinks using disposable cardboard trays, the system isn’t complete. In fact, that cardboard litter will stand out all the more as you shift towards resuable food- and drinkwares.
Cupkeeper helps events replace disposable drink carriers with a reusable option that is:
- easier to carry
- easier to brand, and
- better aligned with a reusable drink-service setup.
This matters for festivals and busy high-volume events where people often carry many drinks away from the bar. Fans carrying more drinks translates to more sales and a shorter queue.
A premium reusable holder like Cupkeeper means:
- no litter from cardboard drink trays
- a smoother visitor experience (don’t underestimate the convenience of one-handed carrying – especially in tight crowds.)
- more visibility for your sustainability choices
- an extra branding opportunity for your event or sponsors
- an added revenue stream, as fans happily pay a drink ticket for their Cupkeeper.
If you want to understand that side of the system better, read our article on why it may be time to say goodbye to cardboard drink carrier waste.
Reusable Cup Planning Checklist for Festivals
Before launch day, check these off:
- expected attendance and peak periods confirmed
- number of bars and serving points confirmed
- cup sizes and drink types mapped
- borrow, rent, or buy decision made
- deposit and return system chosen
- washing method chosen
- storage space confirmed
- staff roles assigned
- attendee signage prepared
- return points clearly planned
- Cupkeeper or another multi-drink carrying solution considered
This checklist is simple, but that’s the point. It helps you spot practical gaps before they become event-day problems.
Ready to plan your reusable cup setup?
If you’re preparing a festival, concert, sports event, or other high-volume event, we can help you choose reusable cup types, estimate quantities, and pair them with the right Cupkeeper setup.
Contact us for planning advice
Sources and further reading
Sources:
There is a detailed manual from OVAM created by ecofest. It is only availably in Dutch, though. If you do speak Dutch, we highly recommend reading through the manual, but we’ve done our best to cover the most important points here.
There is also an English guide to reusable cups, albeit with less detail, published by RAW foundations in collaboration with the Association of Independant Festivals (AIF) and Kambe Events, a sustainable event management consultancy.
For related reading, you may also find these useful:
