Black & White Facilities / Service brief
Vending and Refreshments
A refreshment service needs clear responsibility for stock, cleaning and the equipment that dispenses it. Facilities managers should review demand by location and operating period, then define the supplies and maintenance arrangements suitable for each service point rather than assume every workplace area has the same needs.
Overview
Describe the current shortfall and the intended result for affected users and locations. Include changes in attendance or building use so the review addresses present refreshment demand rather than renewing an unsuitable existing arrangement.
Our full service catalogue, including every individual service, is available across every listed sector and location. For one site or several, we agree the scope, access and programme around the buildings concerned.
What the service can include
The brief covers products, machinery, supply, replenishment, cleaning and records. Allocate machine ownership and maintenance, with payment arrangements where applicable. Confirm water, electrical, drainage and waste needs before agreeing equipment positions.
What to consider
Stocking and technical availability are distinct duties: a refill visit does not automatically include repairs. Food and allergen details must match the products and service method, with a defined way to manage ingredient or stock changes.
Our instruction records the work included and tasks remaining with the property team. Related repairs and specialist activities need separate allocation, including who arranges them and receives the relevant service records.
Before we visit
Provide occupancy, opening hours, demand patterns and existing machine information. Identify delivery access, storage, cleaning and waste arrangements. Agree responsibility for product decisions, faults and feedback at each site.
How we help
We review the position and intended use before defining the offer and duties. Setup coordinates equipment and stock with the premises. Handover sets out replenishment, cleaning and fault reporting alongside the records needed for the arrangement.
Across a portfolio, consistent reporting and escalation should preserve local contacts and operating conditions. Record actions against the relevant machine location or service area, with a named route for wider operational decisions.
What affects cost and timing
Usage, range, equipment terms, refill frequency and utility alterations shape the cost. Installation, consumables and maintenance may be charged differently. Make these distinctions visible so the proposal can be assessed for ongoing cost as well as setup.
Identify opening hours, sensitive periods and activities that cannot be interrupted. Include any phased changes, extra access needs and operational reports when agreeing the programme and price.
Sector applications
In Offices, position service activity around staff and visitors. Trading and deliveries affect Retail; guests and food operations influence Hospitality. Teaching dictates access arrangements for education. The full offering covers all sectors, with the approach based on each site's actual use.
Local coverage
Vending and refreshment requirements fall within our Northumberland, Tyne and Wear, County Durham and Tees Valley coverage. Included sites are in Berwick-upon-Tweed, Alnwick, Morpeth, Hexham, Newcastle, Gateshead, Sunderland, Durham, Darlington, Hartlepool, Stockton-on-Tees and Middlesbrough; visit all locations.
Provide the local responsible person and working restrictions at each refreshment point. Keep premises-specific differences in the brief even if the estate agrees one product range.
Frequently asked questions
Does replenishment include machine repairs?
Machine repairs must be stated in the scope. Set the maintenance and fault-response arrangements independently of stock replenishment.
Can machines be moved to a different area?
Before moving equipment, assess services, access, available space and maintenance needs; a position that looks convenient may not be suitable.
How is the product range chosen?
Base choices on users, hours and location demand, then review consumption and feedback to inform adjustments.
Can several sites have consistent supplies?
A common range is possible, provided supply arrangements still recognise local usage and refill requirements.
Knowledge and guidance
When equipped kitchens are involved, refer to kitchen-extraction cleaning guidance and retain the distinction between machinery upkeep and food service. Consult Official guidance for allergen guidance and browse the Knowledge Centre.
Related services and your next step
Refreshment provision connects with Catering and Hospitality Services and Workplace Catering. Equipment-related work may involve maintenance or Minor Works; broader scopes can be found in the services and projects directories.
Use Contact Black & White Facilities to share machine locations, demand and available records. Explain the result required and working limits so responsibilities and the next step can be agreed.
Discuss the scope
Tell us what needs attention.
Share the site, the issue and any access requirements so we can discuss the next step.