Water Cooler Request

Need a water cooler for your event?

Welcome to our water cooler request page. Please read our guidelines below before submitting a request.

What we do not sponsor

• Organizations that are not public charities – i.e. not tax-exempt under paragraph 501(c)(3) of the U.S. Internal Revenue Code
• Political candidates, committees or organizations
• Churches and religious or sectarian organizations, unless engaged in a significant project benefiting the entire community
• Organizations that discriminate against people because of their age, race, creed, gender, handicap, sexual orientation, gender identity, ethnicity or national origin
• Events outside our service area (exceptions may apply if event is water industry related)

Toho Water Authority Water Cooler Program – Terms & Conditions, Guidelines, and Procedures

Once a request is received, Toho Water Authority (“Toho”) will review the information to determine whether it meets current program guidelines. Upon approval, Toho will contact the requesting organization via email with pickup and drop-off instructions.

By submitting a request and accepting the loan of water coolers, I acknowledge on behalf of myself, the requesting organization, and all individuals related to the organization that we have received, read, understand, and agree to comply with Toho’s Water Cooler Program Terms & Conditions, Guidelines, and Procedures.

Terms & Conditions

• The requesting organization agrees to use the water coolers solely for the event specified on the Water Cooler Request Form. Water coolers may not be used for any other event, purpose, or activity.
• The requesting organization acknowledges and agrees that Toho shall not be responsible or liable for any illness or injury resulting from the consumption of water, nor for any damage or injury to vehicles, persons, or property arising out of or related to the loan, use, transportation, pickup, or return of the water coolers.
• Upon execution of this agreement, the requesting organization releases, indemnifies, and agrees to hold harmless Toho, its council, employees, agents, and contractors from any and all claims, losses, damages, liabilities, costs, or expenses, including reasonable attorneys’ fees, arising out of or related to the loan and use of the water coolers, including but not limited to illness or injury resulting from consumption of water, transportation, pickup, return of the water coolers, or breach of this agreement.
• Toho is not responsible for any injury or damage to vehicles, persons, or property during the transportation, pickup, or return of the water coolers. The requesting organization and all individuals related to the organization, including those transporting or handling the water coolers, shall be deemed to have released and agreed to indemnify and hold harmless Toho, its council, employees, agents, and contractors from any and all related claims, losses, or damages, including reasonable attorneys’ fees.
• The undersigned is responsible for reviewing all pickup, transportation, and return guidelines with representatives of the requesting organization, including the release and indemnification obligations contained herein.
• Water coolers must be returned promptly on the confirmed return date. If a delay occurs for any reason, the requesting organization agrees to notify Toho as soon as possible.

Water Cooler Guidelines

• All requests must be submitted by organizations located within Toho’s service area, unless otherwise approved by Toho.
• Water cooler quantities are limited and requests are granted on a first-come, first-served basis. A completed Water Cooler Request Form must be submitted at least sixty (60) days prior to the event.
• Pickup and drop-off location: 
  Toho Water Authority Administration Building 
  951 Martin Luther King Blvd. 
  Kissimmee, FL 34741
• Scheduled pickup times will be provided via email upon approval. Toho is not responsible for missed scheduled pickup times.
• The pickup, loading, transportation, and return of water coolers are the sole responsibility of the requesting organization. The organization must provide appropriate transportation, staffing, and equipment to safely load and transport the coolers.
• The filling of ice and water is the responsibility of the requesting organization. Water coolers may be filled by adding commercially purchased bagged ice and potable tap water using a hose, faucet, or sink, ensuring the water source is safe for drinking.
• Water coolers must be emptied and dried at the conclusion of the event. Toho will sanitize the coolers upon return.
• If interim sanitization is necessary, use one (1) tablespoon of straight white distilled vinegar per one (1) gallon of water. Swish solution to contact all surfaces, allow to stand for approximately ten (10) minutes, rinse thoroughly, and air dry.
• Water coolers must be returned within seventy-two (72) hours following the conclusion of the event or by the next business day, whichever occurs first.

Water Cooler Procedures

• Each cooler has a ten (10) gallon capacity and may weigh over eighty-five (85) pounds when filled with water and ice. Use caution when lifting and handling.
• Coolers are intended for water and ice only. No other liquids or materials, including alcohol, sports drinks, or colored liquids, are permitted, as they may cause damage or discoloration.
• Toho will provide coolers only. Water, ice and cups are not provided.  
• Water coolers must be placed on an elevated surface such as a table or counter and may not be placed directly on the ground.
• Water coolers may not be relabeled, have labels removed, be intentionally damaged, or have signage affixed. Toho branding and logos must remain visible at all times.
• The water cooler recipient agrees to recognize Toho’s loan of water coolers in event publicity. Recognition level and benefits must be mutually agreed upon and aligned with existing Toho sponsorship opportunities.
• All publicity materials, designs, or displays recognizing Toho must receive prior written approval from Toho before use.

Acknowledgement

• If it is determined that water coolers were used for unauthorized events, sold, relabeled, had labels removed, or were otherwise used in violation of these Terms & Conditions, the requesting organization may be disqualified from consideration for future water cooler requests.