Short answer: Start with headcount. Under about 30 people, a compact coffee machine is usually enough. From 30 to 80, add a snack or combo machine. Above 80–100 people, separate coffee and snack-and-drinks machines work best and the site often qualifies for operated vending, where the machine is placed, stocked and serviced for you. Then check space, power and water, and decide who pays for the drinks.
- Headcount decides the size of machine; working hours decide how much you need to stock.
- Coffee comes first in most UAE offices — snacks and cold drinks second.
- Leasing with maintenance included suits most offices better than buying.
Step 1 — Match the machine to your team size
| People on site | What usually fits | Best way to get it |
|---|---|---|
| Up to 30 | Compact or table-top coffee machine | Buy or lease |
| 30–80 | Coffee machine + small snack or combo machine | Lease with maintenance |
| 80–200 | Floor-standing coffee machine + snack & cold-drinks machine | Lease or operated vending |
| 200+ | Several machines by floor or area; consider a smart fridge for fresh food | Operated vending |
Count the people who are in the office on a normal day. If half your team works from home, plan for the half that comes in.
Step 2 — Decide what people actually want
- Coffee and hot drinks: the most used machine in an office. Choose between fresh bean-to-cup and instant — see office coffee cost per cup.
- Cold drinks and water: essential in the UAE climate, and the easiest products to sell.
- Snacks: mix familiar brands with a few healthier options — nuts, dates, baked snacks, low-sugar drinks.
- Fresh food: sandwiches and salads need a refrigerated machine or a smart fridge and daily stock rotation.
A two-question staff poll — “what would you buy?” and “what would you pay?” — saves you from guessing.
Not sure which type fits? Answer four questions about your office and get a recommendation in under a minute.
Step 3 — Check space, power and water
- Space: a full-size machine needs roughly a square metre of floor plus room for the door to open and a ventilation gap behind it. Table-top coffee machines need a sturdy counter.
- Access: measure doors, corridors and the lift before delivery day.
- Power: a grounded 220–240 V socket close to the machine, without extension leads.
- Water: some coffee machines connect to the mains water; others use a refillable tank. Decide which your pantry allows.
- Noise: keep refrigerated machines out of quiet work areas.
Step 4 — Decide who pays
- Free for staff: the company pays for ingredients as a benefit. Simple, popular, and the cost per cup is small.
- Subsidised: staff pay a reduced price and the company covers the rest.
- Paid: staff pay the full price by card, mobile wallet or cash. This is how operated vending works.
Whichever you choose, add cashless payment to any paid machine — few office workers carry coins.
Step 5 — Buy, lease or operated?
| Option | Choose it when | You handle |
|---|---|---|
| Buy | You want the lowest long-term cost and have someone to look after the machine | Stock, cleaning, service after warranty |
| Lease | You prefer a fixed monthly cost with maintenance included | Stock and daily cleaning |
| Operated | You have enough daily users and want no work at all | Nothing — we stock and service it |
For a detailed comparison, read buy vs lease.
Step 6 — Avoid the five common mistakes
- Buying too big. A half-empty machine wastes money and stock.
- Forgetting who will refill and clean it. Name the person before the machine arrives.
- Ignoring service. Ask who repairs the machine, how fast, and where parts come from.
- Coins only. A machine without card payment loses sales every day.
- Choosing on price alone. The cheapest machine is expensive if it is the wrong type for your team.
See how other workplaces set this up on our office vending page.
