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Vending machine compliance in a workplace comes down to four things: the machine is electrically safe and tagged, the supplier carries public liability insurance, there is documented safe work method paperwork for getting the machine onto site, and the installation itself meets your site rules. With Xvend, all four sit with us. Test and tag is done in house, we carry public liability insurance, and Safe Work Method Statements (SWMS) and Standard Operating Procedures (SOPs) are available on request. The host business takes on no hire fee and no extra compliance load.
What compliance should you expect from a vending supplier?
Ask for three pieces of paper and one behaviour. The paperwork is evidence that the machine has been electrically tested and tagged, evidence of current public liability insurance, and a SWMS covering delivery and installation. The behaviour is how the supplier turns up: induction done, the right gear on, the area left clean. A supplier who cannot produce the paperwork quickly is usually a supplier who has not thought hard about the behaviour either.
Test and tag: who is responsible for the machine?
The supplier should be, and with Xvend it is. A vending machine is plug in electrical equipment sitting in your building and drawing power from your circuits, which in a workplace pulls it into your electrical safety obligations. Xvend tests and tags machines in house, so the tag is current when the machine lands and stays current as part of our service visits. That matters most on sites where a contractor sweeps the building each year and every untagged lead turns into an action item on somebody’s list. It also means your facilities team is not chasing a third party for records on equipment they never purchased.
Public liability insurance, confirmed before the truck arrives
Any contractor working on your site should carry public liability insurance, and vending is no exception. Xvend carries public liability insurance and can provide evidence for your contractor management system. Most managed buildings and head contractors will not let a delivery through the gate without it, so confirm it while the placement is being planned rather than on the morning the machine is due. It is a short conversation early, or a cancelled delivery late.
SWMS and SOPs for construction and managed sites
Construction sites and large managed facilities run contractor onboarding for a reason, and a vending delivery goes through it like any other trade. Xvend has SWMS and SOPs available on request, covering the parts of the job that actually carry risk: unloading, moving a heavy machine across a floor, positioning it and connecting it to power. Restocking visits follow the same documented process, which is the part people tend to forget, because a machine is delivered once and restocked for years. If you are placing a machine on an active build, our construction site vending machine hire page sets out how machines are specified for that environment.
What does a clean, professional installation look like?
Machine placed exactly where you agreed, packaging taken away with the truck, floor left as it was found, the lead run so nobody trips on it, and the machine levelled and tested before the technician leaves. Delivery and installation are free, and so are restocking, repairs, servicing and maintenance, with no call out fees and no hidden charges. There is no hire fee at all, which is usually the line procurement reads twice. Our free vending machine hire page explains how the $0 arrangement is structured.
Questions worth putting in your supplier comparison
If you are comparing vending suppliers on more than product range, these five questions separate them quickly.
- Do you test and tag your machines, and who holds the records?
- Can you provide evidence of public liability insurance before delivery?
- Are SWMS and SOPs available for delivery, installation and restocking?
- What does the area look like after your technician leaves?
- What is the hire fee, and what happens if we ask for the machine to be removed?
The last one catches more suppliers than the rest. Xvend works without a lock in contract, so a host business can change providers at any time. Distribution centres and large sheds tend to raise the most placement questions, and our warehouse vending machine hire page covers how placement and stock selection work in those buildings. Broader procurement questions are answered on the Xvend frequently asked questions page.
Free vending machine hire with the compliance handled
Xvend supplies free vending machine hire to workplaces from Caboolture in the north to Murwillumbah in the south, including Brisbane, Ipswich, Logan, Redlands, Moreton Bay, the Gold Coast and the Tweed. We test and tag in house, carry public liability insurance, and provide SWMS and SOPs on request, so the compliance work sits on our side rather than with your facilities team. If you have a site in mind, get in touch with the Xvend team and we will talk you through what a placement involves.
