Frequently Asked Questions
Vending Services
How Much Does It Cost To Place a Vending Machine?
For qualifying locations, vending machine placement is free. Locations with 100 or more daily people walking by the machine area may qualify for a modern, energy-efficient vending machine at no cost to the business.
Carlin Vending handles the delivery, installation, stocking, and ongoing service, making it an easy way to add convenient refreshment options without upfront equipment costs.
What Kind of Snacks and Drinks Do You Offer?
We offer a wide variety of popular snacks and drinks, including classic favorites from major brands.
Drink options may include Pepsi products, Coca-Cola products, bottled water, sports drinks, energy drinks, iced teas, and flavored beverages.
Snack options may include Lay’s chips, Doritos, Cheetos, Reese’s, Hershey’s, M&M’s, Snickers, Milky Way, PayDay, KitKat, cookies, crackers, granola bars, and other popular grab-and-go items.
Where Is the Best Place To Put a Vending Machine?
The best vending machine locations are visible, easy to access, and part of the normal daily traffic flow. Breakrooms, employee entrances, warehouse common areas, lobby spaces, waiting areas, and shared office areas are all common options.
Before placing a machine, Carlin Vending will review the space, electrical access, cellular signal, customer traffic, and service access to make sure the location is a good fit.
How Much Space Does a Vending Machine Need?
Most full-size vending machines are approximately 72 inches tall, 35 inches deep, and between 35 and 39 inches wide, depending on the machine type and product configuration.
We will review your available space before installation and recommend the right machine size for your location.
Do You Use New Vending Machines?
Yes. Carlin Vending uses new, modern vending machines by design.
We want our machines to look professional, operate reliably, support modern payment options, and provide a better experience for employees, customers, and guests.
Are Your Machines Accessible for People With Different Needs?
Yes. Accessibility is important to us. We use modern vending machines that are designed to make product selection and payment easier for more users, including individuals who may not be able to comfortably reach the top of a machine.
Our goal is to provide vending equipment that is practical, professional, and accessible so your products can be enjoyed by as many people as possible.
What Power Is Required for a Vending Machine?
Most vending machines require access to a standard grounded electrical outlet. Snack machines generally use less power, while refrigerated drink machines require more power because they keep beverages cold.
The machine should be placed close to a proper outlet, and extension cords should not be used. During the site visit, we will review the available power before recommending placement.
Does the Machine Need Wi-Fi or Cellular Signal?
Our machines typically use cellular-connected payment systems for transactions and machine monitoring. This means we usually do not need access to your company’s Wi-Fi network.
Because of this, the machine needs to be placed in an area with good cellular signal. During the site visit, we will check the location to make sure the machine can reliably process card and mobile payments.
Do Your Vending Machines Accept Credit Cards and Mobile Payments?
Yes. Our machines can support modern cashless payments, including debit cards, credit cards, and mobile wallet payments where available.
This gives employees, customers, and guests a convenient way to purchase snacks and drinks without needing cash.
Do You Offer Profit Sharing or Commission Programs?
In select cases, yes. Profit sharing or commission arrangements may be available for very high-volume locations.
These arrangements are typically reserved for locations with heavy daily traffic or strong sales potential, such as airports, public buildings, transportation hubs, entertainment venues, schools, large facilities, or other high-usage areas.
For most standard business placements, our focus is providing reliable vending service, quality products, and consistent restocking.
What If My Company Does Not Have 100 or More People?
You may still be able to get a vending machine.
For locations with fewer than 100 people or lower expected usage, we review the opportunity on a case-by-case basis. If the location does not meet the expected sales volume for free placement, a monthly convenience or service fee may apply.
This allows us to still provide vending service in smaller locations while covering equipment, stocking, maintenance, and support costs.
How Do You Decide What Size Machine a Business Needs?
We look at several factors, including the number of employees, daily foot traffic, customer access, available space, shift schedules, power access, and the type of products people are most likely to buy.
A smaller office may need a smaller machine, while a larger workplace may need separate snack and beverage machines to properly support demand.
Who Stocks the Vending Machines?
Carlin Vending handles stocking, product rotation, and inventory management.
We monitor what sells, remove slow-moving items when needed, and adjust the product mix over time based on actual usage. The goal is to keep your machine stocked with products people actually want.
How Often Are the Machines Restocked?
Restocking frequency depends on usage. Some locations may need service weekly or more often, while others may need service less frequently.
After installation, we monitor sales and inventory patterns so we can build a restocking schedule that fits your location.
Can We Request Certain Products?
Yes. We welcome product requests from your team.
Popular options may include chips, candy, pastries, crackers, bottled water, soda, sports drinks, tea, energy drinks, and other common breakroom favorites. While we cannot guarantee every requested item will always be available, we use feedback to keep the machine stocked with products that fit your workplace.
Can You Include Healthier Snack and Drink Options?
Yes. We can include healthier options such as bottled water, zero-sugar drinks, protein snacks, granola bars, nuts, trail mix, baked chips, and other lighter snack choices depending on availability and demand.
We can balance traditional favorites with better-for-you options based on what your team actually purchases.
What Happens If a Machine Is Empty or a Product Gets Stuck?
If a machine needs attention, simply contact Carlin Vending.
We provide local service and support for machine issues, including stuck products, payment concerns, machine errors, or restocking needs. Our goal is to keep your vending service reliable with minimal disruption to your business.
Do You Maintain and Repair the Machines?
Yes. Carlin Vending is responsible for maintaining and servicing the machines we place.
If a machine has a technical issue, we will inspect it, repair it, or replace equipment when necessary. Your business does not need to manage vending machine maintenance.
Do You Offer Recycling Services for Bottles and Cans?
Yes, recycling support may be available for vending customers.
Depending on your location and service plan, we may be able to provide a recycling container or pickup option for aluminum cans and plastic bottles on a scheduled cadence. This can help keep your breakroom cleaner while giving employees a simple way to recycle beverage containers.
Can Vending Machines Be Placed in Public Areas?
Yes, vending machines can be placed in public-facing indoor areas when the location is appropriate.
Public placements may require additional review for power, security, traffic volume, building rules, permits, and service access. However, Carlin Vending does not place vending machines outdoors. Outdoor placements create weather, security, maintenance, and operational risks that do not align with the level of service we want to provide.
What Happens During a Site Visit?
A typical site visit takes about 10 to 15 minutes.
During the visit, we review the available space, check power access, evaluate cellular signal, take pictures as needed, write down important notes, and ask for feedback about what would make vending successful for your company.
This helps us recommend the right equipment, product mix, and service plan for your location.
What Does Carlin Vending Need Before Placing a Machine?
Before placing a machine, we typically review your available space, power access, cellular signal, estimated foot traffic, employee count, delivery access, and expected usage.
This helps us determine whether vending service is a good fit and what type of machine would work best for your business.
Can a Vending Machine Be Moved After It Is Installed?
Yes, but machine moves should be coordinated with Carlin Vending.
Vending machines are heavy commercial units and should not be moved by employees or building staff. If the machine needs to be relocated, we can review the new space and make sure it has proper power, clearance, service access, and cellular signal before moving it.
How Are Refunds, Malfunctions, and Payment Issues Handled?
Carlin Vending prefers cashless vending because it creates a cleaner, faster, and more reliable experience for customers while reducing the need for cash and coin handling on site.
If a product gets stuck, a payment issue occurs, or the machine does not operate as expected, we treat it as a service request. Our modern machines and payment systems allow us to review available transaction activity, sales data, and machine information to help troubleshoot the issue quickly.
When a refund is appropriate, we will make it right. Our goal is to keep the vending experience simple, reliable, and convenient for your employees, customers, and guests.
Office Coffee
How Does Carlin Vending's Office Coffee Service Work?
For a simple monthly fee, Carlin Vending manages your office coffee experience from start to finish. We provide the commercial coffee equipment, coffee products, filters, cups, creamers, sweeteners, stirrers, and other breakroom essentials your team needs to stay stocked and refreshed.
We can install a traditional pour-over coffee brewer that your staff fills manually, or we can provide a plumbed-in coffee system connected directly to your building’s water line. If plumbing is needed, we coordinate with a licensed plumber to make sure everything is installed properly.
Once your service is set up, we help monitor usage, restock supplies, adjust selections as needed, and support the equipment if service is ever required. The goal is simple: your team gets reliable office coffee without your business having to manage the details.
Can We Choose The Coffee Products We Want?
Yes. We can help you build a coffee program around the products your employees prefer.
You can keep it simple with classic regular and decaf coffee, or add additional options such as flavored coffee, creamers, sweeteners, tea, hot chocolate, and other breakroom items.
Do You Clean The Coffee Equipment?
We help keep the equipment operating properly and can provide guidance on routine cleaning.
Depending on the service plan, we may also assist with periodic deep cleaning and equipment checks during scheduled visits.
Daily rinsing and basic cleanup are typically handled by the business using the equipment.
Why Do You Use Aluminum-Style Coffee Pots Instead of Glass?
Carlin Vending prefers durable aluminum-style or stainless-style coffee pots because they are practical for busy workplace environments.
Unlike glass coffee pots, they are less likely to shatter if dropped, easier to clean, and better suited for daily office use. This helps reduce breakage concerns and creates a safer, more professional coffee experience for employees, customers, and guests.
How Do You Help Keep Coffee Fresh Throughout the Workday?
We help design your coffee setup around your team’s actual usage.
Depending on your workplace, this may include commercial brewers, properly sized coffee pots, pre-measured coffee packs, restocking schedules, and product adjustments over time. The goal is to avoid stale coffee sitting too long while also making sure your team has coffee available when they need it.
Can You Help Us Avoid Single-Serve Coffee Waste?
Yes. While single-serve coffee can be convenient, many workplaces prefer traditional commercial coffee brewers because they can reduce packaging waste and better support larger teams.
Carlin Vending can help your business choose a coffee setup that balances convenience, cost, employee preferences, and overall waste reduction.
How Do You Choose the Right Coffee Setup for Our Office?
We look at your employee count, visitor traffic, breakroom layout, water access, power access, coffee preferences, and how often your team drinks coffee throughout the day.
A smaller office may need a simple pour-over setup, while a larger workplace may benefit from a plumbed-in commercial brewer, larger coffee pots, and a more structured restocking plan. Our goal is to recommend a setup that fits your space, budget, and daily usage.
How Do We Get Started?
Getting started is simple. We will review your location, employee count, available space, water access, and expected coffee usage.
From there, we will recommend equipment, supply options, service frequency, and pricing for your office coffee program.
Water & Ice
What Is Carlin Vending’s Water and Ice Service?
Carlin Vending provides workplace water and ice service for businesses that want clean, convenient hydration without managing the equipment, supplies, maintenance, and service schedule on their own.
Depending on your needs, we can provide filtered water equipment, commercial ice machines, or a combined water and ice solution as part of a monthly service plan.
Is There a Setup Fee for Water or Ice Service?
Yes. Water and ice service typically includes a setup fee because the equipment may require delivery, placement, installation, plumbing coordination, filter setup, and initial testing.
We explain the setup fee up front so your business understands the cost before service begins.
How Is Water and Ice Service Billed?
Water and ice service is billed on a monthly basis.
Your monthly rate depends on the equipment selected, service frequency, cleaning schedule, filter needs, location, installation requirements, employee count, and overall usage.
Who Installs the Water Equipment?
All plumbed-in water service installations are handled by a professional licensed plumber.
This helps ensure the equipment is connected properly, installed safely, and set up in a way that supports reliable long-term use.
Does the Water Service Require Plumbing?
Most commercial filtered water systems are designed to connect directly to a water line.
During the site visit, we will review your available plumbing, electrical access, space, and placement options. If plumbing is required, Carlin Vending coordinates with a licensed plumber for the installation.
What Type of Water Equipment Do You Use?
Carlin Vending prefers modern standing filtered water systems designed for workplace use.
For larger offices and facilities, we prefer high-capacity WellSys-style standing water units that are built for frequent use, filtered water, large tumblers, and a more professional break room experience.
Is This a Good Fit for Larger Workplaces?
Yes. Our preferred standing water systems are a great fit for workplaces with 50 or more people, especially locations where employees frequently fill large cups, bottles, and reusable tumblers throughout the day.
The goal is to provide a convenient hydration station that can support normal workplace demand without relying on bottled water deliveries.
Can Employees Fill Large Tumblers and Bottles?
Yes. Our preferred standing water systems are designed with larger dispense areas that make it easier to fill reusable bottles, large tumblers, travel cups, and similar containers.
This is especially helpful for employees who bring large cups to work and want filtered water throughout the day.
Does the Water Come Filtered?
Yes. Our water service is designed around filtered water equipment.
Depending on the equipment selected, the system may include advanced filtration, filter maintenance, and scheduled filter changes as part of the service plan.
Do You Offer Hot, Cold, and Ambient Water?
Yes. Depending on the equipment selected, water service may include cold water, ambient water, and hot water.
This gives your team convenient options for drinking water, tea, instant coffee, oatmeal, hot chocolate, and other break room needs.
Do You Provide Ice Machines?
Yes. Carlin Vending can provide commercial ice machines for workplaces that need a reliable ice solution.
Ice machine options depend on your available space, water access, electrical access, usage level, and the number of people the machine needs to support.
What Size Ice Machine Does My Business Need?
The right ice machine depends on your team size, available space, daily usage, shift schedule, and whether the ice is mainly for employees, guests, customers, or operational needs.
During the site visit, we will review your break room or service area and recommend an ice machine that fits your organization.
Do Ice Machines Include a Cleaning Schedule?
Yes. Ice machine service includes a cleaning and maintenance schedule.
The exact schedule depends on the machine, water conditions, usage level, and service plan. High-use environments may require more frequent cleaning to help keep the equipment operating properly.
Who Cleans and Maintains the Ice Machine?
Carlin Vending manages the ice machine service schedule for equipment we provide.
This may include scheduled cleaning, maintenance coordination, filter-related service, and equipment checks based on the plan selected. Your team should still follow normal daily-use practices, such as using the scoop properly and keeping the surrounding area clean.
Can Water and Ice Be Added to Coffee Service?
Yes. Water, ice, and coffee service can be combined into a more complete break room program.
This is a good option for businesses that want one provider to help manage workplace hydration, coffee, ice, and related break room needs under a monthly service plan.
Is This the Same as Vending or Bottled Drink Service?
No. Water and ice service is separate from vending machine service and bottled drink vending.
This service focuses on filtered water equipment, ice machines, installation coordination, cleaning schedules, and monthly equipment support. Vending machines and bottled drink sales are handled separately.
What Happens During the Site Visit?
During the site visit, we review your available space, plumbing access, electrical access, drainage needs, employee count, expected usage, and placement options.
We may take pictures, write down notes, measure the area, and ask what would make water or ice service successful for your company. From there, we recommend equipment, setup requirements, and a monthly service plan.
How Do We Get Started?
Getting started begins with a short conversation and a site visit.
Carlin Vending will review your workplace, determine whether water service, ice service, or a combined solution is the right fit, explain any setup fee, and provide a monthly service recommendation based on your location and usage needs.
Managed Breakroom
What Is Carlin Vending’s Managed Break Room Service?
Carlin Vending’s Managed Break Room Service is a flat monthly service designed to take the daily break room burden off your team.
Instead of asking employees, office managers, or business owners to run to the store for paper towels, cups, plates, utensils, coffee supplies, soap, sponges, napkins, straws, and other essentials, we help manage those items for you.
Our goal is to keep your break room stocked, cleaner, better organized, and easier for your team to enjoy.
What Does Managed Break Room Service Include?
Managed Break Room Service can include common break room supplies such as paper towels, napkins, paper plates, plastic cups, utensils, straws, dish soap, sponges, scrubbers, coffee supplies, water supplies, and other everyday items your team uses.
Depending on your organization’s needs, the service may also include light break room cleanup, refrigerator cleanouts, equipment wipe-downs, supply organization, and recurring inventory checks.
Is This the Same as Vending Service?
No. Managed Break Room Service is separate from vending machine service.
Vending service focuses on snacks, drinks, and products sold through a vending machine. Managed Break Room Service focuses on the supplies, cleanliness, organization, and recurring support needed to keep your break room functional.
Coffee and water service can be included as part of a managed break room plan, but vending machines and retail drink vending are handled separately.
How Is Managed Break Room Service Billed?
Managed Break Room Service is billed at a flat monthly rate.
Your monthly rate depends on your location, the size of your team, the supplies you want included, how often we visit, whether coffee or water service is included, and whether any equipment rental or refrigerator support is needed.
How Often Do You Service the Break Room?
Most managed break room customers are serviced once or twice per week, depending on the needs of the location.
During each visit, we review supplies, restock approved items, organize the break room area, wipe down selected equipment or surfaces included in the plan, and note anything that may need attention.
Can You Help Prevent Our Team from Having to Shop for Break Room Supplies?
Yes. That is the main purpose of this service.
Many businesses lose time when employees have to leave the office, place last-minute orders, or make store runs for basic break room supplies. Carlin Vending helps reduce that burden by keeping the essentials stocked on a recurring schedule.
Do You Offer Refrigerator Cleanouts?
Yes. Refrigerator cleanouts may be included as part of your managed break room plan.
This can help reduce odors, expired food, clutter, and forgotten items that build up over time. The exact cleanout process and schedule will be agreed upon in advance so employees know what to expect.
Can You Provide a Refrigerator for Our Break Room?
Yes. Depending on your organization’s needs, Carlin Vending may be able to provide a refrigerator through a rental or lease arrangement.
This can be helpful for offices that need a clean, professional break room setup but do not want to purchase equipment outright. Refrigerator options depend on availability, space, usage, and the overall service plan.
Do You Sanitize or Clean Break Room Equipment?
We can provide light cleaning and wipe-down support for approved break room equipment and surfaces included in your plan.
This may include coffee equipment, water equipment, countertops, supply areas, and other common break room touchpoints. Deep cleaning, janitorial work, plumbing, pest control, and facility maintenance are not included unless specifically agreed upon.
Can the Service Be Customized to Our Office?
Yes. Every managed break room plan is customized around your workplace.
We look at your team size, break room layout, supply needs, coffee and water preferences, refrigerator needs, usage patterns, and desired service frequency. From there, we build a plan that fits your company instead of forcing you into a one-size-fits-all package.
Who Is Managed Break Room Service Best For?
Managed Break Room Service is a great fit for offices, medical practices, law firms, warehouses, professional service firms, and other workplaces that want a cleaner, better-stocked break room without assigning that responsibility to employees.
It is especially helpful for businesses that want a more professional employee experience but do not want to manage supplies, restocking, refrigerator cleanouts, coffee items, water service, and break room organization internally.
What Happens During the Initial Site Visit?
During the initial site visit, we review your break room setup, available space, current supplies, coffee and water needs, refrigerator situation, storage areas, employee count, and desired service frequency.
We may take pictures, write down notes, and ask what would make the break room experience more successful for your company. From there, we can recommend a monthly plan that fits your location.
Can We Change the Supply List Over Time?
Yes. Your supply list can be adjusted over time.
If your team is using more of certain items, wasting others, or requesting new products, we can update the plan as needed. The goal is to keep your break room stocked with the items your team actually uses.
Why Should We Outsource Break Room Management?
Outsourcing break room management saves time, reduces last-minute supply runs, improves consistency, and helps create a better employee experience.
Instead of your staff worrying about whether there are cups, paper towels, coffee supplies, utensils, soap, or clean refrigerator space, Carlin Vending helps manage those details for you on a recurring schedule.
Why Choose Us?
Louisville Based
Proudly serving a 30-mile radius around the metro area.
50+ Snack Selections
A wide variety of snacks and beverages for your employees.
24-Hour Response
Fast, local service for all equipment maintenance.
Still have questions?
Every business is unique. Let us design a custom breakroom solution that fits your specific needs and team culture.
