Getting portable toilets right for your event comes down to planning. This checklist walks you through every decision, from how many units you need to where they go and when to book. Use it whether you are organizing a wedding, festival, corporate event, or community gathering.

Step 1: Determine Your Guest Count

Everything starts here. Your total expected attendance drives the number of units you need.

General events (festivals, community gatherings, markets): 1 unit per 50 guests for a 4-hour event.

Weddings and formal events: 1 unit per 25 guests for events lasting 4 to 6 hours.

Events with alcohol service: Add 30 percent more units. Alcohol increases bathroom usage significantly.

Multi-day events: Multiply your per-day calculation by the number of days, and ensure daily or twice-daily servicing.

Write down your guest count and calculate your minimum unit requirement before moving to the next step.

Step 2: Choose Your Unit Types

Match the unit type to the formality and expectations of your event.

Standard portable toilets (approximately $150/month): Best for casual outdoor events, markets, sports tournaments, and community gatherings where function is the priority.

Deluxe flushing units (approximately $230/month): Best for weddings, corporate events, festivals, and any gathering where guest comfort matters. Features include a flushing toilet, hand wash sink, and mirror.

ADA accessible units (approximately $230/month): Required for any public event and recommended for all events with more than 50 guests. Ensure at least 1 ADA unit in your setup.

Luxury washroom trailers (call for quote): Best for upscale weddings, galas, and VIP areas. One trailer replaces 3 to 4 individual units.

For most events, a mix of deluxe and ADA units provides the best balance of comfort and accessibility.

Step 3: Plan Your Placement

Good placement makes the difference between a smooth experience and a frustrating one.

Distance: Place units 50 to 100 feet from the main event area. Close enough for convenience, far enough for odor management.

Visibility: Units should be easy to find. Consider signage directing guests to the facilities, especially at large venues.

Accessibility: Ensure the path to the units is navigable for all guests, including those in wheelchairs, those with strollers, and those in dress shoes. Avoid muddy or uneven terrain.

Ground surface: Units need level, stable ground. Grass, gravel, and pavement all work. Avoid slopes, soft soil, or areas prone to flooding.

Grouping: Place all units together rather than scattered. This simplifies both guest navigation and servicing logistics.

Lighting: For evening events, ensure the path and the area around the units are well lit.

Screening: Use fabric barriers, potted plants, or lattice panels to create visual separation from the event area.

Step 4: Account for Accessibility

Accessibility is not optional. For public events, it is a legal requirement.

Include at least 1 ADA-accessible unit for any event with more than 50 guests
Place ADA units on firm, level ground with clear approach paths
Ensure pathway to the ADA unit is wide enough for wheelchairs (at least 36 inches)
Position ADA units where they are equally convenient to access as other units

Step 5: Plan for Servicing

Clean facilities are essential for guest satisfaction. Confirm the following with your rental provider:

Weekly servicing is included with most monthly rentals. For short-term events, confirm what servicing is provided.

Multi-day events: Arrange for daily servicing between event days. High-attendance events may need mid-day servicing.

High-volume events: If your per-unit guest ratio exceeds 75 per unit per day, consider additional servicing or more units.

Emergency contact: Have your rental provider’s phone number on hand in case a unit needs attention during the event.

Step 6: Do Not Forget Support Needs

Beyond guest facilities, consider:

Vendor and staff toilets: If you have a large vendor team (caterers, entertainment, security), add 1 standard unit near their staging area.

Hand wash stations: For food-centric events (BBQs, food festivals), standalone hand wash stations near food areas are a nice addition.

Signage: Clear, tasteful signage directing guests to washroom facilities. This is especially important at large venues or unfamiliar properties.

Supplies: Your rental provider should stock units with toilet paper and hand sanitizer. Confirm this is included.

Step 7: Confirm Your Booking Timeline

Timing matters, especially during peak Okanagan event season (May through September).

8+ weeks before: Contact Action Septic to discuss your event, get a quote, and reserve units
4 weeks before: Confirm unit count, types, and delivery date
2 weeks before: Finalize placement location and access details with your rental provider
1 week before: Confirm delivery time (usually morning of the event or the day before)
Day of the event: Units arrive clean, sanitized, and fully stocked

Step 8: Post-Event Pickup

Confirm your pickup schedule with your provider. Most event rentals include pickup within 1 to 2 business days after the event. For multi-day events, discuss the exact pickup date when you book.

Quick Reference Checklist

Use this summary to make sure you have covered everything:

Estimated guest count confirmed
Unit count calculated (with alcohol and duration adjustments)
Unit types selected (standard, deluxe, ADA, trailer)
At least 1 ADA unit included
Placement location identified on venue map
Path to units checked for accessibility
Lighting planned for evening events
Screening or decoration planned if needed
Servicing schedule confirmed with provider
Vendor and staff toilet needs addressed
Booking confirmed with provider
Delivery date and time scheduled
Emergency contact for provider saved

Need portable toilets for your next event in the Okanagan? Call Action Septic at 250-808-7867 for a fast quote. We handle delivery, servicing, and pickup so you can focus on running a great event. Visit our portable toilet rentals page for details on all unit types.

Event Planning Portable Toilet Checklist