How to Get a Vending Machine in Your Building
In short: confirm your building has roughly 50 or more regular on-site users, get sign-off from your landlord or property manager, make sure there is a standard outlet and usable network signal near the spot you have in mind, then request a site review. A short site walk and a straightforward placement agreement follow, and installation itself usually takes a single visit. Not every building qualifies — sites with low daily headcount, no dedicated power at the wall, no reliable connectivity, or an exclusivity clause already granted to another operator will not be able to move forward.
Below is the full step-by-step, who inside your organization needs to be involved, what the landlord typically wants to see, and the specific things that stop a request cold.
The step-by-step
- Step 1
Gauge on-site headcount
Count the people actually in the building on a normal day — not the lease capacity. Roughly 50 or more regular on-site users is the practical floor for a no-cost placement to make sense.
- Step 2
Get landlord or property-manager sign-off
If you lease your space, most landlords or property managers need to approve equipment additions, especially anything drawing power or bolted near a wall. Multi-tenant buildings may also route this through building management rather than your own office lead.
- Step 3
Confirm power and network at the wall
A standard outlet near the intended spot and a usable cellular or Wi-Fi signal are non-negotiable. If the spot has neither, the project stalls here until one is added.
- Step 4
Pick the spot
Break rooms, lobbies near high foot traffic, and shared kitchens work best. The unit needs roughly 30 to 40 square feet of clear wall space with room to open the door.
- Step 5
Request a site review
Send your headcount, building type, and rough location idea. Flyby reviews it against the qualification bar before scheduling anything in person.
- Step 6
Site walk
A Flyby rep visits, measures the wall, checks the outlet and signal, and confirms which Micromart format fits the space and the audience.
- Step 7
Sign the placement agreement
A straightforward 3-year exclusive placement agreement — no equipment cost, no install fee, no monthly minimum for the building.
- Step 8
Install
Flyby delivers, places, powers up, and connects the unit, then loads the opening product mix. This is usually a same-day job.
- Step 9
First restock
Within a few days of going live, we come back with a restock informed by early sales data and any requests your team has already made.
Who needs to be involved
Internally, most requests move fastest with one person who can speak to headcount and traffic — often an office manager, facilities lead, or HR contact — plus whoever holds signing authority for vendor agreements. In a small company that might be the same person. In a multi-tenant office building, it usually also involves the property manager, since the building itself, not any single tenant, controls what gets installed in shared spaces.
If you lease your space directly, your landlord typically wants to see: confirmation that the equipment does not require structural changes, proof that the operator carries liability insurance, a clear placement agreement outlining term length and exclusivity, and assurance that removal at the end of the term restores the space to its original condition. Flyby provides documentation for all of this as part of the review.
Common blockers
- Fewer than roughly 50 regular on-site users — not enough volume to support consistent restocking
- No dedicated outlet near a usable placement spot
- No reliable cellular or Wi-Fi connectivity at the wall
- Exclusivity already granted to another vending or micro market operator on the property
- No clear internal or landlord sign-off authority to actually approve the agreement
If one of these applies to your building today, it is not necessarily permanent. Headcount grows, existing contracts expire, and outlets can be added. Flyby will tell you plainly which blocker applies rather than leave a request open indefinitely.
See pricing, check the full qualification criteria, read how the process works, browse office vending service in DFW, or review what qualifies a site in detail.
Common questions
How many employees do we need to qualify for a vending machine?
Roughly 50 or more people using the building regularly is the practical floor. Below that, the sales volume usually cannot support a no-cost placement with consistent restocking.
Do we need the landlord's permission?
In most leased buildings, yes. Anything installed against a wall and drawing power typically needs sign-off from whoever manages the property, even if your own office lead is fully on board.
What if we do not have a dedicated outlet near the spot we want?
That is one of the most common blockers. A standard 120V outlet needs to be reasonably close to the placement wall. If it is not, an electrician may need to add one before installation can happen.
Can two vending companies operate in the same building?
Usually not under the same exclusivity terms. Flyby requires an exclusive placement agreement, which means the building agrees not to bring in a second operator for the term. If another operator already has exclusivity, that blocks a new placement until the existing agreement ends.
How long does the whole process take once we request a review?
For buildings that clearly qualify, it typically runs two to four weeks from the initial request to a live, stocked unit — site review, site walk, agreement, and install.
Ready to start, or still unsure your building qualifies? Call (817) 213-6903.
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