By Cedric Lavergne, Vending Business 101 — in vending since 2006. Last reviewed: October 30, 2026.
How do you pitch a vending machine location? Find the person who can say yes, then make a short, specific offer: what you will place, where it goes, what it costs them (usually nothing but floor space and power) and what their people get. Answer objections with facts, leave something in writing and follow up on a set schedule until you get a clear yes or no.
This guide gives you a walk-in script, a phone script, answers to common objections and a follow-up plan. It is written for AI smart coolers, but most of it works for any vending machine.
Table of contents
Prepare before you pitch
A good pitch is mostly preparation. Before you ask anyone for a placement:
- Know the site is worth it. Walk through it and score it with the free Location Score tool. Our guide to finding vending machine locations covers what to look for.
- Know your numbers. Decide the most commission you can offer before you walk in. Run the site in the free ROI Calculator and read vending machine commission rates.
- Know which machine fits. Measure the spot and check the outlet. The free Machine Matchmaker suggests a model.
- Have proof ready. A business card, a one-page summary and a certificate of insurance if you have coverage. See vending machine insurance.
Find the decision-maker
The front desk can rarely say yes. Ask who handles the break room, building services or employee perks. Titles vary, but these are the usual starting points.
| Location type | Who usually decides | Good time to try |
|---|---|---|
| Office buildings | Office manager, HR or facilities; property manager for shared lobbies | Mid-morning, not Monday |
| Warehouses and plants | Plant or site manager, HR, safety or facilities | Away from shift change |
| Apartment buildings | Property or community manager; sometimes the owner or management company | Weekday office hours |
| Gyms | Owner or general manager | Outside peak class times |
| Hotels | General manager | Late morning, after checkout |
| Hospitals and colleges | Food services, facilities or purchasing; often a formal bid | Ask how vendors are approved |
Some public institutions buy vending through formal requests for proposals with set insurance and commission terms. The college and university solicitations we reviewed for our placement agreement guide are examples. If you hear “we go out to bid,” ask when and how to get on the list.
Walk-in script
Keep it under a minute. Be friendly, specific and ready to leave.
At the front desk: “Hi, I’m [name] with [business]. I place self-serve smart coolers with cold drinks and fresh food for employees. Who handles the break room here? I’d like to leave some information for them.”
With the decision-maker: “Thanks for a minute. I’d like to put a smart cooler in your [break room]. Your team taps a card or phone, opens the door, takes what they want and is charged automatically. I supply the machine, stock it, clean it and handle any refunds. You provide the spot and a standard outlet. I’ve walked the space, and [the north wall by the sink] would work. Can I leave this one-page summary and follow up on [day]?”
Then stop talking. Ask what they think. Write down every concern.
Phone script
The phone works best to find the right name and set a short visit.
“Hi, this is [name] with [business]. I place self-serve smart coolers with drinks and fresh food in break rooms. Who would decide on something like that for your location? … Could I stop by for ten minutes on [day] to look at the space and show them how it works?”
If you reach voicemail, leave your name, one sentence on what you offer and your number. Then send a short email.
Objection handling
Answer with facts, not pressure. If you do not know, say you will find out.
| Objection | A fair answer |
|---|---|
| “We already have a vending company.” | “How is it working for your people? I’m not asking you to remove anything. If the contract allows, a cooler with fresh food could sit alongside it.” |
| “What does it cost us?” | “No equipment cost. I own and service the machine. You provide the spot and power.” Then give the model’s published daily energy use. |
| “What about theft?” | “The door stays locked until a customer pays with a card, and cameras record what is taken.” |
| “Our people pay cash.” | “Most vending sales are cashless now. Cantaloupe’s 2025 data from its network shows 78% of vending sales were cashless. Smart coolers take cards and phones, not cash.” |
| “We don’t have room.” | “Single-door smart coolers run about 23 to 36 inches wide. Can I measure the space?” |
| “What’s in it for us?” | “Your team gets food and drinks without leaving. If you want a commission, let’s talk about what the sales can support.” |
| “I need to ask corporate.” | “Of course. Who should I send the summary to, and when should I follow up?” |
| “Do you have insurance?” | “Yes. I can send a certificate of insurance and add you as an additional insured if your policy requires it.” (Only say this if it is true.) |
Never promise sales, a commission amount or service times you cannot keep. If a location wants a commission your numbers cannot carry, it is fine to walk away.
Follow-up cadence
Do not expect a yes on the first visit. Follow up on a schedule so nothing slips. Here is a simple plan we suggest. Adjust it to the location.
| When | What to do |
|---|---|
| Same day | Thank-you email with the one-page summary and a photo or spec of the cooler |
| A few days later | Short call: “Did you have any questions?” |
| About a week later | Drop by with answers to any concerns they raised |
| About two weeks later | Send a draft agreement if they are interested, or ask directly: “Is this a yes, a no or a not now?” |
| Later | If it is “not now,” ask when to check back and put it on your calendar |
Keep a simple list of every prospect, the decision-maker, the last contact and the next step. When you get a yes, put it in writing. Our vending machine placement agreement guide covers what to include.
Build the pitch with the Sales Pitch app
Members can use the Sales Pitch app to turn a location’s details into a ready-to-use pitch. You pick the prospect, the machine and a commission offer (percent of sales, flat monthly, base plus percent or none). It builds a partnership proposal letter on your letterhead, a 10-slide pitch deck, an intro email to the decision-maker, a 60-second walk-in script with who to ask for and when to visit, and 22 objection answers with a coaching tip for each.
To find prospects, the member Location Scout app searches an area by city or ZIP, radius and business type, scores each match for smart cooler fit, shows them on a map and keeps a shortlist from found to pitched to signed.
Score the site with the free Location Score tool before you pitch. Try for free. Members get Sales Pitch, Location Scout and Contract Generator.
Open Location ScoreSee membershipHow to pitch a vending machine location: FAQ
What do I say when pitching a vending machine?
Say what you will place, where, what it costs them and what their people get, in under a minute. Then ask for their thoughts and a follow-up date.
Who do I ask for when placing a vending machine?
The person who runs the break room or building services: often an office manager, HR, facilities, a property manager or the owner.
Should I offer a commission?
Only what your numbers can carry, and only if the location expects one. Work out your limit in the ROI Calculator before you pitch.
How many times should I follow up?
Until you get a clear yes, no or “not now.” A short call, a visit and a direct question over about two weeks is a reasonable plan.
Is it better to walk in or call?
Walking in lets you see the space and meet the staff. Calling is good for finding the right name and booking a visit. Use both.
Sources
- Cantaloupe: Micropayment Trends Report 2026 (78% of vending sales cashless in 2025)
- Vending Business 101: apps (Sales Pitch, Location Scout and Location Score descriptions)
- Smart Cooler Supply: smart cooler monthly fees (card reader pre-installed) (our sister company)
- Smart Cooler Supply: HAHA price list and HAHA, Vendera product pages (single-door widths 22.8 in to 35.31 in)
- Stephen F. Austin State University: Vending Services RFP (2022)
Ready to pitch your first location?
Score the site in the free Location Score tool, then join Vending Business 101 for Sales Pitch, Location Scout, every course and every operator app. Monthly is $49/month. Annual is $349/year (about $29.08/month). Both renew automatically until you cancel, and you can cancel anytime in My Account.