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Every summer, the same question lands on a safety or operations manager's desk: how much hydration do we actually need? Most teams answer it one reorder at a time, and that is how crews end up with a stockroom that's overflowing in May and empty by July.

There's a better way. Planning a full season of crew hydration comes down to four numbers: crew size, how much each worker drinks per shift, how many working days your hot season runs, and how much of that should be an electrolyte drink versus plain water.

Here is how to work through each one, a worked example for a 10-person crew, and how to turn the result into a supply plan you can set once and stop thinking about.

Start With How Much One Worker Drinks

The most widely used workplace benchmark comes from NIOSH: about one cup (8 oz) of fluid every 15 to 20 minutes for moderate work in warm conditions, and no more than 48 oz per hour. Over an eight-hour shift, that works out to roughly 1.5 to 2 gallons per worker per day.

That total covers all fluids, not just sports drinks. Most crews split it between water and an electrolyte drink, especially on long shifts and physical work, where workers lose electrolytes along with fluid. Decide your split up front. Many teams plan for about half of daily intake as an electrolyte drink and the rest as water.

Do the Season Math

Once you know the daily number per worker, the season is simple multiplication. Here is the formula:

1. Crew size x electrolyte drink per worker per day = daily crew need.
2. Daily crew need x working days in your hot season = season total.
3. Season total divided by what one case makes = cases to order.

Worked example for a 10-person crew:

• Daily intake: 1.5 gallons per worker, with half as an electrolyte drink = 0.75 gallons each.
• Daily crew need: 10 workers x 0.75 gallons = 7.5 gallons per day.
• Season: about 100 working days from late spring through early fall = 750 gallons.
• Cases: a 32-pack of Gatorade powder in 2.5-gallon pouches makes 80 gallons, so this crew needs about 10 cases for the season.

Swap in your own crew size and season length, and the same three steps give you your number.

Match the Format to How Your Crew Works

The right format depends on where and how your team drinks during the day. Most crews end up with a mix:

• Bulk powder for coolers. The most economical way to cover a crew that works from a central water station. One pouch fills a cooler, and cases stack neatly in a stockroom.
• Single-serve sticks and packets. Best for crews spread across a site, in trucks, or moving between locations. Each worker mixes their own bottle, so nothing gets left behind at the cooler.
• Sugar-free options. Worth including for workers who drink all shift long or prefer fewer calories. A small share of your plan keeps everyone covered.

Build a Supply Plan You Set Once

1. Run the numbers above with your real crew size and season dates.
2. Add a buffer of 10 to 15 percent for hotter-than-expected weeks, extra shifts, and new hires.
3. Pick your formats based on how each crew works: powder for cooler stations, sticks for mobile teams.
4. Schedule delivery so supply arrives before the season starts, not after the first hot week.

If you would rather start from a ready-made mix, hydration program bundles package the most common combinations for crews in one order.

Plan the Season Now, Not in June

A season plan turns hydration from a recurring scramble into one decision. You know what you need, how it's packed, and when it shows up, and every brand your crew drinks can ride on a single order.

Ready to plan next summer? Hydration Depot lets you order now at this year's pricing and pick your delivery date at checkout, so your season's supply arrives right when your crew needs it.