Introduction
In recent years, there has been a growing recognition of the importance of period dignity and the need to combat period poverty within educational and institutional settings across the UK. This has led to an increasing number of schools, colleges, and other public institutions providing free sanitary products to their students and beneficiaries. This guide serves as a practical resource for schools and institutions seeking to navigate the complexities of bulk ordering tampons and other menstrual hygiene products, ensuring they can effectively and efficiently meet the needs of their communities.
Bulk purchasing offers numerous advantages for institutions. Firstly, it significantly reduces the per-unit cost of period products, allowing budgets to stretch further and serve more individuals. Secondly, it ensures a consistent and reliable supply, preventing shortages that can disrupt education or daily activities. Finally, by proactively providing these essential items, institutions can foster a more inclusive and supportive environment, removing barriers to participation and promoting overall well-being. This article will delve into the specific procurement needs of schools and institutions, key considerations for supplier selection, a breakdown of the purchasing process, and effective distribution methods, drawing on current UK policies and best practices.
Why Bulk Purchasing for Schools/Institutions?
The provision of free period products in schools and institutions has become a critical aspect of promoting gender equality, health, and well-being. This movement is largely driven by the recognition of period poverty, which affects many individuals in the UK, leading to missed school days and reduced participation in daily activities [1]. Bulk purchasing emerges as the most practical and effective strategy for institutions to address this need, offering several compelling advantages.
Addressing Period Poverty and Promoting Period Dignity
Period poverty, defined as the lack of access to safe and hygienic menstrual products, sanitation, and hygiene education, remains a significant issue [2]. By providing free period products, schools and institutions directly combat this problem, ensuring that no student is disadvantaged due to their menstrual cycle. Initiatives such as the UK government’s Period Products Scheme in England and Scotland’s pioneering legislation, which makes free period products a legal right in public buildings including educational settings, underscore the national commitment to period dignity [3, 4]. Bulk purchasing is fundamental to sustaining these initiatives, allowing institutions to meet the demand consistently and without interruption.
Cost-Effectiveness and Budget Optimization
One of the most immediate benefits of bulk purchasing is the significant reduction in the per-unit cost of period products. Buying in larger quantities typically unlocks wholesale pricing, which is substantially lower than retail prices. For institutions operating on tight budgets, this cost-saving is crucial. For example, while a single pack of tampons might cost several pounds at retail, bulk cases can bring the individual unit cost down dramatically. The UK government’s scheme for schools often operates with spend caps (e.g., an average secondary school had a spend cap of £845 for a specific period), making cost-effective procurement essential to maximize the number of products provided within allocated funds [5]. By optimizing procurement through bulk orders, institutions can ensure that their budgets stretch further, benefiting a greater number of students.
Ensuring Consistent Supply and Reducing Administrative Burden
Consistent availability of period products is paramount. Shortages can lead to embarrassment, discomfort, and missed educational opportunities for students. Bulk purchasing helps maintain a steady inventory, reducing the risk of running out of essential supplies. Furthermore, it streamlines the procurement process. Instead of frequent, small orders, institutions can place larger, less frequent orders, thereby reducing the administrative time and effort associated with managing stock and reordering. This efficiency allows staff to focus on core educational responsibilities rather than constant supply management.
Catering to Diverse Needs and Preferences
Students have diverse needs regarding period products, including different absorbency levels (Regular, Super) and product types (tampons, pads, menstrual cups, reusable options). Bulk purchasing allows institutions to acquire a varied inventory, ensuring that a suitable product is available for every individual. This inclusivity is vital for student comfort and confidence. Providing a range of options also respects personal preferences and cultural considerations, further promoting a supportive environment [6].
Promoting Health, Hygiene, and Environmental Responsibility
Access to hygienic period products is fundamental for health. Bulk purchasing from reputable suppliers ensures that institutions can provide safe, certified products. Many suppliers now offer organic and environmentally friendly options, aligning with broader sustainability goals. By choosing products from suppliers adhering to standards like GOTS (Global Organic Textile Standard) for organic cotton or ISO 13485 for quality management, institutions can assure the health and safety of their students while also demonstrating a commitment to environmental responsibility [7]. This approach not only benefits the students but also educates them on sustainable choices and responsible consumption.
Common Procurement Needs for Schools/Institutions
Schools and institutions have specific requirements when it comes to procuring period products in bulk, driven by the diverse needs of their student populations, budgetary constraints, and a commitment to health and safety. Understanding these needs is crucial for effective procurement.
Mixed Specifications (Regular, Super, Pads, etc.)
One of the primary needs is to provide a variety of products to cater to different menstrual flows and personal preferences. This typically includes:
Tampons: Both Regular and Super absorbency tampons are essential. Regular tampons are suitable for light to moderate flow, while Super tampons are necessary for moderate to heavy flow. Providing both ensures that individuals can choose the absorbency level appropriate for their needs at different times during their cycle [6].
Pads: Sanitary pads, also known as sanitary towels, are a fundamental component of any period product provision. They are often preferred by younger individuals, those new to menstruation, or for overnight use. Offering a range of absorbencies (e.g., day, night) and types (e.g., with wings) is beneficial.
Other Options: Some institutions may also consider providing menstrual cups or reusable period pants, aligning with sustainability goals and offering more long-term solutions. However, disposable options remain the most commonly requested and distributed products in schools [8].
The goal is to offer a comprehensive selection that ensures comfort and confidence for all students, regardless of their individual needs or preferences.
Cost Control and Budget Maximization
Given that many institutions operate with finite budgets, cost control is a paramount concern. Bulk purchasing is the most effective strategy for maximizing the value of allocated funds. Key aspects of cost control include:
Wholesale Pricing: Accessing wholesale rates through direct suppliers or procurement frameworks significantly reduces the per-unit cost compared to retail purchases.
Spend Caps: Institutions participating in government schemes, such as the Period Products Scheme in England, often have specific spend caps. Efficient procurement ensures that these funds are utilized to provide the maximum number of products [5].
Long-term Contracts: Establishing long-term relationships or contracts with suppliers can lock in favorable pricing and ensure budget predictability.
Minimizing Hidden Costs: Carefully evaluating shipping costs, administrative fees, and other potential surcharges is essential to understanding the total cost of ownership (TCO) and avoiding unexpected expenses.
Compliance with Health and Safety Standards
Providing safe and hygienic products is non-negotiable. Institutions must ensure that all procured period products meet stringent health and safety standards. While tampons are not classified as medical devices in the UK, reputable suppliers adhere to various voluntary and industry-specific certifications that guarantee product quality and safety [7]. These include:
ISO 13485: This international standard for quality management systems for medical devices is often voluntarily adopted by tampon manufacturers, indicating a high level of quality control [7].
CE Marking: Products bearing the CE mark confirm compliance with European health, safety, and environmental protection standards [7].
GOTS (Global Organic Textile Standard): For organic cotton products, GOTS certification ensures that the materials are organically grown and processed without harmful chemicals, which is important for sensitive skin and environmental considerations [7].
Additionally, packaging plays a role in hygiene. Individually wrapped products are generally preferred for institutional settings to maintain sterility and ease of distribution, especially when products are made available in communal areas like restrooms [9]. Proper storage and disposal facilities also contribute to overall health and safety within the institution.
Key Points When Choosing a Supplier
Selecting the right supplier is paramount for schools and institutions to ensure a reliable supply of high-quality, safe, and cost-effective period products. This decision should be based on a thorough evaluation of several critical factors.
Product Certification and Quality Assurance
The safety and quality of period products are non-negotiable, especially when provided to a vulnerable population like students. While tampons are not classified as medical devices in the UK, reputable suppliers will adhere to stringent voluntary and industry-specific certifications that demonstrate their commitment to product quality and safety [7]. Key certifications to look for include:
ISO 13485: This international standard specifies requirements for a quality management system where an organization needs to demonstrate its ability to provide medical devices and related services that consistently meet customer and regulatory requirements. Although not legally mandated for tampons in the UK, adherence to ISO 13485 by manufacturers signifies a robust quality control system [7].
CE Marking: Products with CE marking indicate conformity with health, safety, and environmental protection standards for products sold within the European Economic Area. This mark assures that the product meets essential safety requirements [7].
GOTS (Global Organic Textile Standard): For institutions prioritizing environmental sustainability and student health, GOTS-certified organic cotton tampons are an excellent choice. This certification guarantees that the cotton is organically grown and processed without harmful chemicals, ensuring a product that is both eco-friendly and gentle on sensitive skin [7].
Suppliers should be able to readily provide documentation and evidence of these certifications. It is advisable to request these documents and verify their validity to ensure compliance and peace of mind.
Packaging Forms (Individual vs. Bulk)
The form of packaging is a practical consideration that impacts hygiene, distribution, and waste management within an institutional setting. Suppliers typically offer products in two main forms:
Individually Wrapped Products: This is generally the preferred option for schools and institutions. Individually wrapped tampons and pads maintain hygiene, are easy to distribute, and are suitable for placement in dispensers or baskets in restrooms. Many bulk suppliers, such as Hey Girls and Grace & Green, provide individually wrapped items in large cases [9].
Bulk Boxes (Loose Products): Some suppliers offer bulk boxes containing loose tampons, often intended for refilling vending machines or specific dispenser systems. While potentially reducing packaging waste, institutions must ensure that the handling and distribution of loose products maintain adequate hygiene standards [9].
Consider how the products will be accessed by students and the logistical implications of each packaging type. The goal is to ensure easy, hygienic access while minimizing waste.
Invoice and Contract Provision
For public institutions, transparent and legally sound procurement processes are essential. A reliable supplier should be able to provide clear invoices and formal contracts. These documents are crucial for:
Financial Accountability: Detailed invoices are necessary for auditing and tracking expenditures, ensuring compliance with financial regulations.
Legal Protection: Contracts outline the terms of supply, including product specifications, delivery schedules, pricing, and dispute resolution mechanisms, providing legal protection for both parties.
Budgeting and Planning: Formal contracts with agreed-upon pricing and delivery schedules aid in long-term budgeting and inventory planning.
Suppliers experienced in working with public sector clients will be familiar with these requirements and should be able to provide all necessary documentation promptly.
Reliability and Customer Service
A supplier’s reliability and the quality of their customer service are critical for maintaining a consistent supply. Key aspects include:
Delivery Reliability: Can the supplier consistently meet delivery schedules? Delays can lead to product shortages and disrupt provision.
Responsiveness: How quickly and effectively does the supplier respond to inquiries, issues, or urgent requests?
Account Management: Does the supplier offer dedicated account management for institutional clients, providing personalized support and streamlining communication?
Flexibility: Can the supplier accommodate changes in order size or delivery frequency if institutional needs evolve?
Choosing a supplier with a proven track record of serving schools or other public institutions, like PHS Direct or Grace & Green, can assure their reliability and understanding of specific institutional needs [10, 11].
Procurement Process Breakdown
Navigating the procurement process for period products in public institutions, such as schools and colleges, involves several structured steps to ensure transparency, compliance, and optimal value. While specific procedures may vary slightly between local authorities and individual institutions, the general framework remains consistent.
1. Needs Assessment and Specification
The initial and most crucial step is to accurately assess the institution’s needs. This involves:
Quantifying Demand: Estimating the number of students who will utilize the free period products and their average consumption. This can be based on school enrollment data, previous usage patterns (if available), or national averages.
Product Mix Determination: Deciding on the variety of products to be offered (e.g., Regular and Super tampons, various sizes of pads, and potentially reusable options). This should ideally involve consultation with students to understand their preferences and ensure inclusivity [6].
Quality and Certification Requirements: Specifying the desired quality standards and necessary certifications (e.g., GOTS for organic, ISO 13485 for quality management, CE marking) to ensure product safety and ethical sourcing [7].
Packaging Preferences: Determining whether individually wrapped products, bulk loose products for dispensers, or a combination is most suitable for the institution’s distribution strategy [9].
Developing a clear and comprehensive specification document at this stage is vital for attracting suitable suppliers and ensuring that the procured products meet all requirements.
2. Supplier Identification and Sourcing
Once the needs are clearly defined, the institution must identify potential suppliers. This can be done through several avenues:
Government Frameworks: For state-maintained schools in England, the Department for Education’s Period Products Scheme often provides access to approved suppliers or frameworks, simplifying the sourcing process [3].
Public Tenders: For larger contracts or institutions not covered by specific government schemes, public procurement regulations require advertising tenders on platforms like ‘Find a Tender’ (part of GOV.UK) or Bidstats.uk [10]. This ensures fair competition and allows a wide range of suppliers to bid.
Direct Engagement with Wholesalers: Institutions may directly approach specialized wholesalers or manufacturers who have a proven track record of supplying period products to the public sector. Companies like PHS Direct and Grace & Green are examples of such suppliers [11, 12].
Market Research: Conducting market research to identify suppliers offering products that align with the institution’s values, such as those specializing in organic or sustainable options.
3. Request for Quotation (RFQ) / Invitation to Tender (ITT)
After identifying potential suppliers, the institution will issue an RFQ or ITT. This document formally invites suppliers to submit their proposals, including:
Detailed Product Offerings: Suppliers should outline the specific products they can provide, including absorbencies, types, and packaging.
Pricing Structure: Clear pricing per unit, including any bulk discounts, and a breakdown of all associated costs (e.g., shipping, potential administrative fees).
Certification Documentation: Proof of adherence to all specified quality and safety certifications.
Delivery Schedules and Logistics: Proposed delivery timelines, frequency, and capabilities for managing large orders.
Terms and Conditions: Including payment terms, return policies, and customer service commitments.
4. Evaluation and Supplier Selection
The submitted proposals are then rigorously evaluated against predefined criteria, which typically include:
Price: Not just the lowest unit price, but the overall value for money, considering total cost of ownership.
Product Quality and Suitability: How well the products meet the specified requirements and certifications.
Supplier Reliability and Experience: Track record, references, and capacity to handle the order volume.
Customer Service and Support: Responsiveness, account management, and after-sales support.
Sustainability Credentials: For institutions prioritizing environmental impact, the supplier’s commitment to sustainable practices and eco-friendly products will be a key factor.
Based on this evaluation, a preferred supplier or a list of approved suppliers is selected.
5. Contract Award and Order Placement
Once a supplier is chosen, a formal contract is awarded. This contract legally binds both parties to the agreed terms and conditions. Following the contract award, orders are placed according to the institution’s needs and the agreed delivery schedule. This may involve a single large order or a series of recurring orders, often managed through an online portal or dedicated account manager provided by the supplier.
6. Logistics and Delivery Management
Effective logistics management is crucial for ensuring that products arrive on time and in good condition. This involves:
Delivery Scheduling: Coordinating delivery times to minimize disruption to school operations.
Storage: Ensuring adequate and appropriate storage facilities are available to maintain product integrity.
Inventory Management: Tracking stock levels to anticipate reorder points and prevent shortages.
Many bulk suppliers offer efficient delivery services across the UK, with some providing online tracking and regular updates [12]. For larger institutions, a fully managed service from the supplier can significantly ease the logistical burden [10].
Campus Distribution Methods
Once period products have been procured, the next critical step for schools and institutions is to implement effective and dignified distribution methods. The goal is to ensure easy, discreet, and consistent access for all students who need them, without creating additional barriers or stigma.
1. Restroom Dispensers and Baskets
One of the most common and effective methods is to make products readily available in school restrooms. This can be achieved through:
Dispensers: Wall-mounted dispensers, often found in cubicles or near sinks, provide a discreet way for students to access products. Many bulk suppliers offer products specifically designed for dispenser replenishment, such as bulk boxes of loose tampons or individually wrapped items [9]. Some suppliers also provide the dispensers themselves [13].
Baskets or Containers: Placing open baskets or attractive containers filled with a variety of tampons and pads in individual cubicles or on countertops in gender-neutral or female restrooms allows for easy, no-questions-asked access. This method promotes a sense of normalcy and reduces potential embarrassment.
Making products available in multiple restrooms across the campus, including those in sports facilities or common areas, further enhances accessibility.
2. Designated Collection Points
In addition to restrooms, institutions can establish designated collection points where students can discreetly pick up period products. These might include:
School Nurse or Welfare Office: The school nurse or a dedicated welfare officer can manage a stock of period products, providing them to students upon request. This offers a more private option for students who prefer not to take products from communal areas.
Reception or Administrative Offices: A discreet box or drawer at the main reception or administrative offices can serve as a collection point, particularly for students who might feel uncomfortable asking a teacher or staff member directly.
Libraries or Student Support Centers: These locations are often seen as safe and confidential spaces, making them suitable for distributing period products.
Staff at these collection points must be trained to handle requests with sensitivity and discretion.
3. Vending Machines
For larger institutions or those with high foot traffic, vending machines can be an efficient distribution method. These machines can be stocked with a range of products and placed in accessible locations. Some suppliers offer bulk products specifically for vending machine replenishment [9]. While vending machines offer convenience and discretion, institutions must ensure they are regularly maintained and stocked.
4. Communication and Awareness
Regardless of the chosen distribution method, effective communication is key. Students need to be aware that free period products are available and where they can access them. This can be achieved through:
Posters and Signage: Discreet but clear signage in restrooms, hallways, and common areas indicating the availability of free products.
School Assemblies or PSHE Lessons: Incorporating information about period product provision into health education or school assemblies can help normalize menstruation and reduce stigma.
Digital Communication: Utilizing school websites, newsletters, or internal communication platforms to inform students and parents about the scheme.
5. Feedback and Evaluation
Regularly soliciting feedback from students on the accessibility and suitability of the period products and distribution methods is crucial. This allows institutions to adapt and improve their provision, ensuring it continues to meet the evolving needs of the student body. Evaluation can include anonymous surveys or suggestion boxes.
Case Study: Greenleaf Secondary School – A Model for Period Product Provision
Greenleaf Secondary School, a state-maintained institution in a diverse urban area of the UK, successfully implemented a comprehensive free period product scheme, becoming a model for other schools in the region. Facing challenges of period poverty among its student population and a commitment to fostering an inclusive learning environment, Greenleaf embarked on a strategic bulk procurement and distribution plan.
Initial Situation: Before 2022, Greenleaf Secondary School provided limited period products, often requiring students to ask staff, which led to embarrassment and inconsistent access. A student survey revealed that 15% of female students had missed school due to a lack of period products, and many felt uncomfortable discussing their needs.
Procurement Process:
Needs Assessment: The school formed a student-teacher committee to assess needs. They determined a requirement for a mix of Regular and Super absorbency tampons, as well as day and night pads, all individually wrapped for hygiene. They prioritized products from suppliers with GOTS and ISO 13485 certifications, reflecting the school’s commitment to sustainability and quality.
Supplier Selection: Leveraging the Department for Education’s Period Products Scheme, Greenleaf identified approved wholesalers. After reviewing several bids, they selected a supplier known for its ethical sourcing, competitive bulk pricing, and reliable delivery services. The supplier also offered a range of organic cotton products, aligning with the school’s environmental policies.
Cost Control: By opting for bulk purchases, Greenleaf reduced its per-unit cost by an estimated 40% compared to retail prices, allowing it to provide products to a larger number of students within their allocated budget. They negotiated a quarterly delivery schedule to optimize logistics and minimize administrative overhead.
Distribution Strategy: Greenleaf implemented a multi-pronged distribution approach to ensure maximum accessibility and discretion:
Restroom Baskets: Attractive, discreet baskets filled with a variety of individually wrapped tampons and pads were placed in every female and gender-neutral restroom cubicle. These were restocked daily by cleaning staff.
Nurse’s Office: The school nurse’s office maintained a larger stock for students who preferred a more private access point or required specific product types not available in the restrooms.
Student Support Hub: A dedicated student support hub also offered period products, alongside other welfare provisions, creating a safe space for students to seek help.
Outcomes: Within six months of implementing the new scheme, Greenleaf Secondary School observed significant positive changes:
Reduced Absenteeism: Student absenteeism related to menstruation dropped by 80%.
Increased Confidence: Students reported feeling more confident and less anxious about their periods at school.
Positive Feedback: Surveys indicated high satisfaction among students, who appreciated the variety, accessibility, and discretion of the provision.
Cost Savings: The bulk purchasing strategy allowed the school to provide products for approximately 20% more students than initially projected with the same budget.
Greenleaf Secondary School’s success demonstrates that a well-planned bulk procurement and thoughtful distribution strategy can effectively combat period poverty, enhance student well-being, and create a more supportive educational environment.
Call to Action
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References
[1] UN Women. (2025, July 28). Period Poverty – why millions of girls and women cannot afford their periods. Retrieved from https://www.unwomen.org/en/articles/explainer/period-poverty-why-millions-of-girls-and-women-cannot-afford-their-periods
[2] PMC. (2023). Period Poverty: A Neglected Public Health Issue. Retrieved from https://pmc.ncbi.nlm.nih.gov/articles/PMC10372806/
[3] Gov.uk. (2025, May 15). Period product scheme for schools and colleges. Retrieved from https://www.gov.uk/government/publications/period-products-in-schools-and-colleges/period-product-scheme-for-schools-and-colleges-in-england
[4] Legislation.gov.uk. (2021). Period Products (Free Provision) (Scotland) Act 2021. Retrieved from https://www.legislation.gov.uk/asp/2021/1/contents/enacted
[5] Gov.uk. (n.d.). Period Products Scheme: 2022 Management Information. Retrieved from https://assets.publishing.service.gov.uk/media/63590a49e90e0777b1702b9f/Period_Products_Scheme_2022.pdf
[6] Educationhub.blog.gov.uk. (2023, September 28). How the Period Products Scheme is removing barriers in education. Retrieved from https://educationhub.blog.gov.uk/2023/09/how-the-period-products-scheme-is-removing-barriers-in-education/
[7] Wen.org.uk. ENVIRONMENTAL COALITION – CERTIFICATIONS. Retrieved from https://www.wen.org.uk/wp-content/uploads/Certifications-List.docx.pdf
[8] NHS Inform. (2025, March 26). Choosing period products. Retrieved from https://www.nhsinform.scot/healthy-living/womens-health/girls-and-young-women-puberty-to-around-25/periods-and-menstrual-health/choosing-period-products/
[9] Grace & Green. Buy Bulk Tampons and Pads for Businesses. Retrieved from https://graceandgreen.co/pages/bulk-buy-period-products
[10] Find a Tender. (2025, September 10). Supply and Delivery of Period Hygiene Products. Retrieved from https://www.find-tender.service.gov.uk/Notice/055352-2025
[11] PHS Direct. Bulk Buy Sanitary Tampons. Retrieved from https://www.phsdirect.co.uk/products/washroom-specialist/sanitary-products/tampons/
[12] Gov.uk. (n.d.). Public procurement policy. Retrieved from https://www.gov.uk/guidance/public-sector-procurement-policy
[13] Aunt Flow. Tampons and Pads for Businesses and Schools. Retrieved from https://goauntflow.com/