Best Greening Practices
There are many things an event can do to become more sustainable. Implementation of a recycling and material management program is a good place to start, but the sky is the limit on how far down the road to sustainability an event can go. The information presented on this page provides both basic tools and guidelines in the area of best practices, as well as additional information for those event planners that want to go “all the way.”
Guidelines for Green Events
The guidelines and tips included here can be applied to almost any kind of event, including birthday parties, luncheons, weddings, employee recognition events, outdoor festivals, bike and foot races, etc. One page of the document offers 10 general “greening” tips, while the second page offers another 10 tips for events serving food.
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Planning Timeline and Stakeholder Involvement
There is a common misconception that event greening only happens at the actual event, when recyclables and/or compostable materials are collected. However, to have the greatest impact (or rather, the least impact on the environment), it is necessary to start planning well in advance.
The timeline of event production and greening an event are linked. Information about sustainability program goals and expectations need to be communicated to stakeholders, including event vendors, every step of the way to ensure success.
The document below includes an overview of an event timeline and the activities that typically happen during the first six months of planning an event. It also provides tips for communicating program information to event stakeholders, including producers, sponsors, exhibitors, food vendors, performers, attendees, event staff, and volunteers.
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Contract Language
Example Vendor Contract Language
Contracts provide the structural framework for events and establish not only who will provide certain services but also how the services will be provided. Therefore, it is important to make sure items like compost and recycling collection services are included in venue contracts and the use of compostable products or a ban of non-recyclable products is included in vendor contracts.
Some examples of contract language for both vendors and venues are included below for reference. The language below may or may not be legally binding in certain situations, so it is important to consult legal counsel when entering into contractual agreements (download sample vendor agreement language).
Example Venue Language
Venue will allow “event” to set up temporary eco-stations to collect separate materials for recycling, composting and trash.
Venue will provide space for “event” to place separate debris bin(s) (dumpsters) for storage of compostable materials collected in conjunction with event. Event is responsible for related service cost for placement and removal of debris bin.
Venue will allow volunteers to move bags of compostable and recyclable materials collected at attendee eco-stations for placement in debris bins.
Venue will provide space for sorters hired by “event” to work in dock area and accepts that sorters will go through event materials to recover organics and recycling.
Links to sources for additional, example contract language are included here for reference. However, because not all events or venues are alike, our Zero Waste Event Team can provide assistance in developing contract language specific to your event and needs.
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The Four R’s
In general, whatever comes into an event must be disposed of after the event. Recycling is just one of four material management tools available to events to reduce their impact on the environment. As you plan your event, look for opportunities and take action to address items in each of the following categories.
- Reduction & Prevention
- Reuse
- Recycling
- Rot (Compost)
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Environmentally Friendly Purchasing
When planning a sustainable event, it is important to know not only what products you will use, but where they come from and how they will be delivered to the event. When possible, try to source products that are made with post-consumer recycled content and/or are produced locally or, when possible, in the U.S.A.
By making environmentally friendly purchasing choices, you can help close the loop by creating demand for recycled content products, create jobs within the U.S. and your local community, and reduce the distance your event supplies and products must travel to get to you.
For more information, please visit the U.S. EPA’s Environmentally Preferable Purchasing (EPP) program website:
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Education and Outreach
Events present numerous opportunities to engage, educate, and entertain attendees about being green where they live, work, and play. Offering hands-on environmental displays at your event is an important step in communicating the “zero waste” message. Interactive outreach should be tailored to your event attendees and cover all age groups, including multi-cultural activities.
Some examples of public education outreach campaign(s) can include:
- Making announcements on stages
- Distributing information on the event website or program (if applicable)
- Training vendors and volunteers prior to the event
- Sending out a press release
- Providing an education/information booth during the event
- Hanging signage or banners throughout the event area to notify attendees
- Provide take-back collection services for hard-to-dispose-of items like batteries and cell phones
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Additional Resources
Although not a comprehensive list of resources, the document included here includes some options for environmentally friendly signage for events, sources for other sustainable event products, and a list of shelters located in San José that will accept food donations from events.
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