Sustainable events

Even though most events are inherently one-off occasions or at least infrequent, there are numerous ways event organisers can improve their event’s sustainability.  Here are just some easy ways you can start reducing the overall environmental impact of your event.

Transport

Most events will require patrons to travel to the event but you can reduce the environmental impact of travel by choosing to hold your event in a location that is easy to reach by public transport. Additionally, you can offer incentives for patrons to travel by public transport by offering them a reduced entry fee if proof of public transport is provided.  If your event is not able to be reached by public transport then you can provide transport which more efficiently services your event. A good example of this is the shuttle buses that are available to the concerts in the wineries that are now so popular. Here are some more ideas on ways to offset emissions from travel.

Waste Management

Many events already try to reduce waste to landfill by providing recycling bins for paper, glass and plastic bottles.  However, you can go further and encourage exhibitors and/or vendors to only provide consumables with a minimal amount of packaging.

For large events, it is possible to engage a a waste management coordinator who can identify where potential waste can be reduced or recovered. The coordinator can work with the event staff and contractors to coordinate various waste management strategies for the event. The waste management coordinator can also work closely with the venue operators as this will make the task of implementing effective waste management plans a much easier task.

Resource Consumption

Energy (electricity and gas) and water usage can also be minimised by establishing ‘switch it off’ policies for areas or equipment that is not is use.  You can also seek venues or energy suppliers which use/provide green power.  There are more hints on how to achieve this at Origin Energy.

Communications

This includes promotion, ticketing, signage and any other communications involved in organising and running an event.  Many event organisers already rely heavily on e-mail, SMS and other online communications channels for promoting their events and even supplying the tickets which saves on printing, postage and other transportation costs.  When considering how to promote your event, consider channels that don’t require printed material such as radio, online directories and social networks (eg Facebook).

Catering

This is an area where a lot of waste can be generated both in terms of excess food and excess packaging.  Ensuring your caterers have accurate numbers of patrons is  a start to ensuring that food wastage is reduced. Similarly, you can insist that certain food items are supplied in larger containers (eg. salt, sauce and other condiments in large containers not in single serve sizes).

There are also many other ways to reduce wastage and improve sustainability in the food & beverage area.

It may seem daunting when starting to think how to make your event environmentally sustainable but even starting with one the above ideas  can make a difference.

Your Event Checklist

With so many events on in the coming months, we thought it would be useful to create a checklist of the areas you need to consider and potentially manage for any event big or small. 

Site requirements

Have you done a site inspection to ensure that your venue or intended site:

• can hold the intended number of people for your event
• has appropriate exits, toilet facilities, emergency service access
• does not have noise or access restrictions which may affect setting up or running your event. 

Take a look at the  Pre-event Site and Venue Assessment article for more details on these issues.

Rules, rules, rules

Have you organised any necessary permits required for your event: liquor licensing, POPE permit? Are any of your marquees over 100m2 and therefore require siting permits from your local council?

Are you complying with all regulations for food safety, fire safety, first aid  and emergency procedures.

Who else do I need?

Will you need other services or contractors:

• security for equipment outside event hours
• security during the event
• food & drink vendors
• first aid officers
• entertainers
• audio/visual services
• volunteers/staff.

And if something goes wrong…

Have you organised insurance for your event?

Does your venue have public liability insurance or do you need to organise that for your event?  Do you need personal injury insurance for volunteers or workcover for staff employed for the event? Do your contracted security services hold their own public liability insurance? Should you consider other types of insurance relating to fund-raising events/entertainment.

And finally…

Not all of the above may apply to your event but some of these things will need to be managed to ensure that your event is as successful, trouble-free and enjoyable as possible.