WORKSHEET 1 YOUR COMMITMENT TO SUSTAINABILITY

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1 WORKSHEET 1 YOUR COMMITMENT TO SUSTAINABILITY Drafting sustainability goals provides you and your staff with clarity of purpose, and supports you in aligning your actions with your values. Gather together with event decision makers and reflect on the purpose of your event, the values and capacity of your staff and your budget. Use this Worksheet and the information provided in the Guide, within Set Yourself Up For Success, to support the development of your event s sustainable goals. Keep in mind that your goals should be realistic, attainable, cost-effective and produce measurable improvements. EVENT BASICS CONSIDER THE BASICS OF YOUR EVENT: When and where is it Who is your target audience and how many people do you anticipate hosting What is the goal of your event (e.g. raise awareness about whales) What are your specific objectives (e.g. engage x number of people in whale appreciation events) What is your experience with sustainable practices Do you currently consider the environmental, social and economic impacts of your decisions What is your budget for sustainability REFLECT ON PAST EVENTS: What went well and what challenges did you encounter What opportunities are there for greater sustainability What precedents or expectations were set by previous events PURPOSE / VALUES WHAT IS THE PURPOSE OF YOUR EVENT WHAT ARE THE VALUES OF YOUR EVENT WHY IS SUSTAINABILITY IMPORTANT TO YOU

2 WORKSHEET 1 YOUR COMMITMENT TO SUSTAINABILITY YOUR SUSTAINABILITY GOALS: Your sustainable goals are the story of your event. These will guide the sustainability of your event, and as such, they may take time to develop. Consider these goals as how you can succinctly and effectively speak about your sustainable event to supporters, funders and the media. If you already have a clear understanding of your sustainability goals, complete this section now. If you have not yet defined your sustainable event goals, feel free to read through this Worksheet then return to finish the Guide before returning to this section. Some examples of sustainability goals for your event: VENUE / ACCOMMODATIONS We endeavour to ensure That we leave the beach cleaner than we found it Our venue is physically accessible COMMUNICATION / SIGNAGE Our event Avoids print based promotion by using creative alternatives Prints on sustainable paper using vegetable based inks Clothing is sweatshop free and 100% organic cotton PURCHASING Our event is committed to Refusing single use plastics Reducing our purchasing through sharing, borrowing and renting as much as possible Supporting local businesses with our purchases FOOD / BEVERAGE Our event is committed to Serving seasonal, local and sustainably produced foods Serving tap water and refusing bottled water Using reusable dinnerware and avoiding single use items WASTE MANAGEMENT We are striving to Compost all of our organic waste Reduce our environmental impact by redirecting 75% of our waste from the landfill Hosting a Zero Waste event by diverting 90% of our waste from the landfill TRANSPORTATION Our event is committed to Supporting alternative modes of transportation Host a car free event SUSTAINABILITY GOALS

3 WORKSHEET 2 COMMUNICATION/PROMOTION/SIGNAGE SET YOURSELF UP FOR SUCCESS COMMUNICATE With Event Partners Communicate your sustainability goals to your venue, accommodation providers, caterers and suppliers ask how they can help you reach your goals See Worksheet, XX and XX for questions to ask your event partners If they are unable to help with this event, encourage them to increase their sustainability efforts for your next event Provide caterers with an attendance estimate to avoid food waste (e.g. look at ticket sales, historical examples, comparable event statistics, venue capacity With Guests Provide guests with suggestions for sustainable accommodations, consider physical, social and financial accessibility when making your suggestions Provide guests with information on the venue and alternative transportation suggestions Ask attendees to bring their own items or supplies (e.g. shirts to be screen printed, personal cups and dinnerware) Communicate to your guests your waste reduction goals and efforts for the event. Invite them to participate and support your goals. For example [Event Name] is working to reduce our environmental impact by redirecting 75% of our waste from the landfill. Help us reduce waste by considering the items you bring to our event, bringing your own reusable cups and dinnerware, using the waste management stations around this event to compost and recycle. Thank you for contributing to a more sustainable Tofino! PROMOTION Include the sustainable features of your venue in event promotion Promote your event through sustainable media options (see Appendix XX for contact information) Promotional Clothing Avoid designs with dates Purchase ethically sourced and produced clothing Consider asking guests to bring their own clothing and offering screen printing during the event SIGNAGE Explore options for borrowing signage from the District of Tofino or other events Prioritize reusable signage (e.g. minimize the use of dates and use durable materials like cloth, chalkboards, whiteboards, or hand painted wooded signs etc.) Prioritize paper that has recycled content and is chlorine-free or Forest Stewardship Certified Consider your ink choices by prioritizing vegetable-based inks and avoid excessive ink coverage (photos or large blocks of solid colour) Ensure you have sufficient and clear signage to enable guests to follow along with your plans (e.g. consistent signage for waste sorting stations, bicycle parking, Did you know bulletins etc.) Ensure your signage is accessible (e.g. large print, height of your signs for children, people in chairs, and taller folks, multilingual signage) If volunteers need to be identified, consider buttons, badges or hats that can be reused Consider substituting signage with strategically placed volunteers

4 WORKSHEET 2 COMMUNICATION/PROMOTION/SIGNAGE DELIVER COMMUNICATE Highlight Local suppliers Features of your venue The impact of your sustainability choices (e.g. if you are now using reusable dinnerware tell your guests the impact this has on the waste your event will produce) The sustainable elements of your menu The number of bikes at your event Make verbal announcements as well as signage Emphasize the importance of composting and sorting waste streams appropriately and support guests and volunteers to carry out your waste management plans Remind guests of your shuttle service and estimated walking distance to areas of interest TRACK & SHARE FEEDBACK Gather feedback Were guests able to easily understand what was expected of them Did staff and volunteers consider the signage effective, do they have suggestions for improvement TRACK & DOCUMENT Track your signage Which signs were most and least effective What signs did you need more of and which were missing SHARE Thank your event partners and provide feedback Thank your guests, volunteers and staff for their support Share your experience with other event producers

5 WORKSHEET 3 SITE / VENUE / ACCOMMODATIONS SET YOURSELF UP FOR SUCCESS TRANSPORTATION Provide guests with information on the venue location and alternative transportation suggestions (e.g. within communication include maps, public transportation links, carpooling websites etc.) Arrange for additional bike parking Help your guests decrease their vehicle use by providing an electronic carpooling service like groupcarpool.com ACCESSIBILITY Explore and implement ways you can make the venue temporarily more accessible Wheelchair ramps Provide seating Gender inclusive washrooms Quiet areas Childcare Chemical and scent free policies DELIVER TRANSPORTATION Set up additional bike parking if needed ACCESSIBILITY Set up any necessary accessibility areas and ensure signage is clear and in place WASTE MANAGEMENT/ENVIRONMENTAL RESPONSIBILITY Save packaging used for decor and equipment to be reused for storage at the end of the event Set up and manage recycling and composting stations Use bulk cleaning products and reusable cloths, mops and sponges Use environmentally responsible cleaning products SUSTAINABLE TECHNOLOGIES Use 50% lighting during setup and takedown WASTE MANAGEMENT/ENVIRONMENTAL RESPONSIBILITY If a composting service is not provided, hire a composting service TRACK & SHARE FEEDBACK Gather feedback from your guests on the physical, social and economic accessibility of your event Was the space physically accessible Did they feel welcome Were there any barriers to participation Gather feedback from your staff and volunteers How did the venue perform Do they have suggestions for improved sustainability

6 WORKSHEET 3 SITE / VENUE / ACCOMMODATIONS TRACK & DOCUMENT How many people biked to your event What accessibility supports were present at your venue Wheelchair ramps Few stairs Comfortable seating Quiet areas Gender inclusive bathrooms Kids area Scent and chemical free policies No fluorescent lighting Track your experience Did the venue have environmentally responsible cleaning products and reusable supplies available for use What did you learn; what worked well, what was challenging, were there any missteps and what were the biggest lessons SHARE Provide feedback to your venue on your experience and ideas for improvements Thank your venue for their support and ongoing efforts toward sustainability Share your experience with other event producers WORK TOGETHER - QUESTIONS FOR VENUE & ACCOMMODATION PROVIDERS SUSTAINABLE COMMITMENT Communicate your sustainability goals and ask if they are able to help you implement your sustainability commitments Do they have a commitment to social and environmental responsibility If they do not have policies or procedures in place, would they consider working toward these goals and helping you with your next event TECHNOLOGIES Do they have operational efficiency technologies in place Water (low-flow fixtures, auto-shut-off faucets, irrigation-free landscaping) Energy (energy efficient lighting, equipment and appliances) Can you primarily use natural light TRANSPORTATION Do they facilitate alternative modes of transportation Are they within walking distance or bus services Is there bicycle parking Do they provide a shuttle service or bicycles ACCESSIBILITY Wheelchair accessible Provides seating Gender inclusive washrooms Quiet areas Provides childcare Chemical and scent free Allow service animals WASTE MANAGEMENT/ENVIRONMENTAL RESPONSIBILITY Do they Have policies in place to minimize waste Provide reusable dinnerware and cutlery Use or provide environmentally friendly non-toxic, bulk cleaning products cleaning products and/or provide reusable cleaning tools (mops, cloths etc) Provide waste management systems for recycling and compost SOCIAL RESPONSIBILITY Are venue staff provided with a living wage and respectful workplace policies Do they source their food, goods or services from local providers

7 WORKSHEET 4 PURCHASING SET YOURSELF UP FOR SUCCESS CONSIDER Before you make a purchase for the event, ask yourself Is it necessary for success Can it be borrowed, shared or rented Can it be bought second hand Purchase responsibly by asking yourself Who does this purchase support What is the lifetime of the product and can it be repaired From where does the item originate What is the environmental impact and is there a more sustainable option Who made it and were they treated fairly Does it come with packaging What will happen to it after the event GIFTS If providing gifts and giveaways prioritize the gifts are useful, optional, made by local artists and craftspeople WASTE MANAGEMENT/ENVIRONMENTAL RESPONSIBILITY If a composting service is not provided, hire a composting service DELIVER REFUSE Single use items Plastic and Styrofoam REDUCE / REUSE Buy only what is needed, instead of what is nice to have Prioritize Creative solutions such as borrowing, sharing or renting items Second hand or previously owned items Well-made and long lasting products Products with no/low/recyclable packaging Products made from renewable resource If an item is no longer needed after the event auction it off or donate it to guests or other event producers SOCIAL RESPONSIBILITY Prioritize Local and regional suppliers s Products and suppliers with ethical labour practices (e.g. coops, social enterprises, union made, fair trade etc.) ENVIRONMENTAL RESPONSIBILITY Buy products free from harmful chemicals Use bulk products and avoid individually sized options Use concentrated biodegradable cleaning products. Dilute on site and dispensed in reusable bottles.

8 WORKSHEET 4 PURCHASING TRACK & SHARE FEEDBACK Gather feedback from your guests If guests brought their own dinnerware, how was this experience? If they did not, would they consider doing so next time? Were the gifts useful and desired? Do they have alternative suggestions for gifts that would be more useful, would they be interested in donations to local organizations instead of physical gifts? TRACK & DOCUMENT Track your experience What items were most useful and which items should not be purchased in the future What items performed well Did any of the items come with excessive or non-recyclable packaging SHARE Thank your suppliers for their efforts and provide feedback Share your experience with other event producers WORK TOGETHER - QUESTIONS FOR SUPPLIERS It is important to work with your suppliers to reach your sustainability goals. The more requests they receive for sustainable products the more incentive there is for them to seek out products that meet your needs. Do you have environmental or sustainable purchasing policies or criteria Are your products made from sustainably sourced materials Can items be delivered or shipped with little to no packaging, and if not can packaging be left with the supplier, or returned for appropriate disposal How far has the product traveled to Tofino and do the trucks leave Tofino empty or do they return loaded with products from Tofino How long is the product s lifespan and is it reparable Does the product have a sustainable certification of some kind Is the product fair trade, union made, from a co-op or social enterprise Is the product resource efficient

9 WORKSHEET 5 FOOD & BEVERAGE SET YOURSELF UP FOR SUCCESS VEGETABLES, MEAT AND FISH Provide caterers with accurate numbers early on to avoid food waste (e.g. look at ticket sales, historical examples, comparable event statistics, venue capacity Prioritize Vegetarian options Seasonal produce Sustainably produced foods (e.g. organic, sustainable seafood, free-range pork and chicken) Food and beverages with no/low/recyclable packaging Local and regional suppliers Local culinary talent BEVERAGES Order local alcohol in kegs/bulk amounts, avoid single serve items When ordering local alcohol in kegs, refuse plastic cups DINNERWARE Ask caterers to use reusable containers which are returned after the event Consider bite-size or finger foods that don t require dinnerware Contact your venue to ensure they have reusable dinnerware Rent or borrow reusable dinnerware If you must use single use items, select items which are compostable within Tofino (e.g. paper, pulp and sugar cane, see Appendix B) Ask your guests to bring their own dinnerware WASTE MANAGEMENT Refuse items that come packaged in Styrofoam Contact venue and request composting services If composting is not available through the venue, hire a composting service DELIVER VEGETABLES, MEAT AND FISH Donate unused food (see Appendix H for contact information) Refuse single use condiments Purchase bulk food and beverages to reduce packaging BEVERAGES Serve tap water in pitchers or other dispensers, do not provide or use bottled water Contact the District of Tofino for refillable water jugs, See Appendix H Serve beverages in bulk For coffee and tea, serve certified organic and fair trade certified Be conscious of your water use and what is done with surplus water after the event DINNERWARE If using paper napkins, choose ones that are bleach free and made with recycled content If possible, opt to use cloth napkins Avoid any dinnerware that creates waste Do not supply single use plastics (plates, cutlery, straws) Use compostable products (See Appendix B) Use reusable dinnerware, glassware, cutlery and tablecloths Reusable plates/cups/cutlery consider a deposit fee or buy back service Encourage people to bring water containers and dinnerware from home WASTE MANAGEMENT Make every effort to compost organic waste Make composting and waste disposal easy for attendees to find and use Train staff and contractors so that they understand the importance of your greening procedures and can fully implement them front and back of house

10 WORKSHEET 5 FOOD & BEVERAGE TRACK & SHARE FEEDBACK Gather feedback from your guests What food items did they enjoy the most If guests provided own dinnerware, how was this for them? If they didn t, would they consider doing so next time? TRACK & DOCUMENT Track your waste management Food waste: which food items were left after the event; how much food was composted; how much food was redistributed post-event How many beverage containers were recycled If single use dinnerware was used, how much was composted or went to the landfill Did any of the items come with excessive or non-recyclable packaging WORK TOGETHER QUESTIONS FOR SUPPLIERS Do you have environmental or sustainable purchasing policies or criteria How was the food grown, harvested or raised Are local and seasonal menus available Can vegetarian options be prioritized Can reusable containers be provided and returned after the event Can packaging or single use items be avoided If waste is unavoidable, how will it be disposed of after the event SHARE Thank your caterers and food suppliers and provide feedback Share your experience with other event producers

11 WORKSHEET 6 TRANSPORTATION SET YOURSELF UP FOR SUCCESS MINIMIZE Minimize your transportation Plan ahead to reduce the number of trips made to and from the venue and suppliers Combine errands and trips over the pass Cluster your venues ALTERNATIVE TRANSPORT Ensure there is ample bike parking; if more is needed contact the District of Tofino at events@tofino.ca for support Encourage your guests to use alternative modes of transportation Provide attendees with the information they need to enable the use of sustainable transportation (see Appendix XX and Appendix XX for maps and regional transit options) Provide incentives for sustainable transportation such as awards, a free food or drink ticket, a gift certificate etc. Facilitate group transportation (e.g. shuttle service, rideshare boards, groupcarpool.com etc.) DELIVER MINIMIZE Don t idle your vehicle while loading and unloading TRACK & SHARE FEEDBACK Gather feedback from your guests Did they bike or walk to your event and would they consider using alternative modes of transport in the future Would they consider staying at accommodations you suggest to be within walking/biking distance of the event Do they have any creative ideas regarding transportation TRACK & DOCUMENT How many people used your shuttle service and where more runs needed How many bikes were at your event SHARE Share your experience with other event producers

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13 WORKSHEET 7 COMPOST / RECYCLING / LANDFILL SET YOURSELF UP FOR SUCCESS WASTE REDUCTION/DIVERSION What is your overall waste diversion goal for the event (e.g. 50% diversion from landfill or a Zero Waste event 90% diversion) What systems and supports are needed to reach your goals How will you measure your waste reduction efforts? For a quantitative measurement you will need to consider the following: When and how often will measurements be taken and by whom Will you weigh containers or to count the total number bins recycled, composted, and sent to the landfill Refuse single use plastics (cups, water bottles, balloons) Become paperless (e.g. use online and radio marketing, online registration systems, , social media, apps or websites for agenda and updates, whiteboards instead of flipcharts, provide handouts on request only etc.) INFRASTRUCTURE Recycling, ensure you have Adequate bins and bags (if your venue does not provide waste management systems contact events@tofino.ca for support) Clear and consistent signage A washing station complete with water access Trained staff and volunteers Composting, ensure you have A composting service, see Appendix XX Adequate bins Clear and consistent signage Determine the location of front of house and back of house waste management stations Ensure staff/volunteers are able to easily empty and store waste during the event (e.g. consider smaller containers that need to be emptied more frequently, but are easily carried by staff/ volunteers) Develop waste management signage, remember that large letters, eye level, pictures and color-coding are most effective for both front and back of house sorting stations (e.g. compost, returnable [glass/cans], containers [hard plastic/tin], landfill see Appendix XX for further information on recyclables) Determine if there are waste storage facilities or if you will need to remove waste after the event If you are not able to store your waste at the venue, make special arrangements for pick-up (see Appendix XX for contact information) STAFF/VOLUNTEERS Assign roles and responsibilities. Be sure to include; set up, management, schedule for collection, storage location, and post event disposal Send volunteers information on Zero Waste (Appendix XX for frequently asked questions and volunteer responses) COMMUNICATION Determine how you will communicate your efforts to guests at your event: signage, announcements, displays, volunteers Before the event, circulate multiple reminders to encourage guests to bring water containers and dinnerware from home

14 WORKSHEET 7 COMPOST / RECYCLING / LANDFILL DELIVER INFRASTRUCTURE Set up your waste sorting system immediately upon entering the venue. Waste accumulates surprisingly fast when you begin staging your event. By Set up your systems right away, you save time by not sorting through the waste after it accumulates. Place waste management stations near to where waste is created and cluster your bins to ensure the right bin is always available. Be consistent! Set up a washing station to ensure your recycling is clean. STAFF / VOLUNTEERS Train your staff/volunteers and ensure they know what is and is not recyclable/compostable (see Appendix XX, XX and XX) Assign dedicated staff/volunteers to act as Green Ambassador people dedicated to helping guests sort their waste. Assign volunteers or staff to track your waste diversion efforts WASTE REDUCTION / MANAGEMENT Ensure your waste management staff/volunteers have these supplies: Gloves Tape - heavy duty for taping materials and signs to bins Pens/markers Clipboards Volunteer identification items (e.g. Ask Me About Zero Waste pins) Scale(s) Measuring sheets/templates Use clear bags for recycling - black bags for landfill waste only Track your waste streams Send materials to their final destinations COMMUNICATION Draw attention to your recycling station Explain the importance of your waste management plans (e.g. cleaning your recycling, diverting compost from landfill, your Zero Waste goals, etc.) Celebrate Your efforts. Make announcements or creative visual displays to illustrate your waste reduction efforts Your guests, volunteers and staff who are going the extra mile TRACK & SHARE FEEDBACK Gather feedback from your staff, volunteers and guests Perceptions on waste at the event Ease of use of the waste management systems Suggestions for further waste reduction strategies TRACK & DOCUMENT Track your waste How many bags of trash did you produce How much did they weigh How many bags of recycling If composting, what was the weight of organic waste diverted What were your trash trends (e.g. X number of compostable cups, 2 bags of paper hand towels. This knowledge will help you determine your goals for your next event) Track your experience Were the waste management systems easy to use, what worked well, what was challenging, were there any missteps and what were the biggest lessons SHARE Thank your guests, volunteers and staff for their involvement in waste reduction, share your successes and changes and goals for your next event. Share your experience with other event producers

15 WORKSHEET 8 SUSTAINABLE EVENT PLANNING EVALUATION Now that you have hosted your event it s time to reflect on your successes, the lessons you have learned and the usefulness of this toolkit. This Worksheet will help you with planning your next event. Please provide the District of Tofino with a copy so that we too can learn from your event and plan our next steps. events@tofino.ca YOUR EXPERIENCE What were your sustainability successes? What challenge to sustainability did you encounter? What were your biggest lessons?

16 WORKSHEET 8 SUSTAINABLE EVENT PLANNING THE TOOLKIT Do you have suggestions for how the Toolkit could be improved? How could the District of Tofino support your efforts? What incentives could the District of Tofino provide to you to encourage you to strive for greater sustainability?