draft sustainable event management policy template

8/4/2019 DRAFT Sustainable Event Management Policy Template

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HCCREMS DRAFT Sustainable Event ManagementPolicy Template

This draft template was prepared solely for the purpose of assisting NSW councilswith the development of a Sustainable Events Management Policy.

Notes completed by councils during the Sustainable Events Management Policyworkshops in Newcastle on Thursday 17 March 2011 and Rockdale on 24 March2011 have been attached for reference.

DRAFT Sustainable Event Management Policy TEMPLATE

Objective

This Sustainable Event Management (SEM) Policy has been adopted to ensureevents delivered [by/at council / the community / within the Local Government Area]are managed to conform with Quadruple Bottom Line management practices, andconsistent with the principles of Ecologically Sustainable Development (ESD) asrequired by the Local Government Act.

Council desires all events to be planned and implemented with the goal of reducingthe impact of the event on the environment. This policy will achieve this outcomethrough encouraging, and in some cases requiring:

minimising waste generation

maximising recycling

minimising energy consumption

minimising water consumption

conserving bio-diversity, and

minimising impacts on climate change.

Events operated [by council / the community / within the Local Government Area] willensure they are planned, implemented and reviewed based on international bestpractice (SEM) standards, as outlined in this policy.

Scope

The Sustainable Event Management Policy applies to all events operated by[council / the community / within the Local Government Area].

This Policy is designed to clearly identify the minimum requirements for eventorganisers in relation to the planning, implementation and evaluation of eventscaptured within the Policy scope.

Definitions

The following definitions are provided to assist in understanding the requirements of

this policy.


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Bio-degradable means

Compostable means

Ecologically sustainable development means

Event means

Event organiser means

Green energy means

International Best Practice means

Quadruple bottom line means

Recycle or recycling means

Reduce or reduction means

Renewable resources means

Reuse means

Social responsibility means

Source separation means

Supply chain means

Waste minimisation means

Quadruple Bottom Line (QBL) Considerations

[Council to insert any specific requirements, controls, outcomes, etc theywould like to see against the particular issues stated]

Environmental:

1. Energy2. Water 3. Waste4. Biodiversity

Social:

1. Corporate responsibility2. Local community

3. Minority groups including people with disabilities4. Ethical/moral

Financial:

1. Budgets2. Costs3. Value for Money

Cultural (governance):


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1. Leadership role2. Internal systems

Mandatory Inclusions:

[Council to insert any specific details they require as a must do / have]

Example:

All events will:

1. Use clean energy sources eg GreenPower, solar,2. Not use plastic water bottles3. Will not allow the sale / use of glass packaging

Sustainable Event Management (SEM) Best Practice

In addition to the mandatory requirements, [Insert council / community groupname] will carry out events according to International Best Practice SEM.

International Best Practice SEM is based on British Standard BS8901 andidentifies that events are carried out using a three-phase frame work:planning, implementation, and feedback/review. This framework encouragesand facilitates a process of continual improvement, helping to ensure eventsbecome iteratively more sustainable over time.

1. Event Planning (before an event)

a. Venue selection will beb. Catering selection will be

c. Waste will be. are in place to adequately divert waste from landfill.

d. Marketing and promotion will beincluding the completion of a planthat outlines approach, identifying target audience, messages to bedelivered, type of media to be used & materials required

e. Education and training..deliver SEM training inductionprogram/system to all event staff (including volunteers)

2. Implementation (during an event)

a. Ensure adequate staffing/systems/procedures are in place to deliverpolicy goals, and monitor and record data to feed into review andcontinual improvement.

b. Checklists and guidelines used to ensure event meets stated goals andtargets.

3. Check and Review (after an event)

The following reviews will be carried out and reported back to council:


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a. Implementation checklists (catering, venue, waste, marketing andpromotion and education / training) will be evaluated according to QBLobjectives.

b. Data collated and evaluated according to QBL objectives.

c. A list of suggested improvements will be made for future events.d. All monitoring, measurement and evaluation results will be recorded, and

reported to council.

Table 1: Best Practice SEM Framework

Best Practice Policy Statement Procedures/Checklist Monitoring/Targets

1. PLANNING a. Venue Venue selectionchecklist (seeattachment)

b. Catering Catering selectionchecklist (seeattachment)

c. Waste Waste ManagementPolicy/checklist (seeattachment )

d. Marketing &Promotion

Marketing & PromotionGuide/communicationstrategy/checklist (see

attachment )

e. Training/Education Training/EducationGuide/checklist (seeattachment)

2. IMPLEMENTATION a. Ensure adequatestaffing/systems/procedures are inplace to deliverpolicy goals, andmonitor and record

data to feed intoreview andcontinualimprovement.

Procedures Guides &checklists to be usedduring an event for themanagement of:

a. Venue

b. Cateringc. Waste

d. Marketing &promotion

e. Education & trainingb. Checklists and

guidelines used toensure eventmeets stated goalsand targets


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3. CHECK & REVIEWImplementationchecklists will beevaluated accordingto QBL objectives.

Data collated andevaluated accordingto QBL objectives.

A list of suggestedimprovements will bemade for futureevents.

All monitoring,measurement andevaluation results will

be recorded,communicated tocouncil and appliedto future events.

All checklists, templates and targets referenced are as per the attachedappendix.

Policy Review

This policy will be reviewed annually following assessment of the outcomes from

each event approved and managed, to ensure the processes and sustainabilityoutcomes are consistent with the policy objectives.


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Attachment 1:

Newcastle Sustainable Events Forum Workshop Notes (16 March 2011)

Workshop 1: Objective & Scope determinationFollowing is a list of the objectives developed during the workshop.

Objectives:

The SEM Policy objective is to develop a balanced approach to sustainabilityfor all events held in the LGA to ensure events are organised and conductedin a sustainable manner

Ensure events are organised & conducted in a sustainable manner

The policy objectives are to ensure less contamination in recycling bins and toenforce recycling at community events.

With this policy, Council aims to commit to and ensure sustainability principlesare practiced when organising or managing events.

To ensure all events are organised in a sustainable manner and consideredto ensure continual improvement of event management systems andoutcomes.

Ensuring all council run events are sustainably managed, by consideringwaste, water, sustainable purchasing and energy considerations.

Following is a list of the policy scopes developed during the workshop.

Scope:

All council events and assistance to events held on Public Land.

All council run events and guidance for community events on council land.

Applied to all events held on public land within LGA, all council managedevents and events on private land requiring a DA.

Focus on council flagship events with a view to expand to incorporate allother council and community events.

All council managed events with intent to expand to all events

All council run / managed events.


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Workshop 2: SEM Best practice Venue Selection

What are the major considerations when considering Venue selection andmanagement for sustainability issues?

Existing Infrastructure unsure or relevance to sustainability other than

requires less transport of good to site. May not be necessary to include.

Waste procedures (covered further in the waste workshop)

o Does the venue already practice recycling and have available

recycling bins for use for the event?

o Does the venue recycle glass, plastics, paper, food waste?

o Can the event utilise the waste procedures and services at the venue,

or are these only for the venue staff?

Water use

o Does the venue have infrastructure that reduces water use (i.e. low

flow taps, aerators in faucets)

o Does the venue have water tanks?

o Does the venue have a grey water capture service?

Energy use

o Does the venue have adequate natural light to reduce need for electric

lighting

o Does the venue have solar panels for electricity generation?

o Does the venue purchase green power?

Existing procedures

o Does the venue have procedures in place to assist people to

remember to turn lights off when they leave the room?

o Does the venue have procedures to assist people to utilise the waste

and recycling systems available?

Catering Covered in Catering Workshop

Location

o Is the location close to public transport

o

Does the location have adequate parking for attendees?o Does the location have an active link to the surrounding environment?

Accessibility - unsure or relevance to sustainability other than requires lesstransport of good to site. May not be necessary to include.

Transport

o Is the location close to public transport

o Does the location have adequate parking for attendees?

o Does the location have adequate turning circle of buses if they are

hired to assist to bring people to and from the site?


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Venue size

o Is the venue of an appropriate size (not too big so using more energy

than necessary)?

Resources required to assist with ensuring effective selection and management ofissues associated with event venues.

Induction / staff training on venue management (specific to venue and event)

List of sustainable acceptable venues in LGA

Standardised guidelines for the event management in the Hunter Region

Measurement tools to assist venues to report on energy, water and wasteconsumption

Venue management checklist.


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Workshop 3: SEM Best practice Catering

What are the major considerations when considering caterer selection andmanagement for sustainability issues?

Produce

o Select local produce

o Select organic produce

Packaging

o Ensure minimal packaging

o See if packaging can be taken back

o Ensure packaging ins either reusable, recyclable or bio degradable

Employment

o Source local contractors, or volunteer support

Waste - (covered further in the waste workshop)

Caterer

o Source local caterer

o Source caterer close to venue to reduce transport

o Source caterer who has waste reduction practices (re-useable

crockery / cutlery, composts waste food)

o Source caterer with links to ethical products (green cleaners, fair

trade, rain forest alliance)

Supply chain

o Consider local supplies to reduce food miles.

Competition - unsure or relevance to sustainability other than requires lesstransport of good to site. May not be necessary to include.

Cost - unsure or relevance to sustainability other than requires less transportof good to site. May not be necessary to include.

Communication / Education - (covered further in the administration workshop)

Safety & regulations

o Ensure comply with all safety and food regulations

Resources required to assist with ensuring effective selection and management ofissues associated with event caterers.

Checklist on choosing an appropriate caterer

Weighting tool to assist with sorting through all the issues above

Sustainable choice supplier database

Preferred supplier list (council specific)


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Workshop 4: SEM Best practice Waste

What are the major considerations when considering waste minimisation andmanagement at events?

Cateringo Supply chain packaging

o Food preparation

o Waste food management

Venue

o Reusable crockery / cutlery

o Recyclable or biodegradable crockery / cutlery

o Adequate (type) and sufficient (number) of bins for event. Ensure a

separated waste management process

o Signage to assist with waste management practices

End of event

o What state is the venue to be left in?

o Collect and recycle promotional material put up at different venues.

Marketing material

o Promotional products are printed on recyclable content paper stock

o Hand outs / show bags kept to a minimum

Packaging

o Take back schemes for any packaging

o Reusable or recyclable packaging

Resources required to assist with ensuring effective selection and management ofissues associated with waste management.

Waste audit template

Checklist for recording / auditing / monitoring waste consumption andrecovery

Specifications for bin requirements based on event type and size.


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Workshop 5: SEM Best practice Administration / Marketing / Promotion

What are the major sustainability considerations when considering administration /marketing / promotion?

Event promotions

o Use internet, foyer screens, email to reduce printing

o Use existing print media to reduce extra waste generation (council

newsletters, rates notices, newsletters and papers)

Organisation

o Online registration

o Promotion during event of sustainability initiatives (loudspeaker, SMS

updates, social media)

o Provide e-packs with event information rather than handouts

Resources required to assist with ensuring sustainable promotion / marketing.

Event organiser / manager checklist to cover what is required.

Develop a communications / marketing plan incorporating sustainability needs

Guidelines for communications

How to guide for using social media.


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Attachment 2:

Rockdale Sustainable Events Forum Workshop Notes (24 March 2011)

Best Practice Policy Statement Proc

edures/Checklist

Monitori

ng/Targets

1. PLANNING a. Venue:

Venue must be chosen base on suitability to event, QBLand consideration based on venue checklist (attached)

Venue selection must be based on the highestcompliance of the policy requirements within the contextof QBL

Venue must be appropriate to event and selected withconsideration to QBL sustainability

Venue choice must be based on QBL principles, asoutlined in this policy

Where possible, choose a venue that meets QBLconsiderations and priorities as per the venue checklist(see appendix A).

Venue is to be selected on the basis of best fit inconsideration of the areas identified in this policy

Venue should be chosen to meet requirements of thepolicy. Consider new events/old events

Venue must be chosen based on suitability to event,location and QBL considerations.

b. Catering:

Catering choices will be made based on QBL principles,ie particular locally made, healthy food, culturallyappropriate, at least half meet-free options, minimalwaste implications and fair trade where possible

Choices made for catering should be based on thepolicy guidelines which include such things as, but notrestricted to, fair trade, locally sources & minimalpackaging

Policy requires that catering choices give preference tolocal production, minimal waste, local suppliers

Catering choices will be made based on QBL principles.For example: produce minimal waste, healthy food,reasonable price, locally made

Provide catering that includes some vegetarian optionsand dietary requirements (if known beforehand). Where


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possible source organic or fair trade

Catering services will be chosen on the ability to meetmaximum 20 points on the catering checklists (egchecklist 1. free-range eggs. 2. corn starch plates)

Catering should be selected considering the checklistattached

Catering selection should involve the following: localproduce, vegan, halal, free range

c. Waste

e. Marketing & Promotion

Consider waste minimisation when planning marketingand promotion of events

Environmental and social considerations are consideredin the methods used in marketing and promotion ofevents in order to minimise resource use & wasteproduction & maximise exposure to target audiences

marketing and promotion of events must minimiseenvironmental impacts whilst meeting promotionrequirements. In particular:

- minimise the use of non-reusable items

- maximise the use of electronic media

- use staff & volunteers for promo & info duringevents

- use a centralised source of info rather thandecentralised info to many individuals

- use recycled and recyclable materials whenmaterials are absolutely necessary

Use appropriate method for target audience thanminimises the use of non-renewable resources, wherepossible, such as electronic & social media, reusablebanners and signage. Promotional material will be

minimised by providing electronic copies or distributedon needs-only bases and plastic will be avoided egballoons

Develop and implement a marketing and promotionstrategy in consideration of the community of interest.The strategy is to focus on minimising resourceconsumption & waste and highlight the importantoutcomes of reuse at all stages of event planning

f. Training/Education


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Event organisers should ensure that all relevant peopleinvolved in delivering the event are appropriately trainingin the sustainable event practices/processes to ensurethe relevant parts of this policy & associated guidelinesare adhered to during and after the event

All event staff, contractors & volunteers must be awareof councils SEM policy as it applies to their role at eachparticular event

Event organisers to undertake training/education of allstakeholders to ensure compliance with sustainabilityprinciples and practices & raise awareness of theimportance of sustainable events in achieving QBL

Other:

This organisation is aiming to improve our performance on SEM. Therefore,

in planning an event the venue, catering, waste, marketing and promotion andeducation and training need to be considered in light of maximising the QBLoutcomes of the attached checklist

Use of scope to define policy statements meaning relate the statementsback to the scope. Eg 50% meat & minimum of 50% vegetarian only appliedto internal events eg council meetings, conference, training etc.

Attachment 3: Sustainable Event Management Resource List

Sustainable Choice, NSW Local Government and Shires Associations

www.lgsa-plus.net.au/sustainablechoice

Sustainable procurement program for NSW Local Government

Jones, Meegan. (2010) Sustainable Event Management - A Practical Guide.

Earth Scan Publishing

www.sustainableeventguide.com

Seminal book, widely regarded as the Sustainable Event Management bible

LGSA Sustainable Events Policy

www.lgsa.org.au/resources/documents/lgsa-event-sustainability-signed_0810101.pdf

Template SEM policy used by the LGSA for major events

British Standards (BS8901)

http://shop.bsigroup.com/en/Browse-by-Subject/Environmental-Management/
http://www.lgsa-plus.net.au/sustainablechoicehttp://opt/scribd/conversion/tmp/scratch17827/www.sustainableeventguide.comhttp://www.lgsa.org.au/resources/documents/lgsa-event-sustainability-signed_0810101.pdfhttp://shop.bsigroup.com/en/Browse-by-Subject/Environmental-Management/http://www.lgsa-plus.net.au/sustainablechoicehttp://opt/scribd/conversion/tmp/scratch17827/www.sustainableeventguide.comhttp://www.lgsa.org.au/resources/documents/lgsa-event-sustainability-signed_0810101.pdfhttp://shop.bsigroup.com/en/Browse-by-Subject/Environmental-Management/


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Comprehensive SEM standard widely recognized as worlds best practice, uponwhich new international ISO and Australian standards will be based.

City of Melbourne Green Events Guidelines

http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventPartnershipProgram/Pages/Greenevents.aspx

Victorian Carbon Ecological Footprint Events Calendar

www.epa.vic.gov.au/ecologicalfootprint/calculators/event/introduction.asp

Victorian Government tool to help measure carbon footprint of events

Waste Wise Events Policy

www.environment.nsw.gov.au/warr/WWE_Home.htm

NSW Government policy tool for waste minimization at events

South Australian Government Event Waste Minimsation Guidelines

www.zerowaste.sa.gov.au/upload/e ... ues_20.pdf

South Australian Government policy for waste minimization at events

Sustainable Events Alliance

http://sustainable-event-alliance.org/

Events Industry network

Peats Ridge Festival

www.peatsridgefestival.com.au/sustainability

SEM policy for a major music festival held annually in NSW

Homebake

www.homebake.com.au/2009/#/domain/recycling/SEM policy for a major music festival held annually in multiple states

Monash University Sustainable Events Guide

http://fsd.monash.edu.au/files/MU%20Sus ... reen_1.pdf

Major Australian University SEM

Carbon Calculator for Event Management

http://www.acem.uts.edu.au/
http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventPartnershipProgram/Pages/Greenevents.aspxhttp://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventPartnershipProgram/Pages/Greenevents.aspxhttp://www.epa.vic.gov.au/ecologicalfootprint/calculators/event/introduction.asphttp://www.epa.vic.gov.au/ecologicalfootprint/calculators/event/introduction.asphttp://www.environment.nsw.gov.au/warr/WWE_Home.htmhttp://www.zerowaste.sa.gov.au/upload/e%20...%20ues_20.pdfhttp://sustainable-event-alliance.org/http://www.peatsridgefestival.com.au/sustainabilityhttp://opt/scribd/conversion/tmp/scratch17827/www.homebake.com.au/2009/#/domain/recycling/http://fsd.monash.edu.au/files/MU%20Sustainable%20Events%20Guide%20On%20Screen_1.pdfhttp://www.acem.uts.edu.au/http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventPartnershipProgram/Pages/Greenevents.aspxhttp://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventPartnershipProgram/Pages/Greenevents.aspxhttp://www.epa.vic.gov.au/ecologicalfootprint/calculators/event/introduction.asphttp://www.environment.nsw.gov.au/warr/WWE_Home.htmhttp://www.zerowaste.sa.gov.au/upload/e%20...%20ues_20.pdfhttp://sustainable-event-alliance.org/http://www.peatsridgefestival.com.au/sustainabilityhttp://opt/scribd/conversion/tmp/scratch17827/www.homebake.com.au/2009/#/domain/recycling/http://fsd.monash.edu.au/files/MU%20Sustainable%20Events%20Guide%20On%20Screen_1.pdfhttp://www.acem.uts.edu.au/


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Carbon footprint tool developed by University of Technology

London Olympics Event Sustainability Guidelines

http://www.london2012.com/documents/locog-publications/london-2012-

sustainability-events-guidelines.pdfLondon Olympic guidelines

Sustainable Event Management Solutions (SEMS)

http://www.sustainableeventsolutions.com.au/Default.asp?c=164322

SEM framework and tools

Ecobuy

http://www.ecobuy.org.au/

Victorian sustainable procurement program (similar to Sustainable Choice)
http://www.london2012.com/documents/locog-publications/london-2012-sustainability-events-guidelines.pdfhttp://www.london2012.com/documents/locog-publications/london-2012-sustainability-events-guidelines.pdfhttp://www.sustainableeventsolutions.com.au/Default.asp?c=164322http://www.sustainableeventsolutions.com.au/Default.asp?c=164322http://www.ecobuy.org.au/http://www.london2012.com/documents/locog-publications/london-2012-sustainability-events-guidelines.pdfhttp://www.london2012.com/documents/locog-publications/london-2012-sustainability-events-guidelines.pdfhttp://www.sustainableeventsolutions.com.au/Default.asp?c=164322http://www.ecobuy.org.au/

draft sustainable event management policy template

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