THE CITY OF FREMANTLE’S

Sustainable Events Guideline

Why take steps towards a sustainable event?

We live in a flourishing community that values sustainability. The City of Fremantle (The City) is renowned for being a hub of amazing culture, arts, entertainment and events. In keeping with the value of sustainability this guideline for sustainable events can assist events organisers within The City to reduce their footprint on the planet and in our community. Who these guidelines are for:If you are an event organiser holding an event within The City, this sustainable event guideline can assist you in taking steps to make your event a more sustainable one.

The City has developed a set of minimum sustainability standards / checklist that we are encouraging all events producers to adhere to, to the best of their ability. This guideline however outlines a process by which you as a Fremantle event organiser might go beyond the minimum standards, and strive towards making your event as sustainable as possible.

Whether you are a small event producer or organising a large festival these guidelines provide valuable action steps across a range of events for you to take. The categories within this guideline include: pre-event planning, waste prevention, waste management and disposal, sustainable procurement, energy and emissions,

water conservation, education/raising awareness and post-event evaluation. They mirror international standards for sustainable events management and will help you achieve best practice.

In each section you will also find additional resources where you can learn more and get more detailed information on how to take further steps. Additionally, the City will monitor events through the City, and each event which complies with, or goes beyond than minimum standards, will be able to participate in our annual Sustainable events award.

Balancing costs:Taking steps towards running a sustainable event does not necessarily mean it will cost more. There are many steps within this guideline that can actually save your event money. There are also steps that require more of an investment to make them possible. These cost savings and added expenses can balance each other out. This can give you more options for taking sustainable steps that fit within your budget and to show your patrons your commitment to sustainability.

Sustainable events are attractive to sponsors, grants and other sources of funding. A sustainable event can be leveraged to gain more financial support.

Every step counts When planning an event and considering sustainable elements to include, remember that every steps counts. Running a sustainable event is not an all or nothing equation. Whatever steps you take make a difference, and can always be further improved upon in future events.

Pre-event planningWhy take this step:Including sustainable elements in your event are best done from the initial planning stages of the event. This gives you the greatest opportunity to incorporate as many sustainable elements as possible. It’s important to get buy-in from each stakeholder of the event production team from the outset. The following outline guides you through the steps that can assist you in greening your event from the outset.

Steps How to

Incorporate sustainability into event planning

Set up a meeting with event coordinators in the planning stages of the event to ensure that sustainability is included as a requirement and that all stakeholders understand their responsibilities under the City’s Sustainable Events Checklist.

Consider and discuss where waste and inefficiencies can be reduced in your event; where sustainability initiatives can add value to the event; and where cost saving from sustainable initiatives could be made.

Online promotions Set up a website/social media page for your event where people can access information and further details, including information about your sustainability initiatives. This can be an alternative to printed promotions and can help to reduce waste and costs in turn.

Engagement and incentives

Consider whether any sustainable incentives or engagement tools can be established for this event? Example: reduced ticket price for sustainable transport or free drink ticket for patrons bringing a reusable cup or bottle to the event?

Measure impacts Set up systems to be able to measure the impact of your event. If the event is to be repeated these measurements can be used as a benchmark for improvement next time.

Where to learn more:Sustainable Event Management – A practical Guide by Meegan Jones: www.Sustainableeventbook.com/Event Legacy Guide – by Sustainable Shoot Pacific: www.Sustainableeventbook.com/downloads/event-legacy-guide/Create a Sustainable EventSustainable Events Checklist: www.specialevents.com.au/resources/Sustainableevents.html

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Waste preventionWhy take these steps:Prevention / Avoidance of waste is the most important step in the waste management of an event. If you can reduce the amount of waste created then the task of waste management and disposal becomes easier. This step is also an area where you can save money by reducing the unnecessary disposable/waste items.

Steps How to

Provide waste guidelines for stall holders and vendors

Ensure that all stakeholders are aware of the waste policies for the event, including no single use plastics, or polystyrene products.

Source recycled / reusable / biodegradable event production materials

Aim to use items that are up-cycled, recycled and reusable when setting up your event. Including building and promotional and other event production materials. Remember that hiring or borrowing is a simple way to ensure that you’re not adding to the production / consumption / waste cycle.

Raise awareness about waste initiatives.

In promotional material indicate that your event is a waste wise event. During the event use PA announcements and signage to indicate how the event is being waste wise and where people can contribute.

Where to learn more:Waste Wise Events: www.wasteauthority.wa.gov.au/publications/waste-wise-eventsReducing Food Waste: www.Sustainableeventbook.com/reducing-food-waste-at-events/Event Waste Toolkit: www.ecorecycle.sustainability.vic.gov.au/resources/documents/WWE_Toolkit_%28Full_Version%29.pdfClimatewave Stallholders Sustainability Guidelines – example: www.climatewave.com/stall-holder-guidelines/Save your event from bottled water: documents.foodandwaterwatch.org/doc/CuratorGuide.pdf

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Waste management & disposalWhy take these steps:Waste creation can be one of the largest footprints of an event, and is certainly the most noticeable. Ensuring you have adequate bins for recycling, general waste, and even food waste can allow the opportunity for waste to be diverted from landfill, however these must all be managed carefully with patrons to ensure that minimal contamination occurs. The following steps on waste management and disposal when combined with the previous waste prevention / avoidance steps can help you to create a wicked waste wise event.

Steps How to

Calculate the right number of bins.

Use an estimation of the space you are covering and the attendance you expect. Bins should be between 7–10 metres apart (or less). Reduce the space between bin stations for more high traffic areas.

Placement of the bins Recycling and landfill waste bins need to be placed side by side with the lids closed. This encourages people to stop, think and make a decision before placing something in a bin. Place bins close to food stall areas where more waste is created.

Effective signage for bins Have large clear signs that indicate what goes in each bin. Putting these above the bins at eye level is most effective.

Get eco-waste volunteers to monitor bins and pick up litter on site.

Where possible, have volunteers monitor bin stations to assist patrons in correctly separating their waste into the right bin and also monitoring when the bin is full. There are a range of volunteer groups who can help with this.

Segregating for food waste Where possible, create a third waste stream for food waste and donate the scraps to a community gardens or a compost facility to be disposed of.

Ensure waste gets separated for collection

Have two skip bins (depending on the size of event) to separate recycling from landfill waste, to ensure that they are disposed of appropriately. Ensure you know exactly where your waste will be handled and how it will be processed / reprocessed.

Where to learn more:Waste Wise Events: www.wasteauthority.wa.gov.au/publications/waste-wise-eventsEvent Waste Toolkit: www.ecorecycle.sustainability.vic.gov.au/resources/documents/WWE_Toolkit_%28Full_Version%29.pdf

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Sustainable procurementWhy take these steps:The decisions we make when we purchase something have many extended impacts on environment and society. By making informed and sustainable choices, and educating your supply chain when purchasing supplies for an event, you can reduce your event’s negative environmental impacts. These steps provide an initial process for sustainable procurement for your event.

Steps How to

Create a list of necessary supplies

Have a comprehensive list of what is needed for your event. This gives you a starting point for sourcing sustainable options and for considering whether purchasing decisions are necessary / vital or could be reconsidered in the context of a sustainable event.

Establish which sustainable procurement areas are a requirement for your event.

Procurement factors to consider include: ethical, environmental, seasonal, sustainably harvested, low toxicity, local, social enterprise, and waste reduced.

Rent, re-use and recycle Establish if any items can be hired, borrowed, re-used or recycled. Why purchase new if an alternative is available to you?

Event stallholders procurement policy / procedure

Provide a policy or procedure for event stall holders and vendors with procurement standards to abide by. Recognise the efforts of stallholders that make a commitment to sustainable procurement.

Local staff and stall holders Where possible recruit staff and volunteers for your event from the local community. Sourcing local sustainable businesses for vendors and catering is another way to improve your procurement and ensure you can fully manage your supply chain.

Where to learn more:Sustainable Procurement Guide: www.juliesbicycle.com/files/Julies-Bicycle-Procurement-Guide-2015.pdfSustainable Procurement: zerowasteevents.ca/Sustainable_procurementFood and Sustainable Procurement: www.juliesbicycle.com/resources/food-factsheetSustainable Merchandise: www.juliesbicycle.com/resources/merchandise-factsheet

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Energy and emissionsWhy take these steps:CO2 emissions and climate change are a major issue our society faces today. Taking actions to reduce an event’s energy use and emissions output, means we are actively taking steps to reduce our contribution to climate change. Each step you take to reduce carbon emissions is a step in the right direction. The City is a Carbon Neutral City and having low emissions events aligns with the City’s strategy to reduce emissions both for council and community.

Steps How to

Determine what components at the event will require power

Create a list of what will require power for the event and where possible calculate your usage. This can allow you to determine areas where power usage can be reduced.

Purchase sustainable power Contact your energy provider and request to purchase 100% sustainable power for your event. If this is not possible – consider a percentage of sustainable power.

Look at alternative power sources

Can your event be run off solar power or wind generation?

Offset energy usage Use a carbon calculator to estimate emissions from the event. These can be offset with local tree planning schemes.

Where to learn more:Carbon Neutral: carbonneutral.com.au/Sustainable Power Synergy: www.synergy.net.au/at_home/goSustainable.xhtmlSustainable Power - How to: www.Sustainablepower.gov.au/Events/SustainablePower-Your-Event/The Power Behind Festivals: sustainable-event-alliance.org/wp-content/uploads/2010/11/Power-Behind-Festivals-Guide-2013_V1.2.pdf

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WaterWhy take these steps:Water is a precious resource in Western Australia and we need to be actively conserving the water that we use. At events this can take the form of taps, toilets, water features, and drinking water. There are many ways we can take steps to conserve the amount of water we use. At a minimum, monitoring and being aware of how much water is used is important.

Steps How to

Estimate water usage and determine sources

List all of the water requirements for the event. Determine an estimation of the number of attendees and how much water will be required for drinking, stall holders and toilet facilities.

Water wise toilet facilities Use toilet facilities that are water wise, and have water efficient hand basins. Use waterless urinals for men. Composting toilets are another option if health permissions allow.

Reduce waste water contamination

Use environmentally sound cleaning products to avoid chemical contamination of wastewater.

Monitor water usage at the event

Monitor the amount of water usage during the event. Read the water meter at the source before the event and then again post event. This can be used as benchmark for future events.

Where to learn more:Water Management at outdoor events: www.juliesbicycle.com/resources/water-management-at-outdoor-events

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TransportWhy take these steps:Transportation to and from an event can be a major source of local road congestion. It is also a source of air pollution and contributes to the overall emissions of the event. By taking steps to reduce the amount of car travel to and from the event and by encouraging public transportation, biking and walking you can significantly reduce the negative impacts from transportation to and around your event.

Steps How to

Promote sustainable transport

Create incentives for patrons to arrive by public transport (and or other sustainable transport modes) and communicate these options to attendees in advance.

Promote walking and cycling Create a cycle to the event campaign, with bike parking and cycling incentives.

Discounts and parking access Create parking access incentives for cars that are at full capacity (carpooling reduces GHG emissions).

Where to learn more:Reduce Audience Emissions from Transport: www.juliesbicycle.com/resources/leisure-travel-factsheetAudience Travel Guide: www.juliesbicycle.com/files/JB-GUIDE-Audience-Travel.pdf

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Education & raising awarenessWhy take these steps:A major component of running a sustainable event is having the public and your patrons aware of the sustainable measures that you took. In marketing your sustainability efforts well the public are more likely to support future efforts that are made to improve the local environment and this leaves a positive legacy after your event is complete.

Additionally, events provide a major opportunity for raising the awareness of sustainability issues to the general public. By communicating and raising awareness with patrons you create an active sustainability community which can help to continue to promote and celebrate positive steps towards event sustainability.

Steps How to

Actively promote Promote sustainability initiatives to patrons and the public prior to, during and after the event. Use digital media, announcements and direct communication techniques to do this.

Create incentives Establish incentives for patrons to reduce waste, use public transport and learn more about local environment and sustainability topics.

Look for support Use the sustainability initiatives of your event to gather support and sponsorship for the event.

Support a local organisation Use your event to promote and financially support a local not-for-profit organisation.

Where to learn more:Communicating with your Audience: www.juliesbicycle.com/resources/communicating-with-your-audiences-guide

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Post-eventWhy take these steps:You can’t manage what you don’t measure. Post event measurements are critical to determine what sustainable event measures were effective and where improvements might be made. The following actions allow you to evaluate your sustainable event efforts. This step is critical for events that are annual and can be improved upon for the next year.

Steps How to

Post event review Review each category of the event and establish the usage for water, waste, power usage, emissions and transportation.

Record the amount of waste How many bins were used for recycling, landfill and compost. What is the contamination rate of the bins?

Establish areas for improvement

Where can the event improve its environmental and social impact? What should be done better next time?

Submit your event for an award

The City is looking to support and encourage sustainable events. Submit your event for a sustainability award to be recognised publicly.

Where to learn more:Sustainable Event Checklist: www.epa.vic.gov.au/our-work/publications/publication/2007/october/1181Management Toolkit: www.semstoolkit.com/Sustainable Event Awards: www.agreenerfestival.com/

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Town Hall Centre, 8 William Street, Fremantle WA 6160PO Box 807, Fremantle WA 6959T 08 9432 9999 F 08 9430 4634 TTY 08 94322 9777www.fremantle.wa.gov.au/one-planet

Designed and produced by City of Fremantle and Flametree Creative

Additional resources for a sustainable event:A Greener Festival: www.agreenerfestival.com

Sustainable Event Alliance: sustainable-event-alliance.org

Positive Impact Events: positiveimpactevents.com

Julie’s Bicycle – Sustainable Event Resources: www.juliesbicycle.com

Greener Live Performances: www.liveperformance.com.au/greener_live_performances/resources

Sustainable Event Management Toolkit: www.semstoolkit.com

Sustainable Venue Guide WA: www.sustainablevenueguide.org

This checklist produced by the City of Fremantle in conjunction with The Green Scene – www.thegreenscene.com.au and Jamie Van Jones – www.jamievanjones.com/

To participate in the City of Fremantle annual Sustainable Events Award – please send an Expression of Interest to oneplanet@fremantle.wa.gov.au