HCCREMS DRAFT Sustainable Event Management Policy Template

This draft template was prepared solely for the purpose of assisting NSW councils with the development of a Sustainable Events Management Policy. Notes completed by councils during the Sustainable Events Management Policy workshops in Newcastle on Thursday 17 March 2011 and Rockdale on 24 March 2011 have been attached for reference.

DRAFT Sustainable Event Management Policy TEMPLATE

Objective This Sustainable Event Management (SEM) Policy has been adopted to ensure events delivered [by/at council / the community / within the Local Government Area] are managed to conform with Quadruple Bottom Line management practices, and consistent with the principles of Ecologically Sustainable Development (ESD) as required by the Local Government Act. Council desires all events to be planned and implemented with the goal of reducing the impact of the event on the environment. This policy will achieve this outcome through 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] will ensure they are planned, implemented and reviewed based on international best practice (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 event organisers in relation to the planning, implementation and evaluation of events captured within the Policy scope. Definitions The following definitions are provided to assist in understanding the requirements of this policy.

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 they would like to see against the particular issues stated] Environmental: 1. Energy 2. Water 3. Waste 4. Biodiversity Social: 1. Corporate responsibility 2. Local community 3. Minority groups including people with disabilities 4. Ethical/moral Financial: 1. Budgets 2. Costs 3. Value for Money Cultural (governance):

1. Leadership role 2. 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 bottles 3. Will not allow the sale / use of glass packaging
Sustainable Event Management (SEM) Best Practice

In addition to the mandatory requirements, [Insert council / community group name] will carry out events according to International Best Practice SEM. International Best Practice SEM is based on British Standard BS8901 and identifies that events are carried out using a three-phase frame work: planning, implementation, and feedback/review. This framework encourages and facilitates a process of continual improvement, helping to ensure events become iteratively more sustainable over time. 1. Event Planning (before an event) a. Venue selection will be b. 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 plan that outlines approach, identifying target audience, messages to be delivered, type of media to be used & materials required e. Education and training..deliver SEM training induction program/system to all event staff (including volunteers) 2. Implementation (during an event) a. Ensure adequate staffing/systems/procedures are in place to deliver policy goals, and monitor and record data to feed into review and continual improvement. b. Checklists and guidelines used to ensure event meets stated goals and targets. 3. Check and Review (after an event) The following reviews will be carried out and reported back to council:

a. Implementation checklists (catering, venue, waste, marketing and

promotion and education / training) will be evaluated according to QBL objectives. 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 1. PLANNING Policy Statement a. Venue Procedures/Checklist Venue selection checklist (see attachment) Catering selection checklist (see attachment) Waste Management Policy/checklist (see attachment ) Marketing & Promotion Guide/communication strategy/checklist (see attachment ) Training/Education Guide/checklist (see attachment) Procedures Guides & checklists to be used during an event for the management of: a. Venue b. Catering c. Waste d. Marketing & promotion e. Education & training Monitoring/Targets

b. Catering

c. Waste

d. Marketing & Promotion

e. Training/Education

2. IMPLEMENTATION

a. Ensure adequate staffing/systems/pr ocedures are in place to deliver policy goals, and monitor and record data to feed into review and continual improvement. b. Checklists and guidelines used to ensure event meets stated goals and targets

3. CHECK & REVIEW

Implementation checklists will be evaluated according to QBL objectives. Data collated and evaluated according to QBL objectives. A list of suggested improvements will be made for future events. All monitoring, measurement and evaluation results will be recorded, communicated to council and applied to future events.

All checklists, templates and targets referenced are as per the attached appendix.
Policy Review This policy will be reviewed annually following assessment of the outcomes from each event approved and managed, to ensure the processes and sustainability outcomes are consistent with the policy objectives.

Attachment 1:
Newcastle Sustainable Events Forum Workshop Notes (16 March 2011)
Workshop 1: Objective & Scope determination Following is a list of the objectives developed during the workshop. Objectives:

The SEM Policy objective is to develop a balanced approach to sustainability for all events held in the LGA to ensure events are organised and conducted in a sustainable manner Ensure events are organised & conducted in a sustainable manner The policy objectives are to ensure less contamination in recycling bins and to enforce recycling at community events. With this policy, Council aims to commit to and ensure sustainability principles are practiced when organising or managing events. To ensure all events are organised in a sustainable manner and considered to ensure continual improvement of event management systems and outcomes. Ensuring all council run events are sustainably managed, by considering waste, 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 managed events and events on private land requiring a DA. Focus on council flagship events with a view to expand to incorporate all other council and community events. All council managed events with intent to expand to all events All council run / managed events.

Workshop 2: SEM Best practice Venue Selection What are the major considerations when considering Venue selection and management 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 o o Does the venue already practice recycling and have available recycling bins for use for the event? Does the venue recycle glass, plastics, paper, food waste? Can the event utilise the waste procedures and services at the venue, or are these only for the venue staff? Does the venue have infrastructure that reduces water use (i.e. low flow taps, aerators in faucets) Does the venue have water tanks? Does the venue have a grey water capture service? Does the venue have adequate natural light to reduce need for electric lighting Does the venue have solar panels for electricity generation? Does the venue purchase green power? Does the venue have procedures in place to assist people to remember to turn lights off when they leave the room? Does the venue have procedures to assist people to utilise the waste and recycling systems available?

Water use o o o

Energy use o o o

Existing procedures o o

Catering Covered in Catering Workshop Location o o o Is the location close to public transport Does the location have adequate parking for attendees? Does the location have an active link to the surrounding environment?

Accessibility - unsure or relevance to sustainability other than requires less transport of good to site. May not be necessary to include. Transport o o o Is the location close to public transport Does the location have adequate parking for attendees? Does the location have adequate turning circle of buses if they are hired to assist to bring people to and from the site?

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 of issues 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 waste consumption Venue management checklist.

Workshop 3: SEM Best practice Catering What are the major considerations when considering caterer selection and management for sustainability issues?

Produce o o Select local produce Select organic produce Ensure minimal packaging See if packaging can be taken back Ensure packaging ins either reusable, recyclable or bio degradable Source local contractors, or volunteer support

Packaging o o o

Employment o Waste - (covered further in the waste workshop) Caterer o o o o Source local caterer Source caterer close to venue to reduce transport Source caterer who has waste reduction practices (re-useable crockery / cutlery, composts waste food) Source caterer with links to ethical products (green cleaners, fair trade, rain forest alliance) Consider local supplies to reduce food miles.

Supply chain o Competition - unsure or relevance to sustainability other than requires less transport of good to site. May not be necessary to include. Cost - unsure or relevance to sustainability other than requires less transport of 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 of issues 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)

Workshop 4: SEM Best practice Waste What are the major considerations when considering waste minimisation and management at events?

Catering o o o Supply chain packaging Food preparation Waste food management Reusable crockery / cutlery Recyclable or biodegradable crockery / cutlery Adequate (type) and sufficient (number) of bins for event. Ensure a separated waste management process Signage to assist with waste management practices What state is the venue to be left in? Collect and recycle promotional material put up at different venues. Promotional products are printed on recyclable content paper stock Hand outs / show bags kept to a minimum Take back schemes for any packaging Reusable or recyclable packaging

Venue o o o o

End of event o o

Marketing material o o

Packaging o o

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

Waste audit template Checklist for recording / auditing / monitoring waste consumption and recovery Specifications for bin requirements based on event type and size.

Workshop 5: SEM Best practice Administration / Marketing / Promotion What are the major sustainability considerations when considering administration / marketing / promotion?

Event promotions o o Use internet, foyer screens, email to reduce printing Use existing print media to reduce extra waste generation (council newsletters, rates notices, newsletters and papers) Online registration Promotion during event of sustainability initiatives (loudspeaker, SMS updates, social media) Provide e-packs with event information rather than handouts

Organisation o o o

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.

Attachment 2:
Rockdale Sustainable Events Forum Workshop Notes (24 March 2011)
Best Practice Policy Statement Proc Monitori edur ng/Targ es/C ets heck list

1. PLANNING

a. Venue: Venue must be chosen base on suitability to event, QBL and consideration based on venue checklist (attached) Venue selection must be based on the highest compliance of the policy requirements within the context of QBL Venue must be appropriate to event and selected with consideration to QBL sustainability Venue choice must be based on QBL principles, as outlined in this policy Where possible, choose a venue that meets QBL considerations and priorities as per the venue checklist (see appendix A). Venue is to be selected on the basis of best fit in consideration of the areas identified in this policy Venue should be chosen to meet requirements of the policy. 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, culturally appropriate, at least half meet-free options, minimal waste implications and fair trade where possible Choices made for catering should be based on the policy guidelines which include such things as, but not restricted to, fair trade, locally sources & minimal packaging Policy requires that catering choices give preference to local 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 options and dietary requirements (if known beforehand). Where

possible source organic or fair trade Catering services will be chosen on the ability to meet maximum 20 points on the catering checklists (eg checklist 1. free-range eggs. 2. corn starch plates) Catering should be selected considering the checklist attached Catering selection should involve the following: local produce, vegan, halal, free range

c. Waste e. Marketing & Promotion Consider waste minimisation when planning marketing and promotion of events Environmental and social considerations are considered in the methods used in marketing and promotion of events in order to minimise resource use & waste production & maximise exposure to target audiences marketing and promotion of events must minimise environmental impacts whilst meeting promotion requirements. In particular: minimise the use of non-reusable items maximise the use of electronic media use staff & volunteers for promo & info during events use a centralised source of info rather than decentralised info to many individuals use recycled and recyclable materials when materials are absolutely necessary

Use appropriate method for target audience than minimises the use of non-renewable resources, where possible, such as electronic & social media, reusable banners and signage. Promotional material will be minimised by providing electronic copies or distributed on needs-only bases and plastic will be avoided eg balloons Develop and implement a marketing and promotion strategy in consideration of the community of interest. The strategy is to focus on minimising resource consumption & waste and highlight the important outcomes of reuse at all stages of event planning

f.

Training/Education

Event organisers should ensure that all relevant people involved in delivering the event are appropriately training in the sustainable event practices/processes to ensure the relevant parts of this policy & associated guidelines are adhered to during and after the event All event staff, contractors & volunteers must be aware of councils SEM policy as it applies to their role at each particular event Event organisers to undertake training/education of all stakeholders to ensure compliance with sustainability principles and practices & raise awareness of the importance 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 and education and training need to be considered in light of maximising the QBL outcomes of the attached checklist Use of scope to define policy statements meaning relate the statements back to the scope. Eg 50% meat & minimum of 50% vegetarian only applied to 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/

Comprehensive SEM standard widely recognized as worlds best practice, upon which new international ISO and Australian standards will be based. City of Melbourne Green Events Guidelines http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/EventPartnershipP rogram/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/

Carbon footprint tool developed by University of Technology London Olympics Event Sustainability Guidelines http://www.london2012.com/documents/locog-publications/london-2012sustainability-events-guidelines.pdf London 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)