Planning and Managing Events Guideline || AUU || 2014 || Jacqui Storey

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Planning & Managing Events

An Environmentally Responsible Guideline

for University of Adelaide Student Clubs

Planning and Managing Events Guideline || AUU || 2014 || Jacqui Storey

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What is this guide about? This publication provides a step-by-step guideline for effective planning and management of

events with consideration of reducing the environmental impact of that event. Examples have been given where possible to assist with the understanding of the effective execution

of the steps outlined.

Who should use this guide? This guide has been created for the use of Adelaide University Union Student Clubs

however it may be utilised by any individual or group involved in events.

How to use the guide? This guideline should be used at the inception of event planning and referenced throughout

the planning, management, execution and closure of the event.

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Contents What is this guide about? ................................................................................................................................ 2

Who should use this guide? ........................................................................................................................... 2

How to use the guide? ..................................................................................................................................... 2

Contents .......................................................................................................................................................... 3

Step-by-Step Guide ........................................................................................................................................ 4

1. Your Idea ......................................................................................................................................................... 4

2. Setting a Date ................................................................................................................................................. 4

3. Venue .............................................................................................................................................................. 4

4. Budget ............................................................................................................................................................. 5

5. Schedule ......................................................................................................................................................... 5

6. Event Team ..................................................................................................................................................... 5

7. Approvals ........................................................................................................................................................ 6

9. Food ................................................................................................................................................................ 6

8. Partner-ships ................................................................................................................................................... 6

10. Drinks ............................................................................................................................................................ 7

11. Serving Food & Drinks.................................................................................................................................. 7

12. Sales & Giveaways ....................................................................................................................................... 8

13. Equipment ..................................................................................................................................................... 8

14. Volunteers ..................................................................................................................................................... 9

15. Marketing & Promotion ................................................................................................................................. 9

16. Transport ....................................................................................................................................................... 9

17. Waste prior to event.................................................................................................................................... 10

18. Waste during Event .................................................................................................................................... 10

19. Waste post Event ........................................................................................................................................ 11

20. Cleaning ...................................................................................................................................................... 11

Quick Links ................................................................................................................................................... 12

Resources ..................................................................................................................................................... 13

Feedback form .............................................................................................................................................. 15

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1. Your

Idea

Sustainability Considerations; - Creating objectives for your event to reduce the environmental impact. - Making your objectives specific and measurable e.g. aim to create eliminate waste to landfill throughout the duration of the event. - Describing strategies to reach this objective and distributing to club e.g. any materials used must be recyclable.

3. Venue

Sustainability Considerations; - Utilising natural ventilation and temperature control e.g. pulling down the blinds during the Summer heat or opening windows to provide air flow. - Using the air conditioning sparingly; if possible set the air conditioner to 24-25 degrees in Summer and 19-20 degrees in Winter.

- Limiting air-conditioning during the set‐up and pack‐down phase. - Holding your event during the day or early evening in order to utilise natural lighting. - Holding your event outside to utilise natural light and ventilation. - Holding your event in a venue with renewable energy, the university has 3 buildings currently hosting photovoltaic panels;

30 kW rooftop solar PV array Ingkarni Wardli on North Terrace Campus.

30 kW array to the Equine Performance and Health Centre on Roseworthy Campus.

10 kW array on the Waite Campus Children’s

Centre.

The date of the event must be

suitable for your club and event

team, it must also avoid clashes

and potentially leverage off

existing complementary events

or campaigns. University events

are listed on the website.

Sustainability Considerations; - Mutually beneficial arrangements which support your environmental objectives e.g. holding your club breakfast event in National Vegetarian Week and providing vegetarian, vegan and ethical choices for your attendees.

2. Setting

a Date

When choosing a venue, the

size and facilities must suit the

nature of the event. It must

provide adequate technologies

for the activities being

undertaken.

Keep in mind that on-campus

venues may need to be booked

online through the University or

the Adelaide University Union

(AUU).

Before starting your event

planning you should have a

strong concept and idea of what

you would like to achieve.

Step-by-Step Guide

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4. Budget

In forming a budget for your event, it is best to acquire a

number of quotes for any material or service costs

required.

You should also consider funding and grants

opportunities from the Adelaide University Union (AUU)

and the University itself. Councils and corporations often

have grants for youth-led initiatives, students and

events. You could also explore alternative funding

opportunities through crowd funding and others.

Sustainability Considerations; Green initiatives can gain funding through the University, Ecoversity, Government bodies, local councils and other avenues; e.g. Zero Waste SA Local Community Funding and

The Propeller Project.

5.

Schedule

To create an effective schedule it is recommended that

the planning considers the date of the event and works

back to the present day, major planning milestones

should be clearly documented.

As major milestones approach they should be broken

into smaller tasks and delegated to the appropriate team

member. It is recommended that the schedule be

documented and distributed to relevant individuals or

groups involved in the event.

Sustainability Considerations; - Creating environmental or sustainability focused milestones and breaking these down into tangible tasks. - Scheduling events within daylight hours to reduce the need for artificial lighting.

6. Event

Team

The event team should be assembled once there is a

clear idea of the scale of the event and the people

required to carry out the tasks.

You should establish a consistent line of communication

to keep the team informed and engaged which may be a

Facebook group, email chain, regular meetings or

another channel.

Consider;

- Delegating responsibilities relevant to the tasks

required.

- Only conveying information needs to be conveyed to

team members.

Sustainability Considerations; - Creating environmental or sustainability focused milestones and breaking these down into tangible tasks. - Schedule events for day time to reduce the need for energy consumption.

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7.

Approvals

There may be a number of University approvals required in order to host your event, this might

be for the venue, alcohol or food sales permits, ethics approvals, occupational health and

safety or insurances. To make sure your event will not be hindered by these factors, you can

check with the AUU. You should also gain your club members’ approval especially in relation to

decisions about budget.

8. Partner-

ships

The running of your event might benefit from the input or partnership of another club with complementary objectives or experiences. Industry or community group

partnerships are also hugely

beneficial in gaining insight

into their experiences and to

increase attendance.

Sustainability Considerations; - Contacting the other student clubs which are environmentally or ethically focused to form partnerships, ask advice, and assist with decisions or to access their

contacts.

9. Food

Sustainability Considerations; - Food from local companies or local farmers - Fresh food as it has less preservatives and processing - Food with less packaging - Reducing the amount of meat in the food provided - Providing biodynamic food - Providing organic food - Providing Green certified products - Providing Fairtrade certified food products, view the list of

Fairtrade products available from the University’s preferred

suppliers.

Consider after the event; - Donating left over food to other clubs or events for their consumption e.g. the Breakfast Club or other regular events on your campus. You can find a list of events on the AUU website. - Donating left over perishable food to Ozharvest, they are able to pick it up in the next 2-3 hours; this is considered on a case-by-case basis. Ozharvest will need assurance that any donated food has been handled safely. - Any non-perishable food can be donated to Food Bank, you can organise this through their website. - Ensure that green bins are provided for food waste

disposal.

Organisation of food at your

event can be one of the major

steps of event planning; these

details should be confirmed at

least 1 week prior to the event.

You must consider the

requirements of your

attendees in regards to

allergies, religious and

personal preferences e.g.

vegetarian and halal food

options.

If charging attendees for food,

make sure to remember

enough coins and small notes

for change.

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11.

Serving

Food &

Drinks

You may need to purchase or hire utensils which are appropriate to serve your food and drinks. This might include; plates, cutlery, serving tongs, bowls, cups, napkins and more.

Sustainability Considerations; - Biodegradable plates and utensils, which can be purchased at most retailers or ordered online e.g. Woolworths or order online. - Reusable plates and utensils provided by a club member or on loan from another club. -Depending on the venue, the required utensils can be made available for you e.g. rooms hired at the University of Adelaide Club. - Serving food on large platters or in large containers. - Purchasing some reusable items such as large platters for all future events. - Serving foods which don’t require utensils e.g. bite-sized or finger foods such as fresh fruit slices, dips & crackers or small sushi rolls. - Purchasing condiments such as salt, pepper, sugar and sauces in bulk instead of packaged single servings which can be reused at future events. - Having bulk water dispensers available to avoid purchases of bottled water. - Using jugs to serve drinks, these can be reused for future events. - Purchasing large bottles instead of separate servings e.g. 2 Litres of lemonade rather than individual cans. - If serving beer consider a keg instead of separate cans. - Bring a pen to label cups if using disposable cups.

10. Drinks

Remember that if you are serving alcoholic drinks there are processes to be followed in accordance to the University policy which can be viewed online. You may require a Liquor License. Ask the AUU for more details

about this if you are unclear.

Sustainability Considerations; - Positioning the event near refill station on campus - Having water available and avoid selling bottled water - Supplying drink products made by local companies - Providing fresh drinks with less preservatives and processing e.g. fruit juices - Providing biodynamic drinks - Providing organic drinks - Providing Green certified drinks - Providing Fairtrade certified drink products, view the list of

available Fairtrade products available from our preferred

office suppliers.

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Avoid

• Styrofoam cups or containers

• Plastic items, disposable utensils, plates, cups or crockery • Image source; http://avoca37.org/13carissay/2013/03/17/a-city-without-styrofoam-mayor-bloombergs-ban-in-nyc/

Acceptable

• Biodegradable items, utensils, plates, cups or crockery

• Recycled or recyclable items • Image source; http://eartheasy.com/all-occasion-veneerware-bamboo-utensils

Best

• Cloth napkins and tablecloths

• No utensils, plates, cups or crockery required

• Reusable items, able to be washed and used again • http://www.brandonneffdesign.com/blog/?paged=3

You may wish to sell items at

your event or provide

giveaways for activities at your

event.

Sustainability Considerations; If you are selling items or giving away prizes or gifts to event attendees, opt for sustainable choices that are; - Useful - Reusable - Recyclable - Durable - made from organic or recycled material - Refer to resources section for companies specializing in sustainable promotional material and gifts.

12. Sales

&

Giveaways

13.

Equipment

Your event might require the hiring or purchasing of equipment. The AUU hires some equipment to clubs such as BBQ’s, AV equipment, marquees. You might also consider hiring equipment from various groups within the university e.g. The University of Adelaide Club, other student clubs, or specific departments, which might be related to your club focus e.g. the Engineering Student Clubs may acquire equipment from the Engineering faculty. Using the online system you can book equipment for your event from the University or the AUU.

Sustainability Considerations; - Reducing energy by considering do you really need this equipment for your event? - Reducing standby energy consumption by turning off electrical equipment when not in use, overhead projectors, microphones, computers, slide projectors and others. - Purchasing an item which you are able to loan to other clubs, this may act as a revenue stream as well. - Using power strips to unplug equipment when not in use e.g. music performances may require instruments, lighting and audio equipment which is difficult to turn off separately during the breaks.

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14.

Volunteers

15.

Marketing

&

Promotion

16.

Transport

In order to run your event smoothly you may require the assistance of volunteers for various tasks. Volunteers can also assist in promoting your event around

campus on the day of the event.

Sustainability Considerations; - Delegating volunteers to assist with waste streams to avoid contamination e.g. to ensure recyclable items are not placed in the landfill bin. - Educating volunteers about different waste streams and what product goes in each bin. - Educating volunteers about other environmental aspects of the event.

To ensure you have the desired number of attendees at your event and to reach your target audience you should have a strong marketing plan. Consider; - Marketing avenues available to you via the various university and AUU social media streams. - AUU, Clubs Association and the University website event calendars - Ensure AUU and the university know the event is on to avoid clashes as this may potentially affect attendance at your event. - Volunteers can also assist in promoting your event around campus on the day of the event.

Sustainability Considerations; - Avoiding physical promotional materials at the event and prior to event e.g. paper flyers or posters. - Making electronic copies of documents available if appropriate. - Ensuring any promotional or distributed materials or decorations are reusable by avoiding reference to the date or sponsors of the specific event. - If printing is required make sure it is environmentally friendly e.g. using recycled paper and vegetable-based inks. - Using university resources and materials that are available on campus to eliminate the need to buy decorations e.g. Marketing and Communications can provide branded flags, table cloths and pull-up banners. - Ensure balloons are biodegradable and preference other decorations that are easily stored and can be used again, such as banners, flags, ribbon streamers, paper pon-pons, or paper lanterns.

Your attendees will need to

transport themselves to your

event. There will be several

options for them however

increasing the amount of travel

options is ideal in order to

reach maximum attendance.

Sustainability Considerations; - Encouraging attendees to walk and cycle to your event e.g. providing maps and directions for accessing the venue via cycling and walking routes. - If your event is held on campus, make use of the available downloadable walking and cycling guides: North Terrace Campus Walking and Cycling Guide & Waite Campus Walking and Cycling Guide. - Promoting the use of public transportation to attendees e.g. by providing directions on how to access the campus via bus, train or tram. - Encouraging carpooling e.g. by allowing attendees to view invite list to organize carpooling with friends.

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17. Waste

prior to

event

18. Waste

during

Event

Your event is likely to produce organic, recyclable and landfill wastes. There must be an adequate amount of bins appropriately placed for the quantity and types of waste produced. Consider;

- Reducing food packaging.

- Catering for the number of people attending.

- Adequate advertising so that attendees are aware not to bring or purchase food or drinks prior to the event.

- Ensure recycling, organic and landfill waste streams are available.

- Ensure different waste stream bins are placed next to each other to avoid contamination.

- Position event close to relevant waste bins.

- Ensure attendees are aware of

the correct bin for their waste

e.g. colour coordinated bins

and adequate signage.

Sustainability Considerations; - Creating reusable banners and signage for your club events. - Using University resources and materials that are available on campus to eliminate the need to buy decorations e.g. Marketing and Communications can provide branded flags, table cloths and pull-up banners. - Ensuring balloons are biodegradable and using decorations that are easy to store and reusable e.g. banners, flags, streamers and lanterns. - Bins can be ordered through a Work Order Request including recycling, organics and general. - The Office of Sustainability can provide signage for bins. - For larger events the Office of Sustainability can assist with creating a waste management strategy specifically for your event. - ZeroWaste SA website also has printable signage

available for bins.

There must be adequate

surveillance of waste to ensure

there are enough bins and that

they are appropriately placed

for the quantity and types of

waste produced. You may need

to empty the bins throughout

the day.

Sustainability Considerations; - Delegating volunteers to guide and educate participants throughout the event in appropriately separating waste.

- Monitoring the waste being disposed as contamination can lead to entire recycling or organic bins going to landfill.

- Ensuring bins are not overflowing, emptying bins when necessary.

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20.

Cleaning

19. Waste

post Event

The attendees at your event are likely to create some litter. The event team must ensure that no litter is left behind after the event.

Sustainability Considerations; - Disposing of all litter and waste in appropriate bins immediately after the event to avoid contamination - Ensuring bins are not overflowing, emptying bins when necessary.

Equipment, utensils and other items will require cleaning before and/or after the event. Ensure you have considered all

items required to be cleaned.

Sustainability Considerations; - Using environmentally friendly cleaning products e.g. Earth Choice multipurpose spray or detergent.

- Only using cleaning products when necessary.

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Quick Links Provided is a list of helpful links for your event planning and management.

Book a room through the University; http://bookings.adelaide.edu.au/roombooking/

Book a room through the Adelaide University Union (AUU); http://bookings.auu.org.au/

University funding opportunities; http://www.alumni.adelaide.edu.au/s/923/interior-3-col-norot.aspx?sid=923&gid=1&pgid=619

List of AUU Student clubs; https://www.auu.org.au/Clubs/ClubList.aspx

List of available Fairtrade products; http://www.adelaide.edu.au/ecoversity/campus/purchasing/fairtrade/products/Fair_Trade_Product_Guide_2014.pdf

Events listed with the AUU; https://www.auu.org.au/Common/ContentWM.aspx?CID=98

Donate left over perishable food to Ozharvest; https://www.ozharvest.org/give-a-little-love/donate-food/

Check the University alcohol policy; http://www.adelaide.edu.au/policies/3703

Organise a Liquor License; http://www.cbs.sa.gov.au/wcm/licensing-and-registration/liquor/

Book equipment with the University; http://www.adelaide.edu.au/infrastructure/campus_services/services/facilities/

Book equipment with the AUU; http://bookings.auu.org.au/

Organising marketing materials with the University; mailto:mc@adelaide.edu.au

Order bins through a work order request; http://www.adelaide.edu.au/infrastructure/campus_services/services/maintenance/

Organise bin signage through the Office of Sustainability; mailto:ecoversity@adelaide.edu.au

Events listed with the University; http://www.adelaide.edu.au/news/events/

AUU Facebook page; https://www.facebook.com/adelaideuniversityunion

University of Adelaide Facebook page; https://www.facebook.com/uniofadelaide

Ecoversity Facebook page; https://www.facebook.com/Ecoverstiy

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Resources

Sustainable Event Guideline, developed for the University of Adelaide by Ekaterina Schmidt is available on the Ecoversity website; http://www.adelaide.edu.au/ecoversity/

Ethical Code of Conduct for AUU Clubs developed for the Adelaide University Union by Jason Tran, available on the AUU website; https://www.auu.org.au/

Plant Based Packaging Solutions; www.biopak.com.au

Eco Office Supplies; http://www.ecooffice.com.au/

Australian Organic Food Directory; www.organicfooddirectory.com.au

Australia’s Sustainable Seafood Guide; www.marineconservation.org.au

The Truefood Guide; www.truefood.org.au/truefoodguide

Zero Waste SA; zerowaste.sa.gov.au/events

Cycle Instead online journey planner for Adelaide; maps.sa.gov.au/cycleinstead

Carpool Australia; www.carpoolaustralia.com

Free carpooling; www.adelaidecarpool.com.au.

ETIKO sustainable wears; http://www.etiko.com.au/

Ecopromotions environmentally-friendly promotional items; http://www.ecopromotions.com.au/

EarthGreetings recycled calendars, greeting cards and party invitations; http://www.earthgreetings.com.au/

South Australian green printing services; o KeyStone Printing; http://www.keystoneprinting.com.au/adelaide-green-printing/adelaide-green-

printer.html o Printtogether; http://www.printtogether.com.au/ o Printak; http://www.printak.com.au/

Eco Party Box eco-friendly party products; http://www.ecopartybox.com.au/

University waste and recycling information; http://www.adelaide.edu.au/ecoversity/campus/waste-recycle/

Guides for successful budgeting and grants applications for clubs; 2014 club budget and planning pack - UWA Sports

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Helpful Contacts Ecoversity Adelaide University Union AUU reps for each campus tracy.granger@adelaide.edu.au - said she would help promote the guideline to students on campus Adelaide University Clubs Association Author Jacqui Storey Sustainable Project Solutions Em: jacqui.storey89@gmail.com Ph: 0400014864 Editors Quresh Vasanwala Ekaterina Shmidt Ecoversity Adelaide University Union Contributors Adelaide University Film Society Adelaide University Fair Trade Collective Adelaide Uni French Club The University of Adelaide Save the Children Student Action Group Adelaide Wildlife Appreciation Group AWAG Ecoversity Adelaide University Union References & Bibliography

1. Schmidt, E 2014, Sustainable Event Guideline, University of Adelaide, Adelaide, Australia. 2. Jones, M 2014, Sustainable Event Management; A Practical Guide, Second Edition, Earthscan, Sydney,

Australia. 3. Zero Waste SA 2014, Waste Minimisation Guide; Event and Venues, Government of South Australia,

Viewed on September 20 2014, < http://www.zerowaste.sa.gov.au/upload/resource-centre/publications/events/2010%20EVENTS%20GUIDE.pdf>.

4. Brown University 2014, Step by Step Event Planning Guide, Nine Simple Steps to Planning Events at Brown For Brown Faculty/Staff, Brown University, Viewed September 17 2014, < http://www.brown.edu/Administration/Conference_Services/docs/Step_by_Step_planning_guide_STAFF.pdf>.

5. Zero Waste SA 2005, Zero Waste Events: Event Waste Audits, Government of South Australia, Viewed October 3 2014, <http://www.zerowaste.sa.gov.au/upload/resources/publications/events/event_waste_audits_2.pdf>.

6. Vegetarian Victoria 2010, Eating Up The World, Australian Vegetarian Society, Viewed on September 20 2014, < http://www.veg-soc.org/cms/file_download/Eating_Up_The_World.pdf>.

7. ISO 2012, Sustainable Events with ISO 2012, International Organization for Standardization, Viewed on September 20 2014, < http://www.iso.org/iso/sustainable_events_iso_2012.pdf>.

8. Hawkesbury City Council 2011, Sustainable Events Management, Hawkesbury City Council, Viewed on October 4 2014, < http://www.hawkesbury.nsw.gov.au/__data/assets/pdf_file/0006/45492/ACTION-PLAN-GUIDANCE.pdf>.

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Re-evaluation Form We want your feedback so that we can continue to improve processes at the University of Adelaide and at

the Adelaide University Union. Please take the time to fill out this short form and we will take your much

appreciated feedback on board.

Yes/No Did you find this guideline useful for your event planning and management?

Comment: Did you consider sustainability in your event planning and management?

Comment:

Did you have difficulties incorporating sustainability considerations into your event planning and management?

Comment:

Do you have any suggestions on how the guideline could be improved?

Comment:

*Once completed please email this form to Ecoversity via "ecoversity@adelaide.edu.au”