Internal Communications PlanPre-Event

Actions/Outcomes Person ResponsibleSuppliers and ContractorsSupplier/contractor induction days

Suppliers and contractors require sustainability information that will be introduced through supplier induction days which will include:

- Supplier/contractor training presentation, see attached PowerPoint Slides;- Introduction to GEO, the programme and the aims of the event;- Question and answer session; and- Explanation of the Suppliers Guide.

Catering contactors Catering providers will receive the same information as all suppliers and contractors in addition to:- Information regarding sustainable food sourcing;- A more detailed overview of the event’s waste plan and recycling requirements; and- Techniques to reduce food related waste.

Regular ongoing communications with suppliers/contractors

Suppliers and contractors will be contacted regularly in order to identify any potential problems and to gain information required for input into the Supplier Tracker, the following emails will be sent (and when necessary followed up with a telephone conversation):

- Initial email as soon as contracts have been awarded to include an introduction to sustainability at the event, supply the event Supplier Guide, and to request answers to questions featured in the Supplier Tracker;

- Follow up email 1 month after initial contact to follow up companies that have not responded and to reiterate the importance of their information;

- Significant suppliers will be asked additional questions to ascertain the possibility of reusing products and construction materials;

- Reminder email 1 week before contractors are expected on site to remind them of their responsibilities, expectations of their behaviour and reminder points regarding waste disposal, site protection and energy

conservation; and- Final message to confirm contact details for event time queries or incident reporting.

Staff and VolunteersEvent staff training Different staff members require different levels of sustainability information, this is identified and any

communication which is necessary will take place as soon as possible to ensure all staff are suitably briefed and aware of their responsibilities:

- Staff training presentations that can be given in meetings or during inductions days, see attached PowerPoint slides;

- Staff handbook to include information on the overall sustainability aims, site protection, waste management and details of public transport or car sharing opportunities;

- Staff meetings to enable an introduction to the event’s overall sustainability objectives and a question and answer session;

- Staff emails to include regular updates of sustainability progress and reminders of what is required of them and why;

- Incident management training for relevant staff in order to ensure any potentially polluting accidents can be managed effectively; and

- Final message to confirm contact details for event time queries or incident reporting.

Volunteer training Effective communication with volunteers is essential to an event’s success. In terms of sustainability, volunteers will receive the following information:

- Volunteer training presentation during site inductions, see attached PowerPoint slides;- Volunteer handbook to include information on the overall sustainability, site protection, waste

management and details of public transport or car sharing opportunities; - Volunteer meetings to enable an introduction to the event’s overall sustainability objectives and a

question and answer session; and- Final message to confirm contact details for event time queries or incident reporting.

Catering event staff training

Internal staff involved with catering will receive the same information as all event staff in addition to:

- A more detailed overview of the event’s waste plan and recycling requirements; and- Techniques to reduce food waste.

During Event

Actions/Outcomes Person ResponsibleEvent time remindersRegular reminders to staff and contractors

Onsite workers need reminding of the event’s aims and how their actions influence outcomes. This will be achieved via event time briefings regarding:

- Waste;- Travel; - Energy and water efficiency; and- Site protection.

Sustainability representative available throughout event

During the event, an individual or a group will be responsible for ensuring everybody working onsite knows exactly what is expected of them relating to sustainability. This individual/group will be the first point of contact for information and will regularly ‘check in’ with suppliers and contractors to keep the lines of communication open.

Information passed onto commentators

Commentators will be briefed with information about GEO, the tournament certification and the local area in the hope that it will be mentioned throughout the event.

SignageBack of house signage The following informative posters will be displayed back of house:

- Site protection overview with incident reporting procedure;- General sustainable behaviour; and- Waste streaming overview.

See Figure 1 for exampleSign in and staff rest areas

The following informative posters will be displayed in sign in and rest areas:- Site protection overview with incident reporting procedure;- General sustainable behaviour; and- Waste streaming overview.

See Figure 1 for exampleWaste compounds Posters and other signs will be located wherever waste is disposed of, and will include relevant information

about waste streams, waste management, recycling and reuse routes.See Figure 2 for example

Bin toppers and stickers

Bin toppers will be used which fit on the top of bins to make segregation clear and encourage positive behaviour. Stickers on the front of bins will also help to make labelling more effective. See Figure 3 for example

BrandingPark and Ride Buses ‘Working with GEO’ posters

Menus Information on working with suppliers to provide sustainable produce Back of house ‘Working with GEO’ bannersHospitality ‘Working with GEO to conserve water and energy’ and energy posters

Post Event

Actions/Outcomes Person ResponsiblePost event debrief After suppliers, staff and volunteers have worked hard to help reach sustainability objectives, they will be:

- Thanked for their efforts;- Requested to comment on how successful the programme was communicated and delivered; and- Requested to comment on any issues they encountered.

Post Event Report A comprehensive Post Event Report is vital to inform all stakeholders of the positive outcomes of an event and areas where improvements are required. The report will cover the scope of sustainability issues as defined in event strategies and plans and include:

- Whether objectives were met;- How well waste was managed and if reuse routes were identified and utilised successfully;- Relevant feedback from visitors and suppliers;- Any environmental incidents; and- Whether sustainable sources of materials and products were utilised.

Example SignageFigure 1: Back of House/Rest Area Signage Examples

Figure 2: Waste Compound Signage Example

Figure 3: Bin Caps and Sticker Example