Question 1

START WITH RESEARCH

Accepted Answer

Understanding where your event is on the journey to reuse, what other events are doing, and industry sustainability trends will help guide your planning and strategy.

Start by thinking about:
 • What has your event already done to reduce plastic?
 • Does your event have a sustainability policy? If so, does it have a section that specifically calls out single-use plastics?
 • What do your event attendees think about sustainability?
 • Who do you need to work with inside your organisation to plan, procure, and roll-out reusables?

Question 2

CONSIDER EVENT LOGISTICS

Accepted Answer

Your logistics are important to consider as early as possible. The way you plan your reusable initiatives will depend on your geographic location and the specifics of your site.
We will explore this in more detail in the logistics section of this guide, but some initial questions that are crucial to consider include:
 • Is mains water available at the site? If not, will a tank be available? Access to potable water is essential for wash-up facilities and water refill stations.
 • Will there be tap connection points? Many wash-up facilities and water refill stations require tap connections.
 • Do you rely on volunteers for assistance with foodware collection, or will you be able to hire paid employees? People power is essential for reusable initiatives.

Question 3

FORM A PROJECT COMMITTEE

Accepted Answer

Going plastic free is a team effort - you don’t have to do it alone. Having the right people onboard will be key to your success.

There will be various roles and responsibilities required when implementing reusable switches.

At a minimum, you should have a representative from each of the following departments on your project committee:
 • Event management
 • Logistics and set-up
 • Waste management
 • Vendor coordination
 • Procurement
 • Communications and marketing
 • Sustainability

Question 4

DEVELOP PROJECT ACTION PLAN

Accepted Answer

Once you have a committee, you can hold an initial planning meeting. To assist with topics to run through, see our Planning Meeting Checklist.(https://84587dc4-1d57-4a4a-b54c-822aa35c75b8.usrfiles.com/ugd/84587d_a082f0b756bd4cd59f196a217a1dce5b.pdf) You should hold regular meetings as your event gets closer.
After your meeting you will have the basis for your Action Plan.(https://84587dc4-1d57-4a4a-b54c-822aa35c75b8.usrfiles.com/ugd/84587d_8713fa73c9094b44b8882d96fb643004.docx) This document will guide you through the reusable switches you plan to make, and keep you on track.

Question 5

SET YOUR BUDGET AND TIMELINE

Accepted Answer

Budget
How much money do you have to put towards purchasing and/or hiring reusables?

To estimate your budget, you will need to consider things like:
 • Quality of the reusable items - stainless steel, glass and ceramic items are higher quality but cost more than reusable plastic.
 • How many reusable items you need.
 • The size of the reusable items you need.
 • The cost of hiring wash-up facilities that are the correct size for your event and the quantity of reusable items you need.
 • Wages for any additional staff you need to hire.

Timeline
You should start your planning at least 12 months in advance of your event. When you factor in research, planning, procurement, and training, you will need as much time as possible.

Question 6

GET ALL RELEVANT APPROVALS

Accepted Answer

Obtain necessary approvals on your Project Plan. Once you have approval, you can start implementing your logistics!

Question 7

MONITOR AND ADAPT

Accepted Answer

To ensure that switching to reusables is a success, it’s important that you monitor your progress and adapt to any situations that arise.

The Data Collection (https://www.plasticfreeplaces.org/event-guide/data)section of this guide dives deeper into how to measure your success. It’s recommended that you conduct regular audits throughout your project.

REUSABLE EVENTS - PLANNING

PLANNING STEPS

SAVINGS CALCULATOR

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REUSABLE EVENTS - PLANNING

​PLANNING STEPS

SAVINGS CALCULATOR

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PLANNING STEPS