Question 1

CONSIDER LOGISTICS

Accepted Answer

Setting yourself up for success means getting the logistics right from the start.

There are a number of considerations you should make in the months leading up to your reusable event:
Check local regulations
Work with your local council's Environmental Health Officers to find out what the health and safety standards are for your event. This will help you pick out a reusable solution that is both environmentally and socially responsible.
Once you’ve selected your reusable initiative/s, submit plans for approval as required. This usually involves outlining wastewater management, utensil cleaning processes, and waste minimisation strategies.

Talking to vendors early
Explain how your reusable system works and the benefits for them, including saving on waste costs, simplified clean-up, and boosting their eco-friendly image.
Help vendors to integrate the system into their operations and ensure they understand the processes, including cleaning and sanitising requirements.

Question 2

CALCULATE WHAT YOU WILL NEED

Accepted Answer

Your next step is to estimate how many items you will need to replace.

The number of reusable items you need will depend on how many people attend your event. A good rule of thumb is to allow for around 2-3 cups or plates/containers per event attendee. Be sure to include a few extra reusable items for turnover.

Another way of estimating this is to find out from your vendors how many cups or plates/containers they used at your previous event/s. Add up all the vendor quantities, allow a few extra for turnover, and then you have your total needed.

An important consideration when calculating how many reusables you need is your wash-up system. If you have an onsite commercial dishwashing system that you will be using throughout the event, you may be able to reduce the total quantity of reusable items you need on the day. If you will be washing up offsite/after the event, you will need extra items to accommodate event attendees who consume multiple food and beverage items.

Question 3

SELECT AND SOURCE REUSABLE SYSTEM

Accepted Answer

Depending on the size and location of your event, there are many different reusable foodware systems available to you.
Start by asking yourself:
What reusable foodware item/s do you want to swap? We recommend trialling one item to begin with. Coffee cups or cold cups are a great place to start.
Do you want to purchase or hire your reusables? Purchasing is great if you are committed to implementing reusables year after year and have a place to store them, whilst hiring is a good option to trial first, or if your event is a once-off.
What material would you like your reusables to be? There are many different options available on the market. Our Good Reusable Designs document describes some of these in more detail.

You can use our interactive Reusables Swap Selector below to help you make an informed decision on what reusable option is best for your event. All you need is your event size and budget.

The two main options for reusables are hiring or purchasing. The best option depends on your budget, how often you host events, and how much storage space you have.

Question 4

WORK WITH VENDORS AND SUPPLIERS

Accepted Answer

Effective communication with vendors and suppliers, sponsors, staff and volunteers ensures they understand your sustainability policies and their responsibilities.

Communicate with suppliers early on to ensure they will have the reusable items you need for your event.

You can include a requirement for reusables in your vendor agreement. For an example of how to do this, refer to the attached Vendor Agreement Template.

Included in this guide is a checklist you might like to use to ensure that your communications with staff and volunteers go smoothly.

Question 5

CHOOSE THE RIGHT SPONSORS AND PARTNERS

Accepted Answer

Work with sponsors who align with your sustainability values and encourage them to integrate plastic-free initiatives into their sponsorship activities.

Provide marketing materials that highlight sustainability efforts they can share with their audiences.

REUSABLE EVENTS - SOURCING REUSABLES

LOGISTICS - SOURCING REUSABLES STEPS

CONSIDER LOGISTICS

CALCULATE WHAT YOU WILL NEED

SELECT AND SOURCE REUSABLE SYSTEM

WORK WITH VENDORS AND SUPPLIERS

CHOOSE THE RIGHT SPONSORS AND PARTNERS

REUSABLE SWAP SELECTOR

Purchased reusable system - second-hand

How does it work?

Is it free for attendees?

What are the costs to the event?

Additional infrastructure required

Purchased reusable system - new

How does it work?

Is it free for attendees?

What are the costs to the event?

Additional infrastructure required

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