Question 1

CONSIDER LOGISTICS

Accepted Answer

The three main reusable project options recommended for community and grassroots clubs include:

Mug libraries
A mug library is a range of cups and mugs that you serve beverages to your customers in. They are usually second hand, but you can source new items. 
At the beginning of service, set your cups up on a shelf or table for customers to select a mug and bring it to you for their drink. 
When they are finished, they return the mugs to a return point - usually a plastic tub. At regular intervals, you collect the cups/mugs, wash and sanitise them, and place them back out for customers to use again.
For step-by-step instructions on how to set up and operate a mug library, take a look at our Mug Library Guide.

Reusable swap systems
Reusable swap systems work similarly to mug libraries, but are often based around a deposit system. The cups are typically reusable coffee cups with lids, or could be plastic or stainless steel cups used for soft drink, beer or water during larger sporting events. 
Have a stock of reusables behind the canteen counter, charge your customers a deposit and serve their beverage or food to them in the reusable cup or container.
When they are finished, they return the reusables to you to receive their deposit back. At regular intervals or at the end of the day, wash and sanitise the returned cups, and use them again.
Take a look at how the team at Harlequin Dessert manage their cup swap system.

Bring your own (BYO)
This option centres around encouraging customers to bring their own reusable cups. BYO is a low capital expenditure option; the main initiatives you’ll need to roll out are signage promoting your reusables project and communications encouraging people to BYO. You could also offer a discount to customers who bring their own cups with them.
Some businesses hold a trial BYO day to test and refine their reusables project. It’s a great way to build excitement and buy-in amongst your customer base. Check out how it went for Morning Glory.

You may decide to start with one of these initiatives, and then move onto the others. You may also decide to move beyond cups and on to containers and cutlery. The choice is yours!
Regardless of your project type, setting yourself up for success means getting the logistics right from the start.

Logistics

There are a number of considerations to make in the months leading up to your reusables project:

Check local regulations
Work with your local council's Environmental Health Officers to find out what the health and safety standards are for your club. 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 may involve outlining wastewater management, dishwasher installation (where applicable), utensil cleaning processes, and waste minimisation strategies.

Talk to your suppliers early
Suppliers (applicable to mug libraries and reusable swap systems only)
The first step is to reach out to your suppliers to see what their reusable options are. You can use our Supplier Letter/Email Template to introduce yourself and propose a time to meet. You can also use the Supplier Communication Checklist to make sure you are addressing essential elements of your project with them.
Let them know about your project and how it will benefit them, including boosting their eco-friendly image.

Volunteers
Work with your volunteers to develop a plan that works best for your club. How much time do they have to help with the project? What sort of additional resources will they need to assist with wash-up, sanitisation and storage of the reusables?
Keep them informed at every step, especially once you have selected a reusable system. You will need to work closely with your volunteers to implement your reusable switches.
Help volunteers to integrate the system into their operations and ensure they understand the processes, including cleaning and sanitising requirements.

Think about washing logistics
Wash-up is an essential element of reusable foodware systems. We will explore the logistics of wash-up stations later in this section of the guide but, to begin with, ensure you are considering:
Do you have a location to wash your reusables? This could be inside your canteen’s kitchen.
A potential workflow for collecting, transporting and returning items from your stock of reusables (not applicable to BYO).
Do you have an appropriate place to dry and store reusables? (Not applicable to BYO).

Volunteer movement and labour flow
Do you have enough volunteers available to handle reusable stock movements?
Consider the potential impact on volunteers during peak rush periods.

Question 2

CALCULATE HOW MANY REUSABLE ITEMS YOU'LL NEED

Accepted Answer

This step is applicable to clubs implementing a mug library or reusable swap system. For clubs focusing on BYO reusables, see Step 6.
 
The number of reusable items you need depends on how many people purchase beverages during a typical service. A good rule of thumb is to allow for around 2-3 cups per customer. Be sure to include a few extra reusable cups for turnover.

Remember to account for your busiest times of the year and have enough reusables to cover these periods.

Another important consideration is your wash-up system. If you have a commercial dishwashing system that you will be using throughout the game/service period, you may be able to reduce the total quantity of reusable items you need. If you will be washing up offsite or at the end of the day, you will need extra items to accommodate customers who consume multiple beverages.

Question 3

SELECT YOUR REUSABLES

Accepted Answer

There are many different reusable systems available to you.

Start by asking:

What reusable items do you want to introduce? We recommend starting with reusable cups or mugs. Other potential swaps include water/drink bottles, food containers, cutlery, and thermoses for hot beverages. The same processes can be applied to these items.
How far away do your customers travel to drink their beverage? The type of reusable item you select will depend on whether people are moving around or staying in one place while they drink. Lidded reusable cups are better for larger distances; mugs work well if you have dining tables, and plastic or stainless steel might work if beer needs to be served within a licenced area.
What material would you like your reusables to be? Is durability the top priority for you, or are aesthetics also a consideration? There are many different reusable options available on the market. Our Reusable Swap Selector tool has been designed to help you make the best choice for your club.

This guide includes an interactive tool that you can use to select your reusable swaps. All you need to know is your durability preferences, estimated budget and daily customer rate. You can find it here.

There are several important things to consider before purchasing your reusables:

Storage
Will you need to store reusables onsite, or will you need to take them home? If you have to transport them, you will need to purchase containers and/or trolleys for this purpose.
If onsite, where will you keep your reusables? You might be able to swap out your disposable storage with reusables.
It’s important that storage areas are clean, dry and pest free.
Durability
Durability is particularly important for takeaway coffees.
Choose commercial, high-quality, stackable items that can withstand repeated washing and use.
Material
Stainless steel and high-quality plastic are good options for cold cups, takeaway hot cups and food containers.
There are also ceramic and glass options on the market. 
Pick what fits your preferred style and practical needs.
Size and shape
What size drinks do you typically serve at your venue? Ensure your cup selection matches your beverage offering.
If you are implementing a container system, consider whether plates, bowls or lidded containers will best match your food offerings.

Where to purchase reusable items:

Reusable system specialists
There are many organisations now that specialise in providing reusable cups and foodware.
Some examples include Returnr, Re-vibes, Cercle, Devolver, Stack-Cup, Buttercup, Wosup, Green My Plate, Turn Systems, Wise, eCup, GO2CUP, TOMRA. 
Restaurant or packaging suppliers
Buy reusable items in bulk for a lower price.
Corporate sponsors
Some companies may fund or donate reusables in exchange for branding opportunities.
Second-hand reusable items
If you don’t mind about whether your cups match, you might consider purchasing reusable items second-hand.
You could also consider putting out a call to the local community for cup donations.

Another important consideration is how you will wash-up your reusables. The section below covers wash-up options in more detail.

Question 4

CHOOSE A WASH UP SYSTEM THAT SUITS YOUR NEEDS

Accepted Answer

There are two essential processes involved in reusables wash-up:

Cleaning
Removes visible dirt, grease, and food waste.

Sanitising
Goes a step further by eliminating microorganisms to safe levels, achieved through hot water (77-80°C), or by the use of sanitiser sprays with 70% isopropyl alcohol or ethanol.

Both are crucial for maintaining health and hygiene. Under Australian food safety standards, reusable eating and drinking utensils must be cleaned and sanitised following the Food Standards Australia Guidelines for Cleaning and Sanitising Surfaces and Utensils.

To get started, decide which wash-up station will best suit your organisation. Generally, your options include:

Solutions to wash-up onsite
Utilise existing facilities (e.g., canteen kitchen)

Solutions to wash-up offsite
Utilise commercial kitchen facilities nearby to wash items
Pay for dedicated wash-up service
Caterer is responsible for wash-up and sanitising reusables (where applicable)

When choosing the best wash-up system for you, consider the following:
Access to mains water
Access to taps
Storage capacity for both dirty and clean reusables

You’ll also need to:
Appoint a dedicated wash-up coordinator
Choose someone in your team to manage the wash-up process from start to finish. They’ll liaise with caterers (where applicable) and oversee wash-up operations.
Check local regulations
Work with your local council's Environmental Health Officers to ensure your wash-up system meets health and safety standards.
Submit plans for approval as required - this usually involves outlining wastewater management, utensil cleaning processes, and waste minimisation strategies.
Manage wastewater
Plan for how you’ll collect and dispose of wastewater.
Work with local authorities to develop an environmentally responsible strategy that complies with regulations.

Question 5

PLAN FOR THE DISTRIBUTION, RETURN & WASH UP OF YOUR ITEMS

Accepted Answer

Before you implement your project, it’s important to plan how your reusables will be distributed, collected and redistributed. We’ve provided a Logistics Plan template that you can use to document your process.

Distribution

There are some important elements to consider with regards to distribution. 
Make sure you have enough reusable items to cover any variation in the number of cups or foodware you will need between peak times and quieter periods of the year, as well as any contingency you might need for stock losses.
It is important that the materials and design of your selected reusables are compatible with your cleaning procedures and equipment.

Return

Having return/deposit points for takeaway reusables ensures that items are returned efficiently. Ideally, these should be well designed and clearly branded bins. For smaller clubs they could be tubs on top of tables or trolleys. 
Use clear signs to explain to customers how the system works and guide them to return/deposit points. Highlight the environmental benefits to encourage participation.

Note that if washing up offsite, much of this still applies, except the dirty dishes are transported from the return/deposit points, and returned in lidded containers to the clean reusables storage area.

Wash-up

Infrastructure set-up
You will need to organise areas for dirty utensil returns, washing, and clean utensil storage. It’s important to keep clean and dirty utensils separate to maintain hygiene.

Mechanical dishwashing
The mechanical dishwashing wash-up area should consist of the following:
Commercial dishwasher and associated equipment (requires installation by a technician/plumber)
Clean dish trolley for resupply of utensils to clean dish storage area and vendor clean dish bays

Handwashing
Hand wash-up areas should consist of the following:
Marquee with floor and walls – if using on-site cleaning and sanitising and no kitchen facilities are available
Trestle tables
Hot water urn or kettles with water temperature thermometers 
Large double-sinks or tubs
Waste-water disposal: appropriate storage/disposal options for your rinse/wash water
Drying racks in a fully enclosed area

Three tubs should be set-up in the following order:
1st – rinse
2nd – soapy clean with detergent
3rd – rinse in high-temperature water (keep over 60°C) to sanitise, or add additional sanitising spray/s after rinsing if the water temperature is not maintained at high levels

Both handwashing and mechanical wash-up methods will also require:
Dirty dish return point, including:
Marquee or undercover area
Tub, bin or trolley for dirty reusables (clearly signed so it isn’t confused for clean dish storage)
Trestle tables
Hand-wash facilities with soap, water container (or hand-wash basin) and single-use hand-towels (i.e. tea-towels are not suitable for this task)
Bin station including a waste bin, a recycle bin and a compost bin 
Scrapers and rinse tubs for scraping and rinsing utensils before washing
Waste-water disposal: appropriate storage/disposal options for your rinse/wash water
Breakage kit including a stiff bristle outdoor broom, dustpan, and a-frame sign/s marked ‘cleaning in progress’
Clean dish storage area that has sufficient shelf space, and is indoors, dry and pest-proof. You can also consider storing clean reusables in food-safe tubs with lids.

If you are setting up a new wash-up system, see our Wash-up Station Set-up Checklist to help you get started.

Question 6

PROVIDE TRAINING TO VOLUNTEERS

Accepted Answer

Volunteers will likely be required to help with distribution and wash-up of reusable items. Brief them on your Action and Reusables Logistics Plans, and provide them with clear instructions on their role - particularly those assisting with cup collection and customer guidance.

Ensure everyone handling reusables is trained in proper food safety procedures and the operation of dishwashing equipment.

Our guide on how to talk to customers about your reusable switches goes into more detail about training and engaging with the community. Take a look at it here.

Question 7

PROMOTE YOUR INITIATIVE

Accepted Answer

1. Develop a promotion strategy

A promotion strategy will keep you on track when developing and distributing communications about your new reusable system.
Keep it simple - include details about communication channels, release dates, and resources needed.
There is a Promotion Strategy Template included in this guide that you can use.

2. Before your customers arrive

You can use promotional avenues - such as social media and booking platforms, to inform customers about your reuse initiatives before they visit your club. Be sure to emphasise the positive environmental and social impacts of their participation.

Below are a few ideas on how to use specific promotional channels.

Club rooms
Put up posters and notices in your club rooms to let your members know about your reusable initiatives and encourage them to tell their friends and family.
If your club has a newsletter (online or physical), include an article about your project.

Social media
Use social media, groups, and ads to inform potential customers about your sustainability commitments.
Encourage customers to bring their own reusable items such as water bottles and coffee cups via Instagram, TikTok or Facebook posts.
Highlight incentives like discounts, competitions, or free vouchers for those who take part in your reusable system.
Share engaging content on the 'why' behind your waste reduction efforts (e.g., reducing marine pollution, avoiding litter, cutting down on waste etc.).
Only show reusables on your social media content, avoiding single-use items.

Website
Include a page on your website about your club’s sustainability initiatives, specifically your reusable cups.
Explain why and how you are going plastic free.
Include any specific plastic-free goals and/or targets. Update your website with data that shows how you are tracking towards those goals.
Include a case study about your plastic-free initiatives.

Traditional media
Send out a media release to the local newspapers/radio about your reusable project.
Include a great image to give you the best chance of having your story picked up.

3. During their visit

Promotion on-site can be used to achieve several things, including:
Communicating where reusable facilities are located.
Communicating how to use reusable systems and water refill stations.
Reminding people that your sports club is a sustainable one.

Below are a few ideas on how to use specific promotional channels.

Signage
Use signs to remind customers to return their borrowed reusables.
Place visually effective signs around your club rooms to reinforce the plastic-free message.
Include clear instructions on how to use your reusable systems, water refill and waste stations.
Use engaging language and visuals to make your messaging noticeable.
Ensure that sustainability communications are accessible to all customers, considering language diversity and disabilities. This might include multilingual signage or materials in braille.
Use signs and announcements to remind customers to return their borrowed reusables.
Highlight the impact they’re making by taking part.

Volunteers as sustainability ambassadors
Train volunteers to engage with customers and explain sustainability practices.
Encourage positive interactions and provide guidance on answering any frequently asked questions you expect.

Interactive engagement
If your club has member events, host activities or workshops that reinforce sustainability messages (e.g., presentations, sustainability quiz night).
Use digital engagement tools like QR codes linking to sustainability tips.
Capture customer engagement through social media by encouraging them to share their reusables using specific hashtags.
Use mobile apps or webpages to provide interactive maps and highlight sustainability features like reusable foodware and water refill stations.

4: After game day

It’s time to celebrate your wins!

A few ways to you can do this include:
Post videos of your reusable system on social media. If you can do short interviews with customers and include snippets of what they had to say - even better!
Compile any data you have around how much waste you have saved by going reusable and create social media posts about it.
Be sure to update the sustainability page of your website with statistics around how much waste you’ve saved.

Question 8

IMPLEMENT YOUR INITIATIVE

Accepted Answer

Now for the fun part - implementing your reusable foodware initiative!

The work you completed during the planning phase of your project will help to ensure everything rolls out smoothly.

Follow your Action Plan and Reusables Logistics Plan closely.

Question 9

MONITOR AND IMPROVE

Accepted Answer

Establish a method to assess the effectiveness of your reusable swap system. Use this to set goals and track progress. Important elements to consider tracking include:
Reusable stocks and losses of cups and foodware items
How often you are replenishing reusables/whether you are using your entire stock
Regular waste audits and observational surveys to assess the success of your project

SURF & SPORT CLUBS - GRASSROOTS CLUBS

LOGISTICS – COMMUNITY (GRASSROOTS) CLUBS

CONSIDER LOGISTICS

CALCULATE HOW MANY REUSABLE ITEMS YOU'LL NEED

SELECT YOUR REUSABLES

CHOOSE A WASH UP SYSTEM THAT SUITS YOUR NEEDS

PLAN FOR THE DISTRIBUTION, RETURN & WASH UP OF YOUR ITEMS

PROVIDE TRAINING TO VOLUNTEERS

PROMOTE YOUR INITIATIVE

IMPLEMENT YOUR INITIATIVE

MONITOR AND IMPROVE

REUSABLE SWAP SELECTOR (PLACEHOLDER)

Purchased reusable system - second-hand

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Cup library - second-hand mugs

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