Question 1

CONSIDER LOGISTICS

Accepted Answer

There are a number of considerations to make in the months leading up to your changes

Check local regulations
Work with your local council's Environmental Health Officers to find out what the health and safety standards are for your organisation. 
Once you’ve selected your reusable initiative/s, submit any plans for approval where required.

Talk to your caterers and staff early
Reach out to your caterer for a chat about your decision to switch to reusables. A friendly phone call is a great place to start, or you can use our Caterer Letter/Email Template. You can also use the Caterers Communication Checklist to ensure you address key elements of your project with them.
Does your caterer already have a reusable option?
Let them know about your project and how it will benefit them.
Work with them to develop a plan. Will they be purchasing the reusables, or will you? Do they have the capacity to clean, sanitise and manage reusables? How will you coordinate collection/pick-up of reusables? 
Help staff to integrate the system and ensure they understand the processes, including cleaning and sanitising requirements.

Think about washing logistics
We will explore the logistics of wash-up stations later in this section of the guide but, to begin with, consider:
Do you have a location to wash-up your reusables? 
Alternatively, would your catering supplier be better placed to wash-up?
Do you have an appropriate place to dry and store reusables? 
Potential workflow for collecting, transporting and returning items.

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

Question 2

CALCULATE HOW MANY REUSABLE ITEMS YOU'LL NEED

Accepted Answer

The number of reusable items you need will depend on how many people attend your experience on a day-to-day basis. A good rule of thumb is to allow for around 2-3 cups per customer and 1 container per customer, per meal. Be sure to include a few extra reusable items for turnover.

Another way of estimating this is to find out from your caterer how many containers and/or cups they use each day. Allow a few extra for turnover.

Be sure to account for your busiest times of the year.

Note: If you have a dishwashing system you’ll be using throughout the trip, you may be able to reduce the total quantity of reusable items you need.

Question 3

SELECT YOUR REUSABLES

Accepted Answer

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

Practicality
What reusable items do you want to introduce? We recommend trialling one item to begin with - food containers are a great place to start for packed lunches. Other convenient swaps include water/drink bottles, cutlery, and thermoses for hot beverages.
How far away do your customers travel to eat their packed meals? The type of reusable item you select will depend on whether people are moving around or staying in one place while they eat.

Storage
Will you be responsible for storing reusables, or will your caterer take care of this?
If you are responsible for storage, 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 packed lunches, where customers often consume their meals offsite.
Choose commercial, high-quality, stackable items that can withstand repeated washing and use.

Material
Aluminium and high-quality plastic are good options. 
Pick what fits your organisations style and practical needs.

This guide includes an interactive ‘Swap Selector’ tool that you can use to select your reusable swaps. All you need to know is your food service type, estimated budget and daily visitor rate. You can find it here.

Where to purchase reusable items:

Reusable system specialists
There are many organisations now that specialise in providing reusable foodware and/or cups. Some examples include Green My Plate, Returnr, Re-vibes, Cercle, Devolver, Stack Cups, Buttercup, Wosup, 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 your location is small, you might consider purchasing reusable items second-hand or accept community donations.

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 on site (e.g., kitchens located in onsite buildings or vessels)
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

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 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

We’ve provided a Logistics Plan Template that you can use to document your process.

DISTRIBUTION

There are some important elements to consider:
 
RETURN

WASH UP

Caterer to manage and clean/sanitise reusables
It is a good idea to monitor the cleanliness of reusables as they are returned to you and address any concerns you have with your caterer early on.

Self managing reusables
Infrastructure set-up
Organise areas for dirty utensil returns, washing, and clean utensil storage. Keep clean and dirty utensils separate to maintain hygiene.

Mechanical dishwashing
The mechanical dishwashing wash-up area should consist of:
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:
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 collection 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 Checklist to help you get started.

Question 6

PROVIDE TRAINING TO STAFF

Accepted Answer

Brief staff on your Logistics Plan  and provide them with clear instructions on their roles - particularly those assisting with utensil collection and visitor guidance.

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

Question 7

IMPLEMENT YOUR INITIATIVE

Accepted Answer

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

Follow your Action Plan and Logistics Plan closely.

Question 8

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 food and drinkware 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.

REUSABLE TOUR EXPERIENCE – PRE-PACKED MEALS

LOGISTICS – PRE-PACKED MEALS

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 STAFF

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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