You will be able to easily work out which cafes are frequented by employees by assessing the results of your initial survey, and by looking for discarded coffee cups in your waste audit.

Likely, staff will frequent the cafes in close walking proximity to your office, so if you’ve not done any baseline data yet, you can start by listing these cafes into your Project Plan.

As you gather more information, you'll want to record cafes and their BYO policies - this will be useful later to communicate to staff which cafes are BYO friendly. A spreadsheet is useful for this, and will enable you to keep record of any additional information, like any data collected from cafes (if desired for your program).

We have provided a Database for Recording Cafes Template in the Downloads section below.

Your primary goal is to identify if cafes will accept BYO reusable cups from staff.

However, it's also worth gauging their support for your program, as cafes can help you achieve your program goals. For example, they can offer discounts to encourage participation or collecting POS data to track participation.

We suggest approaching cafes with a friendly manner with a one-line introduction (elevator pitch) explaining your program. Ask if they accept reusable cups and whether they currently offer discounts for reuse.

Approach cafes with a friendly, one-line introduction (elevator pitch) explaining your program. Ask if they accept reusable cups and whether they currently offer discounts for reuse. This is enough to open up the conversation and build an initial rapport.

In most cases, you will connect with frontline staff, as owners or managers may not be present. Frontline staff should be able to give you the information you need. However, further conversation about their participation will need the owner or manager. Consider asking for their contact details during your initial visit if you plan to follow up.

Update your database with information collected from cafes. You can use this information when communicating with staff on which cafes accept reusables/offer discounts.

Note any changes in the area, as some cafés may close while new ones may open.

Cafés can support your program in three key ways:

1. Putting up signage and encouraging reuse

Ask cafes to display signage promoting reusables. This is a simple ask, as long as the cafe has room for signage and is happy to put these up.

Signage for Cafes is available in the Downloads section, or you can design your own based on our templates. Ensure the cafe is happy with the design of course!

Print signage on quality A4 or A5 board (A5 is often preferred) and offer to set it up near the POS.

2. Offering a discount to your staff

This is a great way to offer incentives for your staff, as well as collect data for your program (the POS will need a discount modifier, and this will be recorded). Discounts of around 50c typically work best.

It’s recommended that your workplace fund the discount, by reimbursing the cafe or providing an upfront budget.

Your staff can be identified through security cards or other means (e.g., loyalty cards).

3. Collecting Point-of-Sale (POS) data

Cafes can modify their POS to track reusable vs single-use cup sales, however, most cafes are unlikely to do this unless discounts (which require a modifier) are also offered. This data is not needed to measure your program, but it can be a nice bonus if they are willing.

Bear in mind that the POS data is subject to error, as staff may forget to use the new modifiers.

Many cafes may not know how to modify their POS. We have provided a POS Setup Guide to assist you in the Downloads section.

Use the information from your earlier cafe visits to decide which ones to approach for further participation. Choose aligned cafes who have a genuine ethos around reuse.

You will likely need to talk to the owner or manager. Identify when they will be there, or get their contact details and send them a short email.

We have provided a template Email/Letter of Engagement to assist you, in the Downloads section.

When discussing their participation, it helps to outline potential benefits to them, such as increased patronage of your staff, or their inclusion media promotion at the end of your program.

Keep in touch with the cafes, and work together on initiatives you implemented together.

If they are collecting POS data, touch base with them regularly to obtain this data (monthly is ideal), and identify and work through any issues with them.

Ensure to thank them for their help, a little appreciation goes a long way!