Guide to Hosting a Zero Waste Event

ZER WASTE GUIDE TO HOSTING A ZERO WASTE EVENT

GOLD PLATINUM WASTE LEVEL WASTE LEVEL Tempe Center for the Arts Tempe Beach Park

Eisendrath House Kiwanis Park

Tempe History Museum Tempe Library

2 What does a GOLD/PLATINUM level event look like?

An event can achieve zero waste (platinum) certifi cation if 90% or more of the waste is diverted from the landfi ll via waste reduction, reuse, PLATINUM repurposing, recycling and composting. If the 90% goal isn’t reached, but you achieve at least a 75% diversion rate from the landfi ll, then your event 90% Diversion will be designated a gold-level event. Waste-to-energy is not considered a viable alternative to recycling, composting or reuse and will not count as a waste diversion option. GOLD Good signage, waste stations consisting of recycling, composting and trash bins, and volunteers and employees to assist with staffi ng and monitoring 75% Diversion bins are necessary to achieve a gold/platinum certifi cation. (Staffi ng stations involves educating attendees about what items go in each bin and removing items that are placed in the wrong bins).

If the City of Tempe services trash and recycling: We provide: • Drop-off s and pickups of 96-gallon recycling and trash recycling bins, front load bins, roll-off s or other bins as agreed upon • Signage for bins and stations – while this is not available yet, the city is working on it • Three sets of banners promoting recycling to be placed in high- traffi cked areas, including one at the entrance to the event – while this is not available yet, the city is working on it • Use of the sustainable Tempe logo on promotional materials • Checklist and information for hosting a gold-/platinum-level event

You provide: • Number of recycling, trash and composting bins needed and drop-off location(s) • Volunteers and employees to staff locations, act as rovers and perform other recycling- and compost-related duties as assigned • Appropriate gloves, other materials and instructions for volunteers and employees • Safety vests for individuals servicing waste needs in areas with vehicular traffi c

3 If a private hauler services trash and recycling: We provide: • This guide and the event organizer shares the pertinent information with the private hauler

They provide: • Drop-off and pickups of 96-gallon, front load bins, roll-off s, boxes or other bins as agreed upon • Signage for bins – while this is not available yet, the city is working on compiling an RFP (request for proposal) that allows haulers to choose from a list of companies that will provide signage for bins and waste stations

You provide: • Number of recycling, trash and composting bins needed and drop-off location(s) • Volunteers and employees to staff locations, act as rovers (periodically check stations and when possible remove recycling and compost from trash bins and trash from recycling and compost bins) and perform other recycling- and compost-related duties as assigned • Appropriate gloves, other materials and instructions for volunteers and employees • Safety vests for individuals servicing waste needs in areas with vehicular traffi c

Volunteer and employee waste collection and staffi ng: It is the responsibility of the event organizers to recruit volunteers and staff to assist with their recycling, trash and composting needs. In an eff ort to aid event organizers with staffi ng needs, the city will be issuing an RFQ (request for qualifi cations) or RFP to pre-qualify local nonprofi ts to staff events as fundraisers.

4 Getting started

1. Select haulers If you are going to utilize the City of Tempe for your solid waste needs, please contact the Solid Waste and Recycling Services - Support Services Supervisor at 480-350-8131 for information on the quantity and types of bins needed as well as the number of pick-ups required.

Compost Recycled City is currently the only known company that collects compost locally and they can be contacted at 480-269-5149 or info@recycledcity. com. However, any reputable composting company can be used with prior approval from the city.

Fryer oil Although these companies are known to recycle fryer oil from events, any reputable company can be used with prior approval from the city.

Arizona Grease Services 602-476-2796 [email protected] www.azgreaseservices.com/services/

Terra Verde Recycling 602-525-0084 [email protected]

2. Submit your event registration form Be sure to include the relevant solid waste, recycling, compost and fryer oil recycling information and haulers that you selected.

3. Prep your vendors In order to host a zero waste event, you’ll need to require your vendors to meet specifi c packaging requirements; see pp. 10-11. Also see the attached letter to vendors and exhibitors, see pp. 13.

4. Promote your event See pp. 12 for promotional tips.

5. Stage bins and signs Bin positioning is critical to collecting a high volume of recycling and compost with little contamination. See pp. 6 to eff ectively position your bins and signage.

6. Track results With advanced notice, the City of Tempe will provide you with trash and recycling tonnage. You will also need to request tonnage from solid waste private haulers, Recycled City and grease recycling companies. If this is a yearly event, keep track of the cost savings generated by using fewer trash bins.

5 Setting up waste stations

• If possible, set up recycling, trash and compost stations the day before the event.

• Instead of bins stationed separately throughout the event, place recycling, trash and compost bins together to create waste stations. Remove any “rogue” trash cans, which are trash cans that are not accompanied by both recycling and composting bins.

• Locate waste stations in convenient and highly visible areas. For example, at a festival, put a staff ed waste station at every intersection. Inside a building, put a waste station near every exit. Place larger stations with several bins in areas where there will be high volumes of waste such as food courts.

• Ideally, recycling bins should be blue and trash bins should be black or gray. Compost bins should be in well-marked containers that are easily distinguishable from trash and recycling bins. If your chosen waste hauler is using ClearStreamTM bins or bins similar to ClearStreamTM, use clear plastic bags as liners for recycling bins and opaque bags as liners for compostable items and food. Black trash bags should only be used for trash.

• Recycling, trash and compost bins should have signs with large text and graphics. Signage should be at eye level whenever possible. If feasible, we recommend attaching physical samples of acceptable material to the container.

• The number of stations depends on the size of the bins, number of bins of each type at each station, the number of rovers and the number of individuals available to staff each station. Waste station approximations are below:

# Attendees Under 100 100-500 500-1,000 1,000-5,000 5,000-10,000

Recommended # of Stations 1 - 3 3 - 5 5 - 8 8 - 12 12 - 15

6 Checklist

Pre-Event – months in advance

❏ Select haulers for compost, fryer oil and trash and recycling.

❏ Discuss with your stakeholders (vendors, contractors, volunteers, etc.) via email or phone calls the recycling and overall waste diversion goals you have for the event and how you plan on reaching them with their help.

❏ Establish a collection plan and layout. • How many stations will you need and how many bins of each type (landfi ll, recycling and compost) will you place at each station? • If it’s a multi-day festival, how many times will each bin/dumpster be pulled? • How many stations will be staff ed? • How many people will be assigned to staff waste stations? • To compensate for those stations not staff ed, how many rovers will you use? • How many people will be dedicated to assisting vendors with their recycling and compost needs? • What is your plan for cardboard collection? Who will be required to break down the cardboard? • Who will be the point person or people for waste stations and collections protocol?

❏ Include your goals in marketing and advertising materials. If you have received a certifi cation level for the previous event from the Special Events Division, you may use the Sustainable Tempe logo and certifi cation level, but you must follow the guidelines on p. 9.

Pre-Event – day before to morning of event

❏ Walk volunteers and staff through the waste set-up of the event and provide them with cardboard collection and general recycling and compost procedures. If bins or bags are to be moved to central locations, explain the protocol.

❏ Provide volunteers with point people they can contact during the event. Provide them with a list of acceptable recyclable and compostable items. If feasible, print maps for volunteers and staff that include waste stations.

❏ Ensure that food vendors have enough compost bins.

❏ Assign volunteers and staff to periodically check on vendors and make sure vendors understand the requirements.

7 ❏ Identify people to call in overfl owing bins if your scheduled pickup isn’t until the next day.

❏ Before their shifts, supply volunteers and staff with disposable vinyl oorr polyethylene gloves or durable reusable gloves.

❏ Have cleaning materials on hand to remove drinks or food particles from recycling, trash and compost bins.

❏ If volunteers or staff will be servicing areas with vehicular traffi c, provide them with safety vests.

During Event

❏ If necessary, move the waste station locations to fi t the needs of the attendees better.

❏ Make sure volunteers and staff are periodically checking in with vendorsdodorsrs and exhibitors, especially food vendors, and that waste stations are staff ed as agreed upon.

❏ Monitor the tops of bins for food and drink spillage, and clean up if necessary.

Post-Event

❏ If agreed upon in advance, move bins or bags to a central location after the event ends. If recyclables are being collected in bags, volunteers must open the bags and dump the recyclables into the designated larger containers. The bags must be thrown into the trash as no soft plastic bags are allowed in the recycling bins.

❏ Ask everyone involved for feedback and suggestions.

❏ Make sure that borrowed signage and banners are returned to the city or appropriate group.

❏ Follow up with haulers for trash, recycling, compost and recycled fryer oil tonnage.

8 Sustainable Tempe logo and certifi cation level

In order to receive a certifi cation level, you must wait until after the event for The certifi cation levels are: tonnage reports and fi nal approval from the Special Events Division. The next time the event is held, you may use the certifi cation that you achieved when BRONZE (basic recycling – 25% promoting the event. The city will monitor event promotional material to diversion is achieved) make sure that use of the logo meets the policies listed below.

SILVER (low waste – 50% diversion is achieved)

GOLD (goal of zero waste, 90%, but at least 75% diversion rate is achieved)

PLATINUM (zero waste, 90%, is Below are policies for the use of the Sustainable Tempe logo achieved) and certifi cation level:

Your event organizer has 1. The logo may not be altered, cut apart or otherwise changed or chosen to work toward the distorted in appearance and perspective in any way from the artwork. 2. The logo may not be used in any manner that would imply the City of Tempe’s endorsement of a company, its products or its services. When using the Sustainable Tempe logo, you must include a disclaimer near the logo that clearly states that this is not a city-sponsored event. (If it’s a city- sponsored event, then no disclaimer is necessary). 3. The logo may never be used in a manner that would disparage the City of Tempe. 4. The logo should never be associated with any activities that are not part of the solid waste and recycling program. 5. Anyone who misuses the logo will be contacted in writing or by telephone. 6. The logo may only be used to promote the event the next times it’s held following the certifi cation. The event must be recertifi ed each time in order for the logo to be used again for the proceeding event. 7. After your tonnage reports have been received, please turn in the tonnage documents for certifi cation from the City of Tempe Special Events Division. Certifi cation from the Special Events Division is necessary in order to use the Sustainable Tempe logo at your next event.

9 Food & service ware

• To make it easier for attendees, zero waste signs should be organized by function (compost, recycling, trash) rather than material. For instance, consider making all drink bottles, cans and cups recyclable and all plates (uncoated paper only) compostable.

• Whenever possible, serve foods that require little or no waste and minimize the need for utensils. Sandwiches and other fi nger foods are ideal.

• Use stations for reusable condiment dispensers (ketchup, mustard, etc.).

• Be sure to write packaging rules into food vendor applications and contracts and send all food vendors the attached Vendor Packaging Letter.

Food Packaging

Allowed Not Allowed

Provide your food products in compostable or Do not use these items for packaging: reusable packaging and containers including: • StyrofoamTM • Paper wrappers for hamburgers, hotdogs, etc. • Foil • Uncoated paper plates • Saran wrap • Paper napkins • Individual condiment packages • Uncoated paper boats • Compostable plastic plates and utensils made • Uncoated paper bowls from sugar cane, corn, etc. • Paper bags • Paper clamshells • Compostable paper straws (Aardvarkstraws.com) • Large plastic or metal condiment dispensers (The city is checking with the Maricopa County Environmental Services Department - Environmental Health Division).

10 Drink Packaging

Allowed Not Allowed

Provide your drinks in compostable, reusable or Do not use these items for drink containers recyclable containers including:

• StyrofoamTM cups • Plastic bottles • Compostable plastic cups made from sugar cane, • Aluminum cans corn, etc. • Glass bottles • Juice boxes Limit • Clear or color plastic cups • Paper coff ee cups (e.g. Starbucks cups) • Reusable cups/mugs** • Paper cartons (e.g. milk cartons) • Lids and plastic straws ** We are looking into the possibility of identifying reusable cup/mugs that can be used at event venues across the City of Tempe. Approval is needed from the Maricopa County Environmental Services Department - Environmental Health Division.

11 Take it a Step Further

Promote Your Event Having an event that diverts waste from the landfi ll is something that’s worth publicizing as it demonstrates your commitment to sustainability and helps attract both patrons and sponsors.

• If you achieved a certifi cation the last time you hosted your event in Tempe and it’s approved by the City of Tempe Special Events Division, use that certifi cation and accompanying Sustainable Tempe logo on promotional materials.

• Issue media releases and advertising about this year’s waste minimization goals and past accomplishments if applicable.

• Include information in offi cial programs, your website, social media and relevant magazines and journals. You may also want to include the larger waste stations on event maps.

• Go paperless! Use social media tools in lieu of fl yers whenever possible.

Maximize Your Waste Reduction • Buy durable equipment and banners that can be used repeatedly. If the item is for a one-time use, consider renting it or buying secondhand. You can The information provided in this even contact local partners about cost/time-sharing on certain large-ticket packet was made possible by items. the City of Tempe Community Services Department, Public • If a piece of equipment breaks, invest in its repair. If it’s beyond repair, use Works Department and City it for parts and recycle the scrap. Manager’s Offi ce. The City of Tempe would like to thank • Consider adding waste reduction compliance to your evaluations of the following organizations vendors and partners. and agencies for their best management practices, • After the event, review the trash bins. How successful was your waste special events guidelines reduction? If non-trash items were thrown away, evaluate why this may and online resources: City have happened. Are there items that could be recycled or composted, but of San Antonio’s Offi ce of weren’t? Thoughtful discussion will allow future events to be even more Environmental Policy, Arizona successful. State University’s University Sustainability Practices, Arizona • Don’t forget to thank your attendees, partners and vendors for their State University’s Zero Waste participation. This is a great time to emphasize the importance of zero waste Department and the EPA’s and encourage future participation. managing and transforming waste streams’ tool. Special thanks goes to Sustainable Skagit in Skagit County (Washington state).

12 Letter for vendors and exhibitors

To help you provide the necessary information to your vendors and exhibitors, the City of Tempe has created a letter that you can distribute with event recycling information.

You can download the vendor letter at www.tempe.gov/ZeroWasteEvent