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Sustainable event quick guide

If you are an event organiser, this quick guide can help you take action on climate change and reduce the true impact of your event on the environment.

two pedicab drivers in green posing at federation square

Select each of the topics below for the best options and next best options for planning a more sustainable event.

Energy efficiency

Energy used to power events typically comes from one or more of the following: diesel, electricity and gas generators. 

As we move towards a renewable energy future, there are ever-increasing options to avoid fossil fuel power at your event.

 

Options for energy efficiency

 Best optionNext best option
Indoor venue
  • Choose a venue that is obtaining its energy from onsite renewable energy such as a solar, wind and biomass.
  • Consider a venue with as much natural light and natural ventilation as possible.
  • Use more energy efficient equipment or technology, such as LED lighting and natural refrigerants.

 

  • Before and during your event manage and monitor lighting or equipment to ensure that the use is optimal including use of timers and turning off equipment when not required and at the end of the event 
  • Set your thermostat to 24 to 26°C in summer and 18 to 20°C in winter.
  • Minimise temperature leakages via good draught seals, insulation and keeping your doors closed. 
Outdoor venue
  • Use modern, fuel efficient generators and monitor use to reduce running time.
  • Utilise carbon offset providers that offer Climate Active certified offsets to account for electricity use or accredited Green Power for the event.

 

  • Choose suppliers who provide efficient equipment energy efficient sound, lighting and technical equipment options where possible (solar lights, biogas generators etc.).
  • Check you have access to National Meter Identifier (NMI) data for connected electricity for environmental reporting.

 

Evaluation and improvement

  • Before your event, develop an energy efficient plan that sets out your commitment and targets. 
  • Develop a template to analyse data to measure the amount of energy, water and waste your event is using, create a baseline so you can track your results each year and your environmental footprint. 

Food and drink

Food and drink are one of the largest emissions and waste producing elements of an event. 

Decisions around providers, menu selection and packaging can give big wins.

 

 

Options for food and drink

 Best optionNext best option
Food and beverages
  • Engage local social enterpriseOpens in new tabs or caterers who:
    • Source ingredients both locally and seasonally.
    • Provide more plant base options.
    • Reduce packaging waste by bulk buying.
    • Reuse materials like glass jars for storing food.
    • Recycle as much as possible.
  • Prioritise Fair TradeOpens in new tab, local, seasonal, Carbon NeutralOpens in new tab or other sustainable food options.
  • Offer vegetarian and vegan options to cater to diverse dietary preferences and reduce the environmental footprint associated with meat production.
  • Ensure water is readily available via water fountains or portable water stations.
  • Encourage BYO water bottles and cups for patrons and staff.
  • Provide a guide to stallholders on sustainable packaging expectations.
  • Ensure caterers / stallholders are compliant with the single use plastic ban in VictoriaOpens in new tab.
  • If meat dishes are on the menu, opt for organic, grass-fed or sustainably sources option from local ethical butchers.
  • Ensure that seafoodOpens in new tab is sourced from responsibly managed fishers.
  • If single use cups and bottled drinks are unavoidable, ensure the appropriate bins are available to support correct disposal. (Note paper cups are a landfill item).
  • Serve drinks in non-plastic recyclable material, including cardboard cartons, aluminium cans or glass.
  • Partner with a food rescue organisationOpens in new tab that collects leftover food and redistributes it to people in need.
  • Provide landfill, recycling and organics bins at waste stations across your venue (provide clear signage on how to use the recycling facility service effectively and avoid single bins).
  • Engage a supplier that can provide washable plates and designated washing stations for cleaning and redistributed of plates.
Evaluation and improvement
  • Before your event, develop a food and drinks plan that sets your commitment and targets.
  • Request waste receipts from your waste management provider to ascertain the volume of organic waste produced.
  • Document learnings and opportunities for your next event.
  • Ask vendors to provide feedback on sales and food wastage.
  • Set waste reduction targets and adjust ordering or catering accordingly for your next event.

Waste management

Waste is a big part of any event. 

Minimise the waste you create by keeping in mind the 7Rs: reduce, replace, reuse, recover, refuse, reject, rethink.

 

 

Options for waste management

 Best optionNext best option
Bin placement and signage
  • Implement a Waste Management Plan centred on a four-bin; glass recycling (purple lid), mixed recycling (yellow lid), food and garden recycling (lime green lid) and general waste (red lid) system for event attendees, stallholders and service providers. 
  • Speak to your waste management company about other waste streams that can be collected.
  • Install waste stations with clearly labelled and colour coded general waste, glass recycling, mixed recycling and food and garden bins across easily accessible locations throughout your venue.
  • Display educational signage with infographics showing what items are accepted in each bin.
  • Engage a cleaning company, event staff or volunteers to conduct regular sweeps of the event site, remove litter and dispose of it in the correct bin.
  • Station staff or volunteers near bins to assist patrons select the right bin for their waste e.g. Trash Talkers, Bin Fairies or Waste Warriors. 
  • At a minimum install a general waste bin and a mixed recycling bin at each waste station. If possible, include a separate organics bin.
  • Think about the types of waste that will be produced at your event and plan accordingly and research what can be diverted from landfill. Some items that are not accepted in regular recycling may be recyclable through a special program e.g. TerracycleOpens in new tab.
  • Consider composting options of food waste.
  • Engage staff or volunteers to conduct additional back of house sorting of waste to minimise contamination and improve landfill diversion rates.
  • Consider items for donation at the conclusion of the event. Arrange this with opportunity shops or charities so they are prepared to receive re-purposed goods.
Event fit-out
  • Avoid building new assets and opt for recycled or reusable assets for event fit-outs.

 

  • Work with suppliers to incorporate circular economy principles to determine how event display and materials can be used for multiple events and reused at end of life.
Promotional and advertisement materials
  • Preference online promotion and ticketing; and electronic versions of documents and record keeping instead of printing.
  • Replace printed banners and flyers with social media and digital marketing.
  • Avoid printing the year on assets like banners, scrimmage directional and operational signage, hoarding and staff uniforms so items can be reused for future events.
  • Utilize reusable instead of printed signage e.g. LED screens, blackboards and chalk.
  • Where printing is unavoidable, source printing companies with sustainable services who can use vegetable based inks and biodegradable toner and 100% recycled material to print on.
  • Replace plastic cable ties with environmentally friendly alternatives such as biodegradable cable ties, recyclable cable ties, stainless steel cable ties or velcro strips. 
  • Consider replacing corflute signs with EcoBoard which is recyclable and biodegradable or vinyl which can be reused or repurposed.
  • Avoid laminating sings or other communications.
Giveaways and merchandise
  • Question whether your event really needs promotional giveaways.
  • Consider discount vouchers accessible via QR codes instead of physical product giveaways.
  • Only give out high-quality giveaways that are likely to be reused and encourage good behaviour change in attendees e.g. reusable coffee cups and stainless steel straws.
  • Ensure promotional giveaways have no packaging or are full-sized take-home items of value. 
  • Work with event partners, stallholders and contractors to minimise promotional item waste before, during and after your event.

 

Product purchasing
  • Avoid products with excessive packaging e.g. swap single-serve packaged products with loose or bulk packaged items.
  • Purchase from sustainable companies whenever possible.
  • Check to see if your suppliers have a sustainable certification e.g. ISO14001, Greenstar, EarthCheck or ecoBiz
Evaluation and improvement
  • Before your event, develop a waste management plan that sets out your commitment and targets. 
  • Conduct a visual waste assessment of bins at the event to identify opportunities for improvement. 
  • Document any problematic items or common contaminants to address before future events.
  • Request waste receipts from your waste management provider to ascertain the volumes and weights produced in each waste stream. Set landfill reduction targets for your next event.
  • In your post event surveys, ask patrons for feedback on your waste management, e.g. how easy they found it to use the right bin.
  • Provide QR codes close to the bin stations so event goers can provide feedback on the spot while the experience is still fresh in their minds.

Single-use plastic

In February 2023, Victorian State Government introduced a ban on several single use plastic items, but you can go even further! 

Here are some options for eliminating banned and other single use plastic items at your event.

 

 

Options for single-use plastic

 Best optionNext best option
Plastic / polystyrene, cups and dinnerware
  • Encourage patrons to bring their own water bottles, coffee cups, containers, cutlery and plates etc .
  • Provide a hydration station or water refill points on site for refillable bottles.
  • Engage a provider to wash and manage reusable dinnerware. They can set up a wash-up station or take them offsite for cleaning.
  • Provide reusable napkins or eco-friendly paper napkins made with FSC (Forest Stewardship Council) certified pulp.
  • Hire a reusable cup ware provider to set up a refillable system.
  • Avoid plastic lined cups and polystyrene lids. They are easily confused with compostable options
  • Avoid disposable plates and bowls with plastic lining and paper cups with wax lining (these are still landfill due to the waterproof lining).
Plastic cutlery, stirring sticks and straws
  • Provide reusable cutlery and crockery free of charge for vendors to use, and a washing-up service.
  • Serve food that can be consumed without cutlery, or on a skewer or toothpick.
  • Replace stirring sticks with wooden and bamboo stirrers, paddle pop sticks or metal spoons.
  • Swap plastic straws for reusable metal, glass, bamboo, rice or wheat straws.
  • Use 100% compostable straws made from FSC certified paper.
  • Avoid oxo-degradable/biodegradable straws, they are plastic (and not compostable).
  • Provide wooden cutlery that is suitable for composting.
  • Only provide straws on request (even if compostable).
Balloons, plastic confetti and glitter
  • Ban the use and distribution of single-use plastic bags, balloons, glitter or other plastic single-use decorations.
  • Reusable bubble blowers are a fun way to replace glitter or confetti.
  • Make use of Reusable decorations Opens in new tabsuch as bunting, banners/signage, paper chains and garland and pot plants.
  • Avoid using biodegradable glitter Opens in new tab as there are no safe alternatives.
  • Replace balloons, plastic confetti and glitter with a sustainable option such as:
  • Paper decorations e.g. streamers or lanterns.
  • Cut flowers (choose seasonal, locally grown).
  • Dried flower petal or leaves.
  • Cut flowers (choose seasonal, locally grown).
  • Herbs, birdseed, Baby's Breath Confetti (white, fluffy, dainty buds of Gypsophila)
  • Seed paper confetti.
Plastic condiment containers and sachets
  • Provide a condiments station stocked with refillable sauces, dressings, salt and pepper etc.
  • Serve food that doesn’t need extra condiments or seasoning.
  • Use 100 per cent Australian certified compostable sauce cups and lids.
Cling wrap
  • Encourage the use of reusable food containers with lids and plate covers e.g. beeswax or silicone wraps.
  • Avoid all single use cling wrap or make use of Australian compostable cling wrap products.
Plastic bags
  • Encouraging attendees to BYO bags.
  • Sell or provide paper, canvas or cloth bags.
  • Provide biodegradable bags such as mushroom-based or bio-plastic bags.
  • Partner with an organisation like Boomerang Bags, or source your own reusable sustainably made bags.
Evaluation and improvement
  • Conduct a visual waste assessment of bins at the event to identify any single use plastic items appearing at your event
  • Document learnings and opportunities for your next event.
  • Communicate the results to staff, stallholders and patrons (how did it go, what was achieved) using social media.

Water management

There are easy ways to adopt best practice standards at both indoor and outdoor venues, so no drop is wasted.

 

 

 

Options for water management

 

Best option

Next best option

Indoor venue

  • Ensure tap water is available to patrons, staff, performers and guests.
  • Choose venues that utilise water efficient measures, e.g. recycled water or rain tanks.

Outdoor venue

  • Hire water efficient, waterless or greywater toilet systems that dispose of waste water correctly.
  • Choose water efficient appliances and fixtures when purchasing or leasing water related equipment and appliances.
  • Ensure chemicals and oil are responsibly disposed of. 
  • Conduct regular checks to ensure leaking taps, connections and appliances are rectified.
  • When choosing outdoor venues, check if portable water is available. 
  • For non-potable water use, investigate alternative sources. At Melbourne Music Week 2019Opens in new tab the KUBIK hub walls were filled with recycled stormwater!
  • Provide hand sanitiser instead of water and soap.
  • Ensure refill stations are conveniently located and clearly identified on signage and maps.  
Communication
  • Educate all stakeholders on conscious product use (chemicals) and correct disposal of chemicals and oil.
  • Brief staff so that they can answer questions about available facilities and water saving initiatives of the event.
  • Share success stories of sustainable water use either directly or through your online channels with the community, venue and networks, thanking them for their contributions.
  • Promote information on sustainable water use through your online channels.

Travel

While transport can be a difficult area to control there are many ways to influence patrons and lead by example.

 

 

 

Options for travel

 Best optionNext best option
Patron travel
  • Develop incentives for attendees who make use of sustainable transportOpens in new tab options e.g. carpooling, riding and walking.
  • Communicate on your website/ promotional posters and tickets how people can get to your event via public transport
  • Provide information on walking and  riding routes to your event
  • For larger events, ensure Public Transport Victoria has been notified Opens in new tab. Additional services may be offered to help crowds moving to and from the event. Your City of Melbourne event contacts will be able to provide the relevant contacts.
  • Use your online channels to highlight the environmental impacts of travel.
  • Make your venue easily accessible by public transport (within 300 metres).
  • Provide adequate and secure infrastructure to support extra bikes in the area. If your event is at multiple venues, you could set up a bike share for attendees
  • Consider using a shuttle service or pedicab from your event to the nearest public transport hub.
  • Consider the start and end times of your event to avoid peak times.
  • For ticketed events offer an additional “offset” ticket price. Proceeds can be donated to a carbon offsetting project such as Carbon Positive Opens in new tab.
  • Share success stories of sustainable event transport through your online channels with the community.
Staff travel
  • For larger events, consider the use of push bikes, electric bikes and buggies for staff to get around site rather than petrol or diesel vehicles. These can be easily hired.
  • Consider installing a shower and lockers onsite or at your office to encourage staff to ride to work.
  • Give prizes and shout-outs to staff carpooling or travelling by bike, foot or public transport.
  • If you need to hire cars for the event, consider an electric fleet.
  • Host meetings online where possible.
  • Plan shift times around public transport availability.
Plane travel
  • Choose airlines that support sustainable aviation through their commitment to reduce carbon emissions.
  • Select the carbon offset option when booking flights.
  • Program local artists and contractors to minimise air miles by choosing direct flights.
Evaluation and improvement
  • Before your event, develop a travel management plan that sets out your commitment and targets.
  • Include sustainable transport in post-event evaluation processes to assist with future planning
  • Create a sustainable travel policy and a method of recording all company travel.
  • In your post event surveys or onsite at the event, ask attendees how they travelled to your event.
  • Keep a record of all staff travel throughout the year.
  • Consider gaining carbon neutral certificationOpens in new tab  for your whole event.
  • Ask companies to submit their transport data for your even and document learnings and opportunities for your next event.

Download the checklist

Case studies

There are many great event examples you can learn from. We have compiled this list to help you get some sustainability inspiration.

Examples of sustainable events

Examples of sustainability initiatives at events

Useful links

Organising events and activations

City of Melbourne has a range of locations and support available to assist event organisers. Learn about the permits and conditions that apply, the facilities and venues available and access tools and resources to help you plan your event.

Sustainability and climate action

We’re working with our community to transition to a more sustainable and environmentally friendly place.

Sustainable business

City of Melbourne is taking strides towards a vision for Melbourne to be a sustainable city - and we’re here to help you reduce your environmental impact and be more sustainable too.

Carbon neutral guide

Reducing our carbon emissions and offseting residual emissions.

ISO 20121 Sustainable Events Standard

Sustainability Victoria: Single-use plastics ban

Green Music Australia

Event permits and planning

our acknowledgement

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The City of Melbourne respectfully acknowledges the Traditional Owners of the land we govern, the Wurundjeri Woi-wurrung and Bunurong / Boon Wurrung peoples of the Kulin and pays respect to their Elders past and present. 

 

We acknowledge and honour the unbroken spiritual, cultural and political connection they have maintained to this unique place for more than 2000 generations.

We accept the invitation in the Uluru Statement from the Heart and are committed to walking together to build a better future.