Zero Waste/Reduction - Event Planning Guide

Are you planning an event like a company picnic, sporting competition, family reunion, or neighborhood get-together? Put sustainability into action by looking for ways to reduce waste. Learn how to create a zero waste event and what Public Works Waste ReSources staff can offer to help! The goal is to reduce waste to the greatest extent possible. Download our printer-friendly Event Planning Guide.

Loaner Program:

We will lend to you collection bins, signage, and help you plan the event as waste-free as possible. Check out our printer-friendly flyer on our loaner program.

Where to Start:

Event planning is key to creating a successful zero waste event. Identify areas where you can reduce or eliminate waste and then set goals for yourself.

• Be creative and have fun.
• Develop strategies you can use long-term.
• Communicate your goals to organizers and participants.
• Success is a team effort.

Event Advertising Tips

• Use electronic media (website, email, electronic newsletters) for publicizing the event.
• Offer electronic registration or confirmation.
• Use flyers sparsely and strategically, for example where people congregate (like food lines).
• Design signs that are timeless so that you can reuse them at your next event or use recyclable signs.

Food at Your Event

• Forecast the head count to avoid food waste. Use RSVPs or registration to assist in forecasting.
• Use finger foods and serve food buffet style.
• Use washable tableware, cups, flatware and linens, or compostable dishware.
• Provide incentives for attendees to bring reusable items (mugs, utensils, etc.)
• Seek caterers that can maximize the use of local, seasonal, and organic food and use only recyclable packaging, and as little as possible.

Collecting Recyclables at the Event

• Place several recycling containers strategically at the event.
• Clearly mark containers with large, reusable signs and place small, reusable signs on each table.
• Determine where and how materials will be recycled (i.e., if food waste is collected, where will it be composted, and how will you get it there?)
• Develop plans for collecting bottles, cans, food waste, and recyclable paper.
• Buy in bulk to cut down on packaging and cost.
• Take leftover food scraps to a local composter, or donate them to a local shelter or food bank.

Decorations and Handouts

• Avoid mass distribution of handouts (printed material). Instead, make the printed material or presentation available electronically.
• Print double-sided.
• Avoid lamination, unless you can reuse the publication next time.
• Keep decorations to a minimum.
• Use real plates, napkins, and tablecloths. It will add class to your event, and will be a great decoration element.
• Use decorations that can be recycled or reused.
• Provide, and later collect, reusable name badges.

Attendance Incentives/Awards/Gifts

• Consider the environmental impact of prizes and their packaging.
• Give resource or energy efficient products.
• Give items that are usable, such as cloth bags, native plant seeds, and potted plants.
• Select products made from recycled materials.

Celebrate and Share Your Success

• Bring a scale so you can weigh your recyclables and garbage; it will help "tell your story".
• Take photographs of the event that demonstrate results.
• Create a report to document your success.
• Communicate your results with participants.
• Share the results at your next zero waste function.

For more information about Zero Waste:

• Contact Julie Gilbertson, Program Specialist, at 360.570.5837, TTY 360.753.8270, or publicworks@ci.olympia.wa.us.

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Contacting Public Works

• Physical Address: 924 7th Ave. SE, Suite A
• Mailing Address: PO Box 1967, Olympia, WA 98507 (directions)
• Hours: M - F from 8 a.m. to 5 p.m. (except for City-recognized holidays)
• 360.753.8588, TTY 360.753.8270
• publicworks@ci.olympia.wa.us
• Public Works home page