Take Action: Host a Zero-Waste Event

Your challenge: Make sure your hospitality doesn't pile up at a landfill after a conference or social event.

• Set up recycling and composting bins.
• Reduce your paper use.
• Choose green vendors.
• Enlist guests to help.

Set up recycling and composting bins

An important prerequisite to any zero-waste event is providing a way for participants to sort their recycling and composting.

Though many campus locations already have recycling and trash bins, most events will need to order more bins than are already available. To make sure enough recycling, composting and trash bins will be available at an on-campus event, contact Facilities Management at least two weeks ahead of time with a request for zero-waste set-up and removal, along with your information, the event location, time and expected number of attendees to determine applicable fees.

More details, including how to arrange for a zero-waste event in less than two weeks, is available in An Event Planner's Guide to Working with Building and Grounds. UC Davis also hosts an annual Plan Green Conference for campus event planners to get tips and meet vendors who can help execute zero-waste events.

Reduce paper

Starting with invitations and registration, reduce your event's need for paper. Send invitations by e-mail and allow for online registration. These options not only reduce printing and paper costs, but allow for quick response from participants and can reduce paperwork. If you do not have access to a website to host registration information, UC Davis Conference and Event Services can provide online registration services to campus units, student organizations and off-campus groups.

Instead of providing an agenda and packet of papers at the event, consider posting this information online or by e-mail to registered participants. Instead of providing print-outs of presentations, send these electronically to participants after the event. Inform your event's attendees that they won't be receiving paper packets and handouts, so they can decide if they need to bring a laptop or print items ahead of time. If you are planning to give a small conference gift anyway, one option could be a flash drive loaded with conference handouts, which is also reusable. 

Choose green vendors

Working with an eco-conscious vendor can help you more easily stock the event with reusable, recyclable or compostable materials — another prerequisite to reducing your event's trash.

All UC Davis-approved caterers are required to provide zero-waste options upon request. You should alert them that you are hosting a zero-waste event when making arrangements to ensure they come to your event prepared. You can also ask them to arrange for excess food to be donated and ask about sourcing organic or local food.

If you are self-catering, consider these tips to reduce your trash:

• Use reusable or compostable utensils, dishes and food containers. Students serving food at a campus program can ask a resident adviser or a University Dining representative to provide Aggieware. Registered student organizations can contact Campus Center for the Environment to purchase compostable utensils.
• Avoid individual drink and food containers. Instead, provide beverage stations and reusable or paper cups.
• Avoid single-serving packets of condiments such as ketchup or sugar. Use bulk containers instead.
• Use paper and foil wrap, which are recyclable, instead of plastic wrap and bags.
• Provide appropriate food portions to avoid excess food.

If you are hosting a conference, encourage exhibitors to provide only sustainable giveaways. Suggest their gifts be recyclable, compostable and/or made with recycled content.

Enlist guests to help

Inform guests that they will be attending a zero-waste event and educate them about how their experiences may be different than they expect. If you are reducing paper packets and handouts, prepare attendees ahead of time. You may also want to request that they bring their own mugs, or even their own dishes and eating utensils.

Make your recycling and composting goals clear to guest participants.

• Clearly mark composting bins and recycling bins with information about where to throw various waste materials.
• The campus has posters in both letter-size and larger that you can use to identify bins if they are not already clearly marked. The posters are also available in print from Repro Graphics.
• To remind participants that their trash is not helping you meet the goal of zero waste, consider using the word "landfill" instead of "trash" when labeling waste bins that do not go to recycling or composting
• Consider having a volunteer or staff member stand nearby to monitor the waste bins and educate guests. Contact Waste Reduction and Recycling if you would like to have their staff members help.