Organizers

Sustainable use of resources

Setting up an event requires the use of resources. But there are many ways to avoid a wasting of resources. Here are just some.

Food and Beverages

• Provide water or other beverages in jugs or large bottled water stations instead of individual bottles. Promote the use of tap water (as far as quality allows)

• Give your staff and volunteers refillable bottles at the the start of event.

• Ask volunteers and staff, suppliers and exhibitors to 'sign-up' for meals, by letting you know what meals they will be attending.  This will reduce food waste - and your costs.

• Prefer equipment leasing rather than purchasing. Use reusable cutlery, dishware, linens and decorations. If disposables are unavoidable, make sure they are biodegradable or recyclable.

• Focus on local and organic products. Promote seasonal products.

• Do not throw anything, favor the donation of unserved food to a local food bank or soup kitchen.

Water and Electricity

Establish partnerships with professional suppliers that work on efficient solutions on site.

• Use existing sanitary installations. If necessary install toilets instead of chemical toilets

• Install water installations that save water (e.g. interval timer, reduce the water pressure and volume )

• Use equipment and lamps that use few energy

• Reduce night illumination to the necessary extend- that saves energy and money.

• Inform and educate volunteers, staff and all partners about the sustainable use of the resources

Transportation

• Plan your transportation in advance in order to reduce transports and to make it efficient

• Use less polluting transportation vehicles: low consumption cars, bicycles, electric motorcycles

• Educate athletes and spectators about public transportation and encourage carpooling or shuttle services

Waste Management

Events with lots of athletes and spectators generate waste. But you can manage it: reduce, reuse and recycle.

• try to work in partnership with a competent local service in waste- to know the sustainable policy and the material which can be borrowed from them.

• set up waste points for disposal all over the event venue and include the sorting

• inform suppliers, staff, volunteers, exhibitors about the waste system

• Limit products with packaging: (Avoid unnecessary packaging, prefer products in bulk, prefer concentrated products or wholesale packaging and recyclable packaging

• Use durable products rather than disposable products

• Get back the entire waste generated by the event on the itinerary and the site

• Include penalties for athletes throwing wastes out of areas of supply provided

Suppliers and Exhibitors

When organizing an event you will work with several different suppliers. And when having an Expo you will welcome various exhibitors. Bring them on board and make them support the sustainability of the event!

• Inform the exhibitors/ suppliers of your strategy of sustainability and get to know their practices before choosing a partner.

• Whereever possible choose suppliers of products made of recycled or recycable material

• Communicate the waste system and ask them to respect it

• Ask your exhibitors to print their broschures on recycled paper and double-sided

• Have them make a close planning of what is really needed to be brought to the event and ask them to take away what they didn't hand out

• Suggest they give away items that are made from recycled materials, durable, reusable, etc.

• Minimise the use of costly new packing supplies by reusing boxes and packing materials.

Communication on sustainability

One thing is to act sustainable- the other thing is to communicate on it to get the people involved and make them.

• Communicate via your media channels website and newsletter on your concept to create awareness before the event and get the people involved to support it

• Inform and educate your staff on your sustainability concept and actions by briefing the team leaders and let them spread the message

• Set up a point of information about sustainability at event venue for spectators and athletes: this might be a separate booth or included in general info point.

• Bring in local associations to communicate on various specific themes of environment and health

Office

During the year while preparing the event you can already do a lot of things to reduce your impact on environment and act sustainable. Here are some...

• Minimise the use of paper: if not avoidable favour both-sided printing and use soy or vegetable-based inks and recycled, chlorine-free paper

• Minimise mailings and maximize the use of electronic documents

• Minimize travelling and favour phone and video conferences

• Make your elecrticity consumption as efficient as possible by using according appliances. Use daylight instead of turning on lights during the day.

This also applies for your "race office" during the event on site.