THE CITY OF FREMANTLES

Sustainable Events Guideline

Why take steps towards a
sustainable event?
We live in a flourishing community
that values sustainability. The City of
Fremantle (The City) is renowned for
being a hub of amazing culture, arts,
entertainment and events. In keeping
with the value of sustainability this
guideline for sustainable events can
assist events organisers within The City
to reduce their footprint on the planet
and in our community.
Who these guidelines are for:
If you are an event organiser holding an event within
The City, this sustainable event guideline can assist you in
taking steps to make your event a more sustainable one.
The City has developed a set of minimum sustainability
standards / checklist that we are encouraging all events
producers to adhere to, to the best of their ability. This
guideline however outlines a process by which you as a
Fremantle event organiser might go beyond the minimum
standards, and strive towards making your event as
sustainable as possible.
Whether you are a small event producer or organising
a large festival these guidelines provide valuable action
steps across a range of events for you to take. The
categories within this guideline include: pre-event
planning, waste prevention, waste management and
disposal, sustainable procurement, energy and emissions,
water conservation, education/raising awareness and
post-event evaluation. They mirror international standards
for sustainable events management and will help you
achieve best practice.
In each section you will also find additional resources
where you can learn more and get more detailed
information on how to take further steps. Additionally, the
City will monitor events through the City, and each event
which complies with, or goes beyond than minimum
standards, will be able to participate in our annual
Sustainable events award.
Balancing costs:
Taking steps towards running a sustainable event does
not necessarily mean it will cost more. There are many
steps within this guideline that can actually save your
event money. There are also steps that require more of
an investment to make them possible. These cost savings
and added expenses can balance each other out. This
can give you more options for taking sustainable steps
that fit within your budget and to show your patrons
your commitment to sustainability.
Sustainable events are attractive to sponsors, grants and
other sources of funding. A sustainable event can be
leveraged to gain more financial support.
Every step counts
When planning an event and considering sustainable
elements to include, remember that every steps counts.
Running a sustainable event is not an all or nothing
equation. Whatever steps you take make a difference, and
can always be further improved upon in future events.
Pre-event planning THE CITY OF FREMANTLES
Sustainable Events Guideline 3
Why take this step:
Including sustainable elements in your event are best done from the initial planning stages of the event. This gives you
the greatest opportunity to incorporate as many sustainable elements as possible. Its important to get buy-in from
each stakeholder of the event production team from the outset. The following outline guides you through the steps
that can assist you in greening your event from the outset.

Steps How to
Incorporate Set up a meeting with event coordinators in the planning stages of the event to ensure
sustainability into that sustainability is included as a requirement and that all stakeholders understand
event planning their responsibilities under the Citys Sustainable Events Checklist.

Consider and discuss where waste and inefficiencies can be reduced in your event;
where sustainability initiatives can add value to the event; and where cost saving from
sustainable initiatives could be made.

Online promotions Set up a website/social media page for your event where people can access
information and further details, including information about your sustainability initiatives.
This can be an alternative to printed promotions and can help to reduce waste and
costs in turn.

Engagement and Consider whether any sustainable incentives or engagement tools can be established
incentives for this event? Example: reduced ticket price for sustainable transport or free drink
ticket for patrons bringing a reusable cup or bottle to the event?

Measure impacts Set up systems to be able to measure the impact of your event. If the event is to be
repeated these measurements can be used as a benchmark for improvement next
time.

Where to learn more:

Sustainable Event Management A practical Guide by Meegan Jones: www.Sustainableeventbook.com/
Event Legacy Guide by Sustainable Shoot Pacific: www.Sustainableeventbook.com/downloads/event-legacy-guide/
Create a Sustainable EventSustainable Events Checklist: www.specialevents.com.au/resources/Sustainableevents.html
Waste prevention THE CITY OF FREMANTLES
Sustainable Events Guideline 4
Why take these steps:
Prevention / Avoidance of waste is the most important step in the waste management of an event. If you can reduce
the amount of waste created then the task of waste management and disposal becomes easier. This step is also an
area where you can save money by reducing the unnecessary disposable/waste items.

Steps How to
Provide waste guidelines for Ensure that all stakeholders are aware of the waste policies for the event,
stall holders and vendors including no single use plastics, or polystyrene products.

Source recycled / reusable Aim to use items that are up-cycled, recycled and reusable when setting up
/ biodegradable event your event. Including building and promotional and other event production
production materials materials. Remember that hiring or borrowing is a simple way to ensure that
youre not adding to the production / consumption / waste cycle.

Raise awareness about waste In promotional material indicate that your event is a waste wise event. During
initiatives. the event use PA announcements and signage to indicate how the event is
being waste wise and where people can contribute.

Where to learn more:

Waste Wise Events: www.wasteauthority.wa.gov.au/publications/waste-wise-events
Reducing Food Waste: www.Sustainableeventbook.com/reducing-food-waste-at-events/
Event Waste Toolkit: www.ecorecycle.sustainability.vic.gov.au/resources/documents/WWE_Toolkit_%28Full_Version%29.pdf
Climatewave Stallholders Sustainability Guidelines example: www.climatewave.com/stall-holder-guidelines/
Save your event from bottled water: documents.foodandwaterwatch.org/doc/CuratorGuide.pdf
Waste management & disposal THE CITY OF FREMANTLES
Sustainable Events Guideline 5
Why take these steps:
Waste creation can be one of the largest footprints of an event, and is certainly the most noticeable. Ensuring you
have adequate bins for recycling, general waste, and even food waste can allow the opportunity for waste to be
diverted from landfill, however these must all be managed carefully with patrons to ensure that minimal contamination
occurs. The following steps on waste management and disposal when combined with the previous waste prevention /
avoidance steps can help you to create a wicked waste wise event.

Steps How to
Calculate the right number Use an estimation of the space you are covering and the attendance you
of bins. expect. Bins should be between 710 metres apart (or less). Reduce the space
between bin stations for more high traffic areas.

Placement of the bins Recycling and landfill waste bins need to be placed side by side with the lids
closed. This encourages people to stop, think and make a decision before
placing something in a bin. Place bins close to food stall areas where more
waste is created.

Effective signage for bins Have large clear signs that indicate what goes in each bin. Putting these above
the bins at eye level is most effective.

Get eco-waste volunteers Where possible, have volunteers monitor bin stations to assist patrons in
to monitor bins and pick up correctly separating their waste into the right bin and also monitoring when
litter on site. the bin is full. There are a range of volunteer groups who can help with this.

Segregating for food waste Where possible, create a third waste stream for food waste and donate the
scraps to a community gardens or a compost facility to be disposed of.

Ensure waste gets separated Have two skip bins (depending on the size of event) to separate recycling from
for collection landfill waste, to ensure that they are disposed of appropriately. Ensure you
know exactly where your waste will be handled and how it will be processed /
reprocessed.

Where to learn more:

Waste Wise Events: www.wasteauthority.wa.gov.au/publications/waste-wise-events
Event Waste Toolkit: www.ecorecycle.sustainability.vic.gov.au/resources/documents/WWE_Toolkit_%28Full_Version%29.pdf
Sustainable procurement THE CITY OF FREMANTLES
Sustainable Events Guideline 6
Why take these steps:
The decisions we make when we purchase something have many extended impacts on environment and society.
By making informed and sustainable choices, and educating your supply chain when purchasing supplies for an event,
you can reduce your events negative environmental impacts. These steps provide an initial process for sustainable
procurement for your event.

Steps How to
Create a list of necessary Have a comprehensive list of what is needed for your event. This gives you a
supplies starting point for sourcing sustainable options and for considering whether
purchasing decisions are necessary / vital or could be reconsidered in the
context of a sustainable event.

Establish which sustainable Procurement factors to consider include: ethical, environmental, seasonal,
procurement areas are a sustainably harvested, low toxicity, local, social enterprise, and waste reduced.
requirement for your event.

Rent, re-use and recycle Establish if any items can be hired, borrowed, re-used or recycled. Why
purchase new if an alternative is available to you?

Event stallholders Provide a policy or procedure for event stall holders and vendors with
procurement policy / procurement standards to abide by. Recognise the efforts of stallholders that
procedure make a commitment to sustainable procurement.

Local staff and stall holders Where possible recruit staff and volunteers for your event from the local
community. Sourcing local sustainable businesses for vendors and catering is
another way to improve your procurement and ensure you can fully manage
your supply chain.

Where to learn more:

Sustainable Procurement Guide: www.juliesbicycle.com/files/Julies-Bicycle-Procurement-Guide-2015.pdf
Sustainable Procurement: zerowasteevents.ca/Sustainable_procurement
Food and Sustainable Procurement: www.juliesbicycle.com/resources/food-factsheet
Sustainable Merchandise: www.juliesbicycle.com/resources/merchandise-factsheet
Energy and emissions THE CITY OF FREMANTLES
Sustainable Events Guideline 7
Why take these steps:
CO2 emissions and climate change are a major issue our society faces today. Taking actions to reduce an events
energy use and emissions output, means we are actively taking steps to reduce our contribution to climate change.
Each step you take to reduce carbon emissions is a step in the right direction. The City is a Carbon Neutral City and
having low emissions events aligns with the Citys strategy to reduce emissions both for council and community.

Steps How to
Determine what components Create a list of what will require power for the event and where possible
at the event will require calculate your usage. This can allow you to determine areas where power usage
power can be reduced.

Purchase sustainable power Contact your energy provider and request to purchase 100% sustainable
power for your event. If this is not possible consider a percentage of
sustainable power.

Look at alternative power Can your event be run off solar power or wind generation?
sources

Offset energy usage Use a carbon calculator to estimate emissions from the event.
These can be offset with local tree planning schemes.

Where to learn more:

Carbon Neutral: carbonneutral.com.au/
Sustainable Power Synergy: www.synergy.net.au/at_home/goSustainable.xhtml
Sustainable Power - How to: www.Sustainablepower.gov.au/Events/SustainablePower-Your-Event/
The Power Behind Festivals:
sustainable-event-alliance.org/wp-content/uploads/2010/11/Power-Behind-Festivals-Guide-2013_V1.2.pdf
Water THE CITY OF FREMANTLES
Sustainable Events Guideline 8
Why take these steps:
Water is a precious resource in Western Australia and we need to be actively conserving the water that we use. At
events this can take the form of taps, toilets, water features, and drinking water. There are many ways we can take
steps to conserve the amount of water we use. At a minimum, monitoring and being aware of how much water is
used is important.

Steps How to
Estimate water usage and List all of the water requirements for the event. Determine an estimation of
determine sources the number of attendees and how much water will be required for drinking,
stall holders and toilet facilities.

Water wise toilet facilities Use toilet facilities that are water wise, and have water efficient hand basins.
Use waterless urinals for men. Composting toilets are another option if health
permissions allow.

Reduce waste water Use environmentally sound cleaning products to avoid chemical contamination
contamination of wastewater.

Monitor water usage at the Monitor the amount of water usage during the event. Read the water meter
event at the source before the event and then again post event. This can be used as
benchmark for future events.

Where to learn more:

Water Management at outdoor events: www.juliesbicycle.com/resources/water-management-at-outdoor-events
Transport THE CITY OF FREMANTLES
Sustainable Events Guideline 9
Why take these steps:
Transportation to and from an event can be a major source of local road congestion. It is also a source of air pollution
and contributes to the overall emissions of the event. By taking steps to reduce the amount of car travel to and
from the event and by encouraging public transportation, biking and walking you can significantly reduce the negative
impacts from transportation to and around your event.

Steps How to
Promote sustainable Create incentives for patrons to arrive by public transport (and or other
transport sustainable transport modes) and communicate these options to attendees in
advance.

Promote walking and cycling Create a cycle to the event campaign, with bike parking and cycling incentives.

Discounts and parking access Create parking access incentives for cars that are at full capacity (carpooling
reduces GHG emissions).

Where to learn more:

Reduce Audience Emissions from Transport: www.juliesbicycle.com/resources/leisure-travel-factsheet
Audience Travel Guide: www.juliesbicycle.com/files/JB-GUIDE-Audience-Travel.pdf
Education & raising awareness THE CITY OF FREMANTLES
Sustainable Events Guideline 10
Why take these steps:
A major component of running a sustainable event is having the public and your patrons aware of the sustainable
measures that you took. In marketing your sustainability efforts well the public are more likely to support future
efforts that are made to improve the local environment and this leaves a positive legacy after your event is complete.

Additionally, events provide a major opportunity for raising the awareness of sustainability issues to the general public.
By communicating and raising awareness with patrons you create an active sustainability community which can help to
continue to promote and celebrate positive steps towards event sustainability.

Steps How to
Actively promote Promote sustainability initiatives to patrons and the public prior to, during and
after the event. Use digital media, announcements and direct communication
techniques to do this.

Create incentives Establish incentives for patrons to reduce waste, use public transport and learn
more about local environment and sustainability topics.

Look for support Use the sustainability initiatives of your event to gather support and
sponsorship for the event.

Support a local organisation Use your event to promote and financially support a local not-for-profit
organisation.

Where to learn more:

Communicating with your Audience: www.juliesbicycle.com/resources/communicating-with-your-audiences-guide
Post-event THE CITY OF FREMANTLES
Sustainable Events Guideline 11
Why take these steps:
You cant manage what you dont measure. Post event measurements are critical to determine what sustainable event
measures were effective and where improvements might be made. The following actions allow you to evaluate your
sustainable event efforts. This step is critical for events that are annual and can be improved upon for the next year.

Steps How to
Post event review Review each category of the event and establish the usage for water, waste,
power usage, emissions and transportation.

Record the amount of waste How many bins were used for recycling, landfill and compost. What is the
contamination rate of the bins?

Establish areas for Where can the event improve its environmental and social impact? What
improvement should be done better next time?

Submit your event for an The City is looking to support and encourage sustainable events. Submit your
award event for a sustainability award to be recognised publicly.

Where to learn more:

Sustainable Event Checklist: www.epa.vic.gov.au/our-work/publications/publication/2007/october/1181
Management Toolkit: www.semstoolkit.com/
Sustainable Event Awards: www.agreenerfestival.com/
Additional resources
for a sustainable event:
A Greener Festival: www.agreenerfestival.com
Sustainable Event Alliance: sustainable-event-alliance.org
Positive Impact Events: positiveimpactevents.com
Julies Bicycle Sustainable Event Resources: www.juliesbicycle.com
Greener Live Performances:
www.liveperformance.com.au/greener_live_performances/resources
Sustainable Event Management Toolkit: www.semstoolkit.com
Sustainable Venue Guide WA: www.sustainablevenueguide.org
To participate in the City of Fremantle
annual Sustainable Events Award
please send an Expression of Interest to
oneplanet@fremantle.wa.gov.au
This checklist produced by the City of
Fremantle in conjunction with The Green
Scene www.thegreenscene.com.au and
Jamie Van Jones www.jamievanjones.com/

Town Hall Centre, 8 William Street,

Fremantle WA 6160
PO Box 807, Fremantle WA 6959
T 08 9432 9999
F 08 9430 4634
TTY 08 94322 9777
www.fremantle.wa.gov.au/one-planet

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