Sustainable Event Guide

Reducing waste starts with thoughtful planning.

Reduce

• Question whether printed materials are necessary - use digital alternatives wherever possible.
• Only print what is genuinely required and for the correct number of attendees.
• Avoid unnecessary giveaways or “goodie bags” - make stand interactive and/or visually appealing to attract visitors to stand, rather than relying on giveaways. Have an awareness campaign/comms on why there are no giveaways.

Reuse

• Check existing stock before purchasing new items.
• Use the University’s Warp It reuse system to share and reuse items across departments.
• If you intend to use banners but current ones are out of date, CPS can re-wrap existing banners, don’t buy new.

Recycle

• Ensure clearly labelled recycling and waste bins are available at your event.
• Extra bins can be requested via porters@reading.ac.uk.
• For larger waste requirements, contact waste@reading.ac.uk.
• Familiarise yourself with what can and cannot be recycled on campus by visiting the recycling page.

Decorations & Materials

• Avoid single-use or disposable decorations.
• Do not use confetti or materials that are difficult to clean up.
• Aim to leave the venue cleaner than you found it.
• If using decorations, make sure they can be easily removed.
• Avoid using tape or other adhesives that can damage surfaces.

Giveaways

• If you absolutely must give away items, ensure they are as sustainable as possible (re-useable and recyclable, or consumable fairtrade food gifts).
• Only give freebies to those who truly engage in the topic.
• Consider having a range of give-away options and allow people to choose the item that they will most benefit. from/use (if they take something and don’t use it, that’s complete waste!).
• Consider having only one larger give away item with a raffle to enter to win, rather than giving gifts to all.
• Avoid bespoke gifts (e.g. no dates, event name, location etc.) so any left over can be used elsewhere.

Travel is often one of the biggest contributors to an event’s carbon footprint.

• Consider whether all travel is necessary and whether local speakers or attendees can be prioritised.
• Offer online or hybrid attendance where appropriate.
• Encourage walking, cycling and public transport in event communications, with the most sustainable options at the top.
• Share links to the University’s sustainable travel guidance so attendees can plan low-carbon journeys.

Choosing the right space and using it efficiently can significantly reduce energy use.

Venue Selection

• Book a room that is appropriately sized for your event - avoid heating or lighting unnecessarily large spaces.

Energy Use

• Switch off lights, AV equipment and other electrical items when not in use or when leaving the room.
• Close windows when heating is on.
• Heating is not on out of hours unless requested.
• If heating is needed outside normal hours, submit a WREN request to Estates.
• If your event finishes early, inform Estates so heating can be turned off.

Water Use

• Use refillable water stations and minimise bottled water consumption.

Sustainability responsibilities extend to everyone involved in your event.

• Ask contractors to avoid single-use items and bring reusable equipment where possible.
• Ensure contractors understand the University’s recycling systems.
• Request that equipment is switched off when not in use to save energy and water.
• Reduce vehicle travel where possible (e.g. grouping deliveries on to one vehicle and carpooling).
• Contractors using chemicals or fuels must bring appropriate spill kits and follow environmental procedures - If there is a spill, they need to clear it up; but also make sure it's reported by following the environmental incident procedure. If you or the contractor are having problems clearing it up, contact Estates on x7000 (8am-4pm) or Security on x7799 (out of hours) promptly for help.
• For new smaller suppliers, check with procurement if they can be added if they offer a more sustainable and cost-effective service - often they can be added without needing a tender, especially if the contract value is low.
• Ask questions to suppliers and push for more sustainable practices (we can often use our influence with others more than we think but we need to ask the right questions and encourage the right behaviours).
• Share UoR’s sustainable values and ask suppliers to commit to working in line with these upfront.

Clear communication helps attendees play their part.

• Highlight your sustainable actions in invitations, programmes and signage.
• Encourage behaviours such as bringing reusable bottles and using correct bins.
• Share links to relevant sustainability resources (e.g. travel and recycling guidance).
• Use the ready-to-use sustainable events statements  to make communication easy and consistent.