"Innovations" Case Studies: Recycling at Special Events

Challenges, Opportunities, and Tips

• How Local Governments Can Make a Difference
• Challenges and Opportunities in Implementation
• Tips for Replication

How Local Governments Can Make a Difference

As California communities strive to meet their 50 percent waste reduction goals as mandated by the IWMA, reducing waste from special events can have a measurable impact. The City of San Francisco is the host to thousands of sporting events, street fairs, festivals, and concerts annually. The millions of event attendees produce millions of pounds of discards. While not all communities host as many events, most communities host at least one or two events a year. Communities can establish programs and policies to assist event planners and venues recycle and reduce waste. Examples include:

Passing a local ordinance requiring special events recycling. San Francisco and New York City require special events recycling. San Francisco’s ordinance requires planners to submit a recycling plan with their permit application. This applies to street fairs, athletic events, or any other event requiring temporary use or occupancy of a public street at which beverages will be dispensed or a large amount of other materials will be generated.

New York City has a mandatory recycling ordinance that requires recycling in the city, including at all special events. The department of sanitation has issued rules setting requirements for different types of events. For example, the department requires the sponsors of the more than 5,000 street fairs held in the city each year to meet with a department staff member prior to the event to review recycling procedures.

The city requires all street fair recycling programs to collect, at a minimum, corrugated cardboard. At events in which vendors sell food and/or beverages, the program must also collect metal cans, glass bottles and jars, plastic bottles, and aluminum foil.

Banning the use of materials at special events for which recycling markets are weak or do not exist. By banning non-recyclable materials, communities can increase the proportion of waste available for recovery at special events. For example, Sonoma County, Calif., bans the use of polystyrene containers at all county-owned facilities. As a result of the ban, vendors and event organizers often choose recyclable paper and #1 and #2 plastic products in lieu of polystyrene products.

Increasing regulation on the use of single-use cups, plates, bowls, and cutlery in Germany has resulted in the creation of a new industry. Numerous German communities ban the use of some single-use products; others tax them heavily.

One company, Cup Concept, developed a returnable system using polycarbonate and polypropylene mugs, cups, champagne glasses, deep and flat plates, dishes, and cutlery suitable for use at outdoor events. Cup Concept supplies the reusable items, delivers them, collects them after the event, and washes them at centralized points. The company plans to extend its service area all over Germany and in neighboring countries.

Instituting incentives for special events that recycle. Even organizations not committed to recycling may decide to do so if they receive incentives. Communities that provide waste services may create an incentive for event organizers to recycle by offering discounted trash collection and disposal fees to events that recycle.

Communities that don’t provide waste services may be able to create an incentive through their permit process. For example, a community could require a recycling deposit when event organizers apply for a permit. The deposit could be refunded wholly or in part depending on the level of waste reduction achieved at the event.

Providing recycling services directly or partnering with another organization. Communities that provide residential and/or business recycling services may consider offering recycling services directly at special events, especially in areas not served by private companies. Communities that do not have the resources to provide services directly may be able to work with another organization that can provide recycling services.

For example, Corporations Support Recycling (CSR), a nonprofit private-sector organization, works in partnership with Canadian municipalities in Ontario to develop sustainable recycling and waste diversion systems. CSR operates the “Can Van” to support special events recycling. The van goes to special events in the metropolitan Toronto area. Students staffing the van set up a recycling display and recycling containers for used beverage containers.

Providing educational materials or hands-on assistance to event organizers or venue managers. New York City developed its “A Guide to Mandatory Recycling at New York City Street Fairs.” The booklet provides guidance to event organizers on New York City recycling requirements and a list of resources to help organizers implement programs.

Sonoma County, Calif., maintains a web site at http://www.recyclenow.org/b_specialevents.html with helpful hints for event planners and venue operators interested in organizing recycling at special events. The site also provides a list of service providers for special events recycling.

The City of Kansas City, Mo. co-sponsored a workshop on special events recycling and waste reduction along with the local electric utility company and an environmental organization. Area event organizers attended the workshop, held in October 1999.

Purchasing recycling equipment and making it available for rental or loan to event organizers. Purchasing recycling equipment may be too expensive for organizers of special events. Communities wishing to encourage special events recycling may be able to defray these costs by purchasing recycling equipment-such as containers and signs-and loaning or renting it to event organizers.

For example, the City of Linz, Austria, supports the use of reusables instead of disposables at special events. The city purchased two mobile trailer units equipped with dishwashing facilities. The city rents the trailers to organizers of small events. They are equipped with a supply of washable plates, cups, glasses, and cutlery.

Funding Mechanisms

In general, recycling at special events can be funded from the same source as solid waste collection and disposal.

Event organizers and venue managers may be able to defray program costs by applying for grants from State and local authorities and taking advantage of local programs offering equipment loans, education materials, technical assistance, and/or volunteer staff.

Another strategy event organizers could use is contacting local recycling companies. Haulers sometimes donate services in return for materials revenues and positive publicity.

Event organizers who successfully reduce waste disposal are often able to convert existing trash equipment for use in recycling programs, avoiding the need to invest in new equipment. Those who pay directly for trash services often realize large savings from avoided trash tip fees. The savings can outweigh total recycling program implementation costs.

Challenges and Opportunities in Implementation

Designing and implementing a special events recycling program takes a lot of lead time. Recycling organizers at annual events often start organizing efforts for the next year as soon as the previous year’s event has passed. Review previous years’ efforts and communicate with vendors, staff, and volunteers to identify potential improvements for the next event.

The need for visible and convenient recycling opportunities cannot be stressed too much. Identify recycling stations with large signs and banners. Use brightly colored bins to attract attention to them. At recycling stations, use eye-level signs, large print, and graphics on instructional signs.

Eliminating contamination in recycling containers is an ongoing challenge at special events. Many programs try to prevent contamination by having staff at every recycling station during the course of the event. If continuous staffing is not possible, staff must frequently check bins and remove contamination.

Once a bin becomes contaminated, it can quickly end up filled with trash because many people ignore signs and look into bins to see what should go into them.

Vendors may be reluctant to participate if recycling efforts will increase their labor needs or costs. To gain vendor buy-in, provide incentives. Include them in program planning, and share promotional opportunities with them.

Example: Organizers at the Iowa Festival recycling project asked vendors to substitute recyclable cups for non-recyclable #6 plastic cups. The recyclable cups each cost a few cents more but project staff negotiated a discount with recyclable cup manufacturers and shared the savings with vendors.

Recycling markets change from year to year. Event recyclers may discover recovery options for materials that were previously disposed; they may also identify opportunities to make product substitutions by keeping abreast of market developments.

Tips for Replication

• Begin planning recycling programs as early as possible.
• Involve vendors in the recycling program planning process.
• Try to collect materials that make up significant portions of the waste stream or that have high recovery value.
• Constantly look at waste being disposed to identify opportunities to increase recycling.
• Solicit volunteers to help with recycling and education efforts.
• If possible, reward volunteers with free event passes, T-shirts, and/or refreshments. Another option is making donations to volunteer organizations whose members help with recycling.
• Encourage the use of reusable and recyclable products in the place of non-recyclable goods.
• Locate recycling bins close to where waste is generated.
• Include recycling opportunities at every trash disposal location.
• Ensure recycling areas are well-marked and easy to use.
• Educate event staff, recycling program workers, vendors, and patrons about how to recycle and why it is important.

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Last updated: December 28, 2007