Tampa Bay Area Low-Waste Event Guide

Waste stations contain separate bins for each type of waste being generated at an event, including recycling, compost and trash. When all types of waste bins are together, it is easier for event attendees to properly get rid of all their waste items at one time.

Any waste bin by itself becomes a trash bin regardless of the label on it.

Make a plan for waste stations. If you already have an event map, include waste stations.

• Determine the number of waste stations.

• Determine locations.

• Assign volunteers to each station so they can guide attendees to place the right items in the right bins to prevent contamination. Train volunteers on what type of waste belongs in each bin.

• Designate one bin for each type of waste at each waste station.

• Order waste bins, liners (as needed) and signs if they are not provided by the venue (research any local rental opportunities to reduce waste).

• Label each container for proper use. Use standard recycling bin labels, which can be found at recycleacrossamerica.org/labels. Or, use pictures of the specific waste items generated at your event.

Determine how waste will be measured. Weigh waste using scales, use cubic yards to measure waste by volume or count the number of bags of waste. Reference this estimated material weight fact sheet for helpful conversions.

Coordinate with volunteers for the day of the event.

• Assign and schedule volunteers to each waste station to help attendees categorize their waste.

• Provide branding, like T-shirts or reusable name tags, to help event attendees identify volunteers.

• Provide training on what waste goes in which bin and why.

• Communicate how vendors and staff should get rid of their waste and remind them of event goals.

Event planners and coordinators should consider encouraging vendors to make individual plans to reduce the amount of waste the vendor produces. Communicate expectations for waste reduction to vendors at the earliest planning stages of the event. Consider hosting a virtual meeting with vendors to review low-waste event goals, share their individual plans, and have the opportunity to collaborate and improve their plans prior to the event. One option is to require that vendors use or not use specific items like foam packaging.

Incentivize vendors to reduce their waste by offering to promote their business. Examples include:

• Designate premier booth locations.

• Create vendor spotlights and recognition in advertising or marketing.

• Award vendors that meet certain criteria and share distinctions on social media. Award examples include low-waste certifications or challenges.

• Provide a small grant for purchasing compostable materials or a discount code with a local vendor partner for the event.

• Highlight low-waste vendors near the event entrance on digital signage or paper signage that can be reused or recycled.

• Offer VIP passes for vendors to share with key clients or guests.

• Develop partnerships with highly engaged vendors and work with partners at future events. Consider growing into a cohort of sustainable vendors.

• Waive or reduce vendor fees.

Reduce waste that comes along with serving food and drinks. Examples for ways to do this include:

• Offer refill stations for tap or filtered water instead of bottled water. Encourage participants to bring reusable water bottles. For example, water bottle refill stations could be as simple as water coolers or jugs with spouts or more robust like a WaterMonster station or Quench Buggy truck. Consider incorporating an incentive for attendees that bring a reusable water bottle such as a stamp that gives them a discount or raffle or activity entry.

• Serve finger food or buffet-style serving options to reduce the need for single-use cutlery.

• For pet-friendly events, encourage vendors to have water bowls.

Consider low-waste gifts and prizes for event attendees, such as digital gifts like free passes or discount codes, seed packets (ensure local or native) or other eco-friendly (compostable, recycled product, reusable) or practical items like reusable cutlery. Research promotional item or swag companies that have eco-friendly options. Check product material details before making your selection.

• Consider using a prize wheel or setting any swag items out in smaller batches to limit the number of items each individual can choose.

• Check with vendor company and ensure swag items are not individually wrapped which could lead to a significant waste or littering issue.

Consider alternatives to sharing information via paper handouts or signs.

• Instead of directional signs, use TVs or staff and volunteers to direct attendees.

• Consider replacing paper documents with digital surveys, sign-in sheets and event webpages instead of paper flyers. Use posters with QR codes to minimize handouts like maps. Consider assigning volunteers to a centralized event information table to help less tech-savvy attendees access digital information. If the use of paper is needed, minimize it by posting event information in centralized locations or one per table to reduce the copies needed, and encourage attendees to take a photo instead of the flyer to reduce waste.

Remember, avoiding unecessary products altogether is reducing waste and is aways the best option!

Sustainability Tip

Outdoor events during daylight hours come with the benefit of natural lighting. For events at night, LED lighting is preferable to other lighting options.

Donate leftover or unused food. For resources, see the Florida Food Recovery Resource Guide produced by the Florida Department of Agriculture. Check if there is a local fire station close-by as they have 24/7 operations and are always a good option for bringing leftover, good quality event food.

Use reusable tablecloths, service ware, plates, cutlery and decorations. Choose a venue that supplies reusable tablecloths, service ware and reusable decorations.

Choose multi-use decorations and event materials that are evergreen. For example:

• Reusable signage (e.g., without dates or locations, made with durable materials that can be reused in future years, with removable or replaceable pieces where sponsor/partner logos go so that they can be changed for future events)

• Reusable name tags Collect forgotten reusable goods post-event such as chairs, backpacks/bags, bottles, sunglasses, and more. Consider having a lost-and-found container or donate the found goods to charitable organizations.

Serve drinks in recyclable packaging like metal cans or plastic bottles.

Place a recycling bin next to each garbage can.

Choose a venue that has recycling bins and pick-up services.

Print signs on recycled paper or recyclable materials.

Currently, the Tampa Bay area has limited capacity for diverting food waste streams away from landfills.

Purchase compostable service ware and offer composting. Consider incorporating a bulk purchase of compostable service ware, cutlery, plates, cups, etc. into the event budget for vendors to use at the event (there may be municipal or local grants available for a bulk purchase or local opportunities to transition a cohort of businesses to use low-waste products). If composting is not available, consider paper alternatives and plastic as a last resort. Compostable items are typically not recyclable, except for clean, unlined paper products.

Tampa Bay Area compost companies include Suncoast Compost by Renuable and Renuable.

Sustainability Tip

Source local food, beverage, and product options.