Recycling and Waste Reduction Tips for Festivals and Fairs

Thoughtful planning and thorough knowledge of the site and its workings are at the heart of a successful event waste reduction and recycling program. The tips in this section reflect many of the features that successful programs have in common.

Plan Early

Consider waste reduction and recycling in purchases and procurements.

  • Specify waste reduction and recycling responsibilities in service contracts and job descriptions.
    • Recycling responsibilities added after agreements have been finalized may be seen as less important as the responsibilities that are spelled out in contracts.
  • Choose materials that can be reused or recycled.
    • Know the materials that recycling haulers accept.
    • Some events require vendors to use only food and drink containers that are compatible with the event’s recycling program.
    • Often a material that is not typically recycled can be marketed for recycling if very large, well separated quantities are produced. In order to have a marketable quantity of foam cups, plates and bowls, the Minnesota State Fair required all vendors to use serving ware bought and resold by the Fair. Note that the quantities needed to market a special material are often prohibitively large.
    • Purchase durable signs and displays that can be used year after year. Craft the messages to be relevant in future years and make storage plans for the materials.
    • Souvenir cups can be used at the festival and taken home for reuse by customers. Not only does this eliminate a quantity of waste at the event; the cups are a year-round advertisement for the event.
  • Refine purchasing to reduce excesses that are discarded after the event.
    • Forgo lids, bags and other “to-go” packaging. Most food and drink purchases are consumed at the event.
    • Refine quantities of printed publicity materials and schedules. Check distribution points to see how much is left after the event and alter the printing quantities or choose more productive distribution methods for next time.
    • Evaluate things that have a short useful life. Would they be missed if they weren’t purchased in the first place?
    • Ask vendors to take returns of unused materials such as plastic liner bags and unopened beverage cans and bottles.
  • Allow time to compare prices, gather bids and negotiate.
    • The terms of waste and recycling hauling agreements vary widely. This is not only because of changing markets for the materials, but what their customers will tolerate.
    • View the contract considerations tools and tips for involving haulers provided in this guide.
    • Ask for references when hiring recycling haulers and grounds crews that will have recycling responsibilities, and allow time to check them. Don’t miss the opportunity to ask the references for their insights about making recycling work.
    • Some communities and organizations have recycling receptacles for loan or rent; these are often allocated on a first come, first served basis so investigate early.

Enlist help in crafting the plans

  • Find municipal recycling coordinators and environmental organizations that offer support.
    • Some communities have equipment and services for loan or hire. Others provide information and advice.
    • Check the Resource List section of this guide.
  • Ask for advice from your festival insiders.
    • Your own operations manager may have plenty of insights to help plan a smooth program.
    • Grounds crew members may notice what gets discarded at what event locations.
    • Note what the vendors plan to use as beverage containers to anticipate quantities of plastic bottles that will later be discarded at the site. And remember that plastic beer bottles are packed in cardboard, another material to recycle.
    • Get input from crew members when choosing recycling receptacles.
    • Ask publicity coordinators to help plan recycling signs that stand out while complementing the look and feel of the event.
  • Learn from the successes of others.
    • Read about a variety of programs featured in Case Studies.

Prepare Participants for their Roles.

  • Many organizations and individuals need information about the recycling and waste reduction plans and what is expected of them.
    • Communication occurs via requests for proposals, specifications, contracts, job descriptions, training, signs, on-site conversations and more.
  • Notify vendors and make sure they realize that their serving materials are a consideration for recycling – so they remember to notify you should they make any changes.
    • Visitors may direct questions about recycling to the vendors. Encourage vendors to inform servers so they can offer easy answers.
  • Train the grounds crew.
    • More information can be found in the section of this guide titled, Involving Cleaning Crews.
  • Plan to engage the public.
    • Check out the section titled, Involving the Public provided in this guide.

Choose Strategies to Suit the Event

Learn about the trash generated at your site

  • Assess the waste stream by considering what’s brought to the event for use at the site, reviewing waste hauling records -- and looking in dumpsters.
    • Check out the Knowing Your Trash ideas in this guide.
  • Use the facts about your trash to choose appropriate materials to recycle, reuse or reduce by using less in the first place.
    • Find strategy tips in the Knowing Your Trash part of this guide.
  • Consider the crowd traffic patterns and behaviors.
    • Pinpoint places where people will have items to discard. The perimeter of an eating area is a likely location, and visitors tend to drop off trash near exits.
    • Remember that people are more likely to recycle correctly if there are trash barrels right next to every recycling receptacle.
    • Note locations where recyclables may become contaminated with unrecyclable trash – near sweet corn stands and where product samples in small cups or wrappers are dispensed, for example.

Choose effective supplies and methods.

  • Choose bins that foster recycling participation and easy operations.
    • The Considering Containers section of this guide will help you make the right decision for your circumstances.
  • Make a maintenance plan that works efficiently for crew members and limits problems.
    • Get ideas in the section of this guide on Strategies for Involving Cleaning Crews.
  • Promote recycling to encourage participation and highlight the accomplishments.
    • There are many tips in the section titled, Involving the Public.

Plan for Prompt Trouble-shooting.

  • Appoint a recycling monitor who can identify and remedy problems quickly.
    • Assign the job to someone who won’t be drawn away by other demands.
  • Authorize others to assist in trouble-shooting.
    • Grounds crew members may be the first to spot problems and can solve them if trained and directed to do so.
  • Know how to solve common problems.
    • Most recycling problems can be solved by changing the positions of bins.
    • Learn more with the Trouble-shooting Tips provided in this guide – and share the tips with anyone in a position to help.

Evaluate and Refine Recycling and Waste Reduction

Ask participants for feedback.

  • Check in with vendors and crew members to hear their perspectives on the way the program worked.
    • Get constructive comments by asking the question, “Got any advice?”

Ask some visitors to give reactions.

  • Find out if the system was logical, the signs were clear, and their roles were convenient.
    • If the feedback can’t be used to refine the program immediately, put a record of the suggestions where they’ll be found when next year’s planning begins.
  • Keep a record of visitor testimonials.
    • Share appreciative comments with the event’s sponsors and partners.

Get numbers.

  • Record the weights and volumes of recyclables and trash. Estimate the volume of waste that was avoided by using less in the first place and choosing durable, reusable materials.
    • Use the calculators in this guide to help you crunch the numbers.
  • Keep track of costs and savings.
    • Some recycling services pay for materials at times when high prices are paid for the commodities.
    • Account for the savings in trash hauling and disposal costs. The calculators in this guide can help.

Make a Report.

  • An explanation of what was accomplished can help guide plans for the next event and document the successes.
    • Plug your information into the Report Maker provided in this guide and edit it to suit your needs.

Publicize Accomplishments.

  • Congratulate those who were involved and thank them for doing their part.
  • Get some recognition for a job well done
    • News about the effort’s success encourages event-goers to continue to participate in the future.
    • Use the Sample Press Releases located in this guide.

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