Specialist advice: Outdoor Events


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A reminder of the environmental reporting requirements including how to add new data to the IG Tools, plus a special focus on : How to make your event sustainable for organisations who produce and/or manage outdoor events.

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  • Just introduced due to popular demand two additional webinars focusing on IG Tools training i.e. how to use the IG Tools for data reporting & for indicating that you have a policy and action planDates: 23rd April 12:30-13:30 AND 7th May 12:30-13:30More information and to register go to: http://www.juliesbicycle.com/resources/ace-npos/Webinars-2014
  • ArtsCouncil Englandannual submission - Portal opens 1stMay and closes 13th June 2014.
  • Grants for the Arts – grant from Arts Council England for Julie's Bicycle to look at future sustainability challenges and opportunities, and further tailor our current online resources and events to artform needs. This programme is open to all organisations, not just NPOs, MPMs, etc. The first art form specific event taking place for Literature on June 25th, followed by Visual Arts in autumn. More information can be found on our website - these events will be covering activities unique to each artform, signposting them to the basic resources available and envisioning what the future might look like for each. We’re also redeveloping the Julie’s Bicycle website as part of Grants for the Arts so any feedback on functionality people would like to see is welcome.Sustaining Creativity – a series of conversations and events led by Julie’s Bicycle exploring environmental challenges, drivers of change, and the opportunities that transformative solutions offer to the creative community.  Building on a survey of over 300 arts leaders late last year, our themes are: (i) value (ii) digital economy (iii) circular economy. We will be sharing survey findings and exploring the themes at an event in London in late May 2014.www.juliesbicycle.com/Sustaining-Creativity Culture Change - is a new initiative providing free support on environmental sustainability to creative organisations in the East of England. Led by the Royal Opera House in partnership with Julie's Bicycle, Creative and Cultural Skills, Thurrock Council and High House Production Park, the programme aims to build a more sustainable region through a mixture of one-to-one business support as well as events, workshops and networking opportunities.www.juliesbicycle.com/culture-change
  • Sustaining Great Art – Environmental Report Year 1 (2012/13), Results and Highlightshttp://www.artscouncil.org.uk/media/uploads/pdf/Sustaining-Great-Art.pdfEngagement:90% of organisations engaged with Julie’s Bicycle (635 / 704) 704 = 681 NPOs; 16 MPMs - 96 individual organisations; 7 Bridge87% (615) registered on the IG Tools;66% (463) submitted an environmental policy;61% (431) submitted an environmental plan;34% (241) participated in one of the 2012 national roadshow workshops;22% (154) participated in a webinar and;55% (354) responded to the first year evaluation survey2) Carbon impact:397 organisations provided us with good quality data on energy and water that we could use in the analysis: 301 buildings and 231 officesOutdoor events Apr12-Mar13 were excluded as data was insufficient or unreliableData from these 397 organisations were responsible for 94,000 tonnes CO2e Equal to the annual energy use of 20,000 UK householdsCultural buildings made up 92% of footprint & Offices 8%No waste or travel data is includedElectricity use was the main source of emissions, making up over half of the total, whereas water use made up less than 1%. The rest was gas.Even though water use was insignificant in carbon terms, 782 million litres of water were used = 1 billion bottles of wine OR~20M 5 minute showers OR~10M regular baths Equal to an energy spend of £21M, calculated based on actual energy use + DECC annual average tariffs for 2013 – 11p for electricity and 3p for gasFollowing data was considered either insufficient or unreliable: venues and office data covering less than a 12 month period; estimated home office data data > double < half JB & CIBSE benchmarks.Assuming similar conditions and behaviour, if this footprint was extrapolated to include all 704 organisations in the portfolio it would be responsible for 121,000 tonnes CO2e (not significantly higher than the footprint for the 397as most larger organisations already captured)3) Carbon and cash savings:62 cultural buildings out of a total 301 which provided reliable data, provided more than one year’s worth of data which went beyond the minimum requirements. Of 62, 69% reduced carbon emissions overall (from energy and water). Combined carbon savings from energy use only were ~4,000 tonnes CO2e, representing a cash saving of ~£810,000. If this level of savings were achieved across all 301cultural buildings it would represent a total ~13,000 tonnes carbon saving and ~£3 Million energy bill reduction. This is just the tip of the iceberg when considering that there are an estimated 16,000 cultural buildings in the UK. Calculations based on actual energy use & average tariffs DECC – LX 11p/kWh and gas 3p/kWh4) Carbon footprint by artform and by region- Artform:The MPM average stands out, as this is an average for 16 umbrella organisations comprising 96 individual museums and galleries, many of which have large energy hungry buildings. Also MPMs had the highest levels of reporting of all artforms. Average carbon footprint across all artforms is 255 tonnes CO2e.Region: The West Midlands have the highest average as that is where a large number of big organisations are based.Average carbon footprint across all regions is 313 tonnes CO2e.
  • Note: Reporting on energy on the IG Tools is an Arts Council England environmental reporting requirementOutdoor event energy benchmark: An average of 0.5 litres of diesel per person per day (pppd) for large events and 0.273 litres diesel pppd for small-medium festivals is the best available benchmark in the UK for what is ‘normal’ or average fuel consumption at festivals. Target: You could aim to match this if you do not already, or if you have information from the previous year, aim to reduce fuel use by 10%.Total audience days: Number of people attending event x number of days attending / total litres of diesel usedEvery user: trader, lighting, PA, bars, offices, etc.
  • Note: Reporting on water on the IG Tools is an Arts Council England environmental reporting requirementThings to consider include:audiences (drinking water)artists (stage water, backstage catering)traderstoiletsShowers (if camping)CrewBenefits of water conservation:reduced quantity of waste water required to be removed from sitereduced costs associated with removal, transport and disposal of waste waterreduced traffic movement onsite in managing waste waterreduced environmental impact of your event by consuming lesspositive audience perceptionsreduced water consumption costs (if applicable)Staff & supply chain engagement is key to implementing changes and future-proofing your organisation or event. Staff and supply chainneed to be consulted before, during and after any changes are made, in order to ensure support and co-operation and effective implementation, alongside senior management support.We have a separate guide to staff and on supply chain engagement, available on our website (http://www.juliesbicycle.com/resources/practical-guides)
  • Example: ShambalaBring a Bottle 2014ShambalaFestival banned the sale of bottled water onsite and asked all festivalgoers, artists and staff to bring a reusable bottle with them, as well as selling reusable bottles onsite. The festival increased the number of taps onsite in order to ensure an adequate supply of drinking water. They also introduced re-usable, washable cups on all of their bars, for which they charged a £1 levy to ensure the glasses' return. Circa 100,000 plastic bar cups (various sizes) and circa 10,000 plastic water bottles were prevented from being used once and thrown away or recycled, and from the bar cups initiative alone, one tonne of plastic was saved.
  • Waste benchmark:The amount of waste typically varies between 3 - 7Kg per person per day depending on the type of event (Ed Cook)Example: Reusable cupsThe manufacturing of a reusable cup is around 2.5 times lessenvironmental friendly than manufacturing one single use cup. However, the Open Air St Gallen festival recorded reusable cups being used an average of seven times, making reusable cups significantly more sustainable than single-use, throwaway cups.Collaboration:Faresharefoodcollections for leftovers (http://www.fareshare.org.uk)
  • Julie’s Bicycle Green Arts Marketplace: http://www.greenartsmarketplace.com
  • LIFT - London International Festival of Theatre
  • MIF is the world’s first festival of original, new work and special events, and takes place biennially in Manchester, UKIt has made a significant commitment to reducing the environmental impacts of both office operations and the eventAudience engagement and education: Biospheric project: attracted 2,375 visitors for talks, tours and workshopsEdible planters: for the Festival Square that then went on to Dig The CityOther: 2,447 people participated in MIF Creative and MIF Learning Programmes
  • Green team and green champion for both event and officeMCLEF grew out of a desire to promote and share good environmental practice, and the recognition that good practice can be significantly enabled by working collaboratively
  • Specialist advice: Outdoor Events

    1. 1. WEBINAR STARTING AT 11AM Today‟s Topic: Specialist advice: Outdoor Events Julie’s Bicycle is a registered charity: England and Wales no. 1153441.
    2. 2. Specialist advice: Outdoor Events A reminder of the environmental reporting requirements including how to add new data to the IG Tools, plus a special focus on: How to make your event sustainable for organisations who produce and/or manage outdoor events. Christina Tsiarta and Luke Ramsay– Julie‟s Bicycle
    3. 3. Housekeeping
    4. 4. Webinar Series • Weekly webinars for NPO, Bridge and MPM • Now until May 13nd (reporting deadline is May 30th) – Basic training – Specialist advice depending on type of organisation • Venues and Cultural Buildings • Offices • Outdoor Events – Taking it further • Touring • Productions and Exhibitions • Communicating success • Staff engagement
    5. 5. Environmental reporting: the basics 02/04/14 Updating Environmental Policy and Action Plan 02/04/14 Specialist advice: Cultural Buildings and Venues 09/04/14 Specialist advice: Offices 09/04/14 Environmental reporting: the basics 16/04/14 Updating Environmental Policy and Action Plan 16/04/14 Specialist advice: Outdoor Events 23/04/14 IG Tools Training 23/04/14 Going further: Sustainable Touring 30/04/14 Going further: Sustainable Productions and Exhibitions 30/04/14 Communicating success: how to effectively communicate your initiatives and stories 07/05/14 IG Tools Training 07/05/14 Staff engagement: planning, engaging, acting and maintaining momentum 14/05/2014 To register: http://www.juliesbicycle.com/resources/ace-npos/Webinars-2014
    6. 6. Today‟s agenda • Introduction to Julie‟s Bicycle • Environmental reporting requirements – a reminder • Environmental reporting results from 2012/13 • Top tips for Outdoor Events • Energy • Water • Waste • Travel • Procurement & Merchandise • Case studies • Support and resources • Trouble shooting Q&A
    7. 7. 3-year partnership with Arts Council England to support major funded organisations – 2012 to 2015 Julie‟s Bicycle Research Networks Consultancy Resources Training Events Thought Leadership
    8. 8. Arts Council Requirements 1. Update your environmental policy and action plan. – Notify us using the IG Tools 2. Collecting data on energy and water use from April 2013 to March 2014 – Submit using the IG Tools Reporting deadline: 30th May 2014
    9. 9. Input 2013/2014 data &review results Policy & Action Plan update Notify JB by 30th May via IG Tools Include in Annual submission Process TO DO NOW
    10. 10. Julie‟s Bicycle Support Rest of 2014 • 2nd webinar series: 11 webinars • Third annual roadshow in winter 2014 • Continuous phone & email support with data entry, EP, AP Other relevant work • Grants for the Arts programme • Sustaining Creativity • Culture Change (East)
    11. 11. Top tips - Energy 1. Decide what you want to achieve (IG Tools - baseline) 2. Reduce power demand – Switch off and switch to LEDs – Plan in detail actual requirements by every user – Prepare a power reduction policy and disseminate – Encourage contractors to use energy efficient equipment – Consider how the price structure can affect demand 3. Rationalise no. of generators used: layout & size 4. Increase use of low/zero carbon energy or hybrid systems e.g. WVO biodiesel, solar, kinetic 5. Structure contracts to encourage efficiency
    12. 12. Top tips - Water 1. Manage water efficiently – Include in planning: infrastructure & comms – Water recycling e.g. grey water for flushing & irrigation – Ensure plenty of accessible points for refilling – Provide central standpipes rather than a water supply to each vendor – Reduce water pressure on taps, hoses and standpipes & taps with an automatic stop mechanism – Use organic dust suppressant additives instead of water – Use alcohol free hand sanitiser dispensers instead of soap and taps – Use „nipples‟ instead of taps for hand washing
    13. 13. Top tips – Water cont. 2. Manage sewage effectively & avoid pollution – Traders/Visitors to use ecofriendly products – Use biological rather than chemical treatments for toilets e.g. water free toilets, compost toilets, water-free urinals, low toxicity & formaldehyde-free toilets – Monitor to avoid spills and contamination – Separate fats and oils to avoid contamination – If disposing, ensure at least 100m from a waterway 3. Monitor usage – Use the IG Tools for reporting (water meter/invoices) – Set targets for next event (S.M.A.R.T.)
    14. 14. Top tips - Waste 1. Work with contractors and traders • Stock only reusable/compostable cups, containers, plates and cutlery • Minimise packaging (contractual clauses) • Use bulk dispensing rather than single sachets (e.g. sugar, salt) • No drinking straws, plastic bags and polystyrene packaging • Ban bottled water on site: provide reusable bottles to staff, crew and artists & sell as merchandise for audience • Require recycling contractually and monitor • Clearly label bulk bins • Introduce composting for food waste • Train staff & contractors 2. Monitor waste, composition and disposal • Use the IG Tools for reporting
    15. 15. Top tips – Waste cont. 3. Address ticketing & merchandise • Commit to paperless registration, ticketing and confirmations • Communicate all info online and via email • Reduce the amount of printed materials used for promotion • Restrict giveaways and samples and ban advertising flyers • Ensure all sponsors and NGOs meet your guidelines 4. Engage with audience • Communicate creatively and incentivise e.g. competitions • Clearly label bins and use eye level and overhead signs • Plan bin placement and logistics in detail to ensure visibility • Cover bins with a lid to minimise contamination • Discourage littering with abandoned tents and gear if camping • Provide butt collection facilities • Use volunteers
    16. 16. Top tips - Travel 1. Staff travel – Use bikes and/or electric buggies on site – Encourage public transportation/bikes to get to and from site 2. Audience travel – Run competitions & provide incentives to audience e.g. preferential car parking if fully occupied; preferential tent location if using public transportation 3. Production travel – Use local kits and hire locally – Rationalise production travel to minimise no. of journeys 4. All – Use IG Tools for reporting
    17. 17. Tops tips – Procurement & Merchandise 1. Reduce consumption & reuse 2. Create a sustainable procurement policy 3. Incorporate green purchasing criteria in contracts with traders 4. Source sustainably e.g. FSC timber, organic/local food, Faitrade, environmentally friendly cleaning products, energy efficient equipment (A or A+ or A++), low energy light-bulbs, recycled material 5. Use merchandise with certification e.g. Carbon Reduction Label, Oeko-Tex Standard 100, Fair Wear Foundation, Fairtrade 6. Use the Julie‟s Bicycle Green Arts Marketplace
    18. 18. Case study: LIFT “Aims to become exemplar organisation in the cultural sector, leading the way in the fight against climate change” Programming: Sustainability pilot: 66 minutes in Damascus Partnerships: Imagine 2020 EU climate change network Staff engagement: Travel, energy, waste Supply chain engagement: Participating venues & artists
    19. 19. Case study: Manchester International Festival (MIF) Festival • First festival to be BS 8901 (now ISO 12121) certified • Recipient of A Greener Festival award • 2013 Festival: - Only 1% of waste to landfill (recycling & compostable tableware) - Used electric & hybrid cars for artist & staff transportation - Used donated carpet made from recycled yarn - All marketing material printed on FSC certified stock - Used 262 Greater Manchester suppliers - 92% of sets and props were recycled and reused - Used upcycled furniture designs from locals and students - Engaged and educated its audience
    20. 20. Case study: MIF cont. Office – Power efficient laptops => 18% electricity use – Recycling paper, card and plastic & old IT equipment – B&W and double-sided as default for printing – Skype and video conferencing used – 3 shared bikes for MIF staff and Cycle to work scheme – Promoting environmental objectives via media and website – Using recycled pop up banners – Using email for most mailings, press releases and images • Green team and green champion • Member of the Manchester Cultural Leaders‟ Environmental Forum (MCLEF), facilitated by Julie‟s Bicycle
    21. 21. Further support • http://www.juliesbicycle.com/resources • Power Behind Festivals Guide • Guides on energy, water and waste for outdoor events – out soon! • Other guides and factsheets • Case studies of best practice • IG Tools „how to‟ videos • Environmental Policy and Action Plan Guidelines and examples • Further webinars & recordings • Phone & email support
    22. 22. Thank you - Any questions? • Reporting deadline: 30th May 2014 • Allow 4 – 6 weeks for reporting cycle to take place within • support@juliesbicycle.com • www.juliesbicycle.com