This webinar is a reminder of the environmental reporting requirements, plus a special focus on: how to make your event sustainable for organisations who produce and/or manage outdoor events.

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. 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. Housekeeping

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. 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. 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. 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. 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

10. 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

11. 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)

13. 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

14. 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

15. 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.)

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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