This document provides a step-by-step guideline for student clubs at the University of Adelaide to effectively plan and manage events while reducing their environmental impact. It outlines 20 key steps to consider when planning an event, from generating ideas to post-event waste management and cleaning. For each step, sustainability considerations are provided, such as choosing local and seasonal food/drinks, utilizing reusable serving items, encouraging active transportation to the event, and proper waste sorting. The goal is to help student clubs produce events in an environmentally responsible manner.

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Planning & Managing Events
An Environmentally Responsible Guideline
for
University of Adelaide Student Clubs

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What is this guide about?
This publication provides a step-by-step guideline for effective planning and management of
events with consideration of reducing the environmental impact of that event. Examples
have been given where possible to assist with the understanding of the effective execution
of the steps outlined.
Who should use this guide?
This guide has been created for the use of Adelaide University Union Student Clubs
however it may be utilised by any individual or group involved in events.
How to use the guide?
This guideline should be used at the inception of event planning and referenced throughout
the planning, management, execution and closure of the event.

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Contents
What is this guide about?................................................................................................................................ 2
Who should use this guide? ........................................................................................................................... 2
How to use the guide? ..................................................................................................................................... 2
Contents.......................................................................................................................................................... 3
Step-by-Step Guide........................................................................................................................................ 4
1. Your Idea......................................................................................................................................................... 4
2. Setting a Date ................................................................................................................................................. 4
3. Venue .............................................................................................................................................................. 4
4. Budget............................................................................................................................................................. 5
5. Schedule ......................................................................................................................................................... 5
6. Event Team..................................................................................................................................................... 5
7. Approvals ........................................................................................................................................................ 6
9. Food ................................................................................................................................................................ 6
8. Partner-ships................................................................................................................................................... 6
10. Drinks ............................................................................................................................................................ 7
11. Serving Food & Drinks.................................................................................................................................. 7
12. Sales & Giveaways....................................................................................................................................... 8
13. Equipment..................................................................................................................................................... 8
14. Volunteers..................................................................................................................................................... 9
15. Marketing & Promotion................................................................................................................................. 9
16. Transport....................................................................................................................................................... 9
17. Waste prior to event.................................................................................................................................... 10
18. Waste during Event .................................................................................................................................... 10
19. Waste post Event........................................................................................................................................ 11
20. Cleaning...................................................................................................................................................... 11
Quick Links ................................................................................................................................................... 12
Resources..................................................................................................................................................... 13
Feedback form.............................................................................................................................................. 15

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1. Your
Idea
Sustainability Considerations;
- Creating objectives for your event to reduce the
environmental impact.
- Making your objectives specific and measurable e.g. aim to
create eliminate waste to landfill throughout the duration of the
event.
- Describing strategies to reach this objective and distributing
to club e.g. any materials used must be recyclable.
3. Venue
Sustainability Considerations;
- Utilising natural ventilation and temperature control e.g.
pulling down the blinds during the Summer heat or opening
windows to provide air flow.
- Using the air conditioning sparingly; if possible set the air
conditioner to 24-25 degrees in Summer and 19-20 degrees
in Winter.
- Limiting air-conditioning during the set‐up and pack‐down
phase.
- Holding your event during the day or early evening in
order to utilise natural lighting.
- Holding your event outside to utilise natural light and
ventilation.
- Holding your event in a venue with renewable energy, the
university has 3 buildings currently hosting photovoltaic
panels;
 30 kW rooftop solar PV array Ingkarni Wardli on
North Terrace Campus.
 30 kW array to the Equine Performance and
Health Centre on Roseworthy Campus.
 10 kW array on the Waite Campus Children’s
Centre.
The date of the event must be
suitable for your club and event
team, it must also avoid clashes
and potentially leverage off
existing complementary events
or campaigns. University events
are listed on the website.
Sustainability Considerations;
- Mutually beneficial arrangements which support your
environmental objectives e.g. holding your club breakfast
event in National Vegetarian Week and providing vegetarian,
vegan and ethical choices for your attendees.
2. Setting
a Date
When choosing a venue, the
size and facilities must suit the
nature of the event. It must
provide adequate technologies
for the activities being
undertaken.
Keep in mind that on-campus
venues may need to be booked
online through the University or
the Adelaide University Union
(AUU).
Before starting your event
planning you should have a
strong concept and idea of what
you would like to achieve.
Step-by-Step Guide

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4. Budget
In forming a budget for your event, it is best to acquire a
number of quotes for any material or service costs
required.
You should also consider funding and grants
opportunities from the Adelaide University Union (AUU)
and the University itself. Councils and corporations often
have grants for youth-led initiatives, students and
events. You could also explore alternative funding
opportunities through crowd funding and others.
Sustainability Considerations;
Green initiatives can gain
funding through the University,
Ecoversity, Government bodies,
local councils and other
avenues; e.g. Zero Waste SA
Local Community Funding and
The Propeller Project.
5.
Schedule
To create an effective schedule it is recommended that
the planning considers the date of the event and works
back to the present day, major planning milestones
should be clearly documented.
As major milestones approach they should be broken
into smaller tasks and delegated to the appropriate team
member. It is recommended that the schedule be
documented and distributed to relevant individuals or
groups involved in the event.
Sustainability Considerations;
- Creating environmental or
sustainability focused
milestones and breaking these
down into tangible tasks.
- Scheduling events within
daylight hours to reduce the
need for artificial lighting.
6. Event
Team
The event team should be assembled once there is a
clear idea of the scale of the event and the people
required to carry out the tasks.
You should establish a consistent line of communication
to keep the team informed and engaged which may be a
Facebook group, email chain, regular meetings or
another channel.
Consider;
- Delegating responsibilities relevant to the tasks
required.
- Only conveying information needs to be conveyed to
team members.
Sustainability Considerations;
- Creating environmental or
sustainability focused
milestones and breaking these
down into tangible tasks.
- Schedule events for day time
to reduce the need for energy
consumption.

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7.
Approvals
There may be a number of University approvals required in order to host your event, this might
be for the venue, alcohol or food sales permits, ethics approvals, occupational health and
safety or insurances. To make sure your event will not be hindered by these factors, you can
check with the AUU. You should also gain your club members’ approval especially in relation to
decisions about budget.
8. Partner-
ships
The running of your event
might benefit from the input or
partnership of another club
with complementary
objectives or experiences.
Industry or community group
partnerships are also hugely
beneficial in gaining insight
into their experiences and to
increase attendance.
Sustainability Considerations;
- Contacting the other student clubs which are
environmentally or ethically focused to form partnerships,
ask advice, and assist with decisions or to access their
contacts.
9. Food
Sustainability Considerations;
- Food from local companies or local farmers
- Fresh food as it has less preservatives and processing
- Food with less packaging
- Reducing the amount of meat in the food provided
- Providing biodynamic food
- Providing organic food
- Providing Green certified products
- Providing Fairtrade certified food products, view the list of
Fairtrade products available from the University’s preferred
suppliers.
Consider after the event;
- Donating left over food to other clubs or events for their
consumption e.g. the Breakfast Club or other regular
events on your campus. You can find a list of events on the
AUU website.
- Donating left over perishable food to Ozharvest, they are
able to pick it up in the next 2-3 hours; this is considered
on a case-by-case basis. Ozharvest will need assurance
that any donated food has been handled safely.
- Any non-perishable food can be donated to Food Bank,
you can organise this through their website.
- Ensure that green bins are provided for food waste
disposal.
Organisation of food at your
event can be one of the major
steps of event planning; these
details should be confirmed at
least 1 week prior to the event.
You must consider the
requirements of your
attendees in regards to
allergies, religious and
personal preferences e.g.
vegetarian and halal food
options.
If charging attendees for food,
make sure to remember
enough coins and small notes
for change.

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11.
Serving
Food &
Drinks
You may need to purchase or
hire utensils which are
appropriate to serve your food
and drinks. This might include;
plates, cutlery, serving tongs,
bowls, cups, napkins and more.
Sustainability Considerations;
- Biodegradable plates and utensils, which can be
purchased at most retailers or ordered online e.g.
Woolworths or order online.
- Reusable plates and utensils provided by a club member or
on loan from another club.
-Depending on the venue, the required utensils can be made
available for you e.g. rooms hired at the University of
Adelaide Club.
- Serving food on large platters or in large containers.
- Purchasing some reusable items such as large platters for
all future events.
- Serving foods which don’t require utensils e.g. bite-sized or
finger foods such as fresh fruit slices, dips & crackers or
small sushi rolls.
- Purchasing condiments such as salt, pepper, sugar and
sauces in bulk instead of packaged single servings which
can be reused at future events.
- Having bulk water dispensers available to avoid purchases
of bottled water.
- Using jugs to serve drinks, these can be reused for future
events.
- Purchasing large bottles instead of separate servings e.g.
2 Litres of lemonade rather than individual cans.
- If serving beer consider a keg instead of separate cans.
- Bring a pen to label cups if using disposable cups.
10. Drinks
Remember that if you are
serving alcoholic drinks there
are processes to be followed in
accordance to the University
policy which can be viewed
online. You may require a
Liquor License.
Ask the AUU for more details
about this if you are unclear.
Sustainability Considerations;
- Positioning the event near refill station on campus
- Having water available and avoid selling bottled water
- Supplying drink products made by local companies
- Providing fresh drinks with less preservatives and
processing e.g. fruit juices
- Providing biodynamic drinks
- Providing organic drinks
- Providing Green certified drinks
- Providing Fairtrade certified drink products, view the list of
available Fairtrade products available from our preferred
office suppliers.

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Avoid
• Styrofoam cups or containers
• Plastic items, disposable utensils, plates, cups or crockery
• Image source; http://avoca37.org/13carissay/2013/03/17/a-city-without-styrofoam-mayor-bloombergs-ban-in-nyc/
Acceptable
• Biodegradable items, utensils, plates, cups or crockery
• Recycled or recyclable items
• Image source; http://eartheasy.com/all-occasion-veneerware-bamboo-utensils
Best
• Cloth napkins and tablecloths
• No utensils, plates, cups or crockery required
• Reusable items, able to be washed and used again
• http://www.brandonneffdesign.com/blog/?paged=3
You may wish to sell items at
your event or provide
giveaways for activities at your
event.
Sustainability Considerations;
If you are selling items or giving away prizes or gifts to
event attendees, opt for sustainable choices that are;
- Useful
- Reusable
- Recyclable
- Durable
- made from organic or recycled material
- Refer to resources section for companies specializing
in sustainable promotional material and gifts.
12. Sales
&
Giveaways
13.
Equipment
Your event might require the
hiring or purchasing of
equipment. The AUU hires
some equipment to clubs such
as BBQ’s, AV equipment,
marquees. You might also
consider hiring equipment from
various groups within the
university e.g. The University of
Adelaide Club, other student
clubs, or specific departments,
which might be related to your
club focus e.g. the Engineering
Student Clubs may acquire
equipment from the
Engineering faculty.
Using the online system you
can book equipment for your
event from the University or the
AUU.
Sustainability Considerations;
- Reducing energy by considering do you really need this
equipment for your event?
- Reducing standby energy consumption by turning off
electrical equipment when not in use, overhead
projectors, microphones, computers, slide projectors and
others.
- Purchasing an item which you are able to loan to other
clubs, this may act as a revenue stream as well.
- Using power strips to unplug equipment when not in use
e.g. music performances may require instruments,
lighting and audio equipment which is difficult to turn off
separately during the breaks.

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14.
Volunteers
15.
Marketing
&
Promotion
16.
Transport
In order to run your event
smoothly you may require the
assistance of volunteers for
various tasks.
Volunteers can also assist in
promoting your event around
campus on the day of the event.
Sustainability Considerations;
- Delegating volunteers to assist with waste streams to avoid
contamination e.g. to ensure recyclable items are not placed
in the landfill bin.
- Educating volunteers about different waste streams and what
product goes in each bin.
- Educating volunteers about other environmental aspects of
the event.
To ensure you have the desired
number of attendees at your
event and to reach your target
audience you should have a
strong marketing plan.
Consider;
- Marketing avenues available
to you via the various
university and AUU social
media streams.
- AUU, Clubs Association and
the University website event
calendars
- Ensure AUU and the
university know the event is on
to avoid clashes as this may
potentially affect attendance at
your event.
- Volunteers can also assist in
promoting your event around
campus on the day of the
event.
Sustainability Considerations;
- Avoiding physical promotional materials at the event and
prior to event e.g. paper flyers or posters.
- Making electronic copies of documents available if
appropriate.
- Ensuring any promotional or distributed materials or
decorations are reusable by avoiding reference to the date or
sponsors of the specific event.
- If printing is required make sure it is environmentally
friendly e.g. using recycled paper and vegetable-based inks.
- Using university resources and materials that are available
on campus to eliminate the need to buy decorations e.g.
Marketing and Communications can provide branded flags,
table cloths and pull-up banners.
- Ensure balloons are biodegradable and preference other
decorations that are easily stored and can be used again,
such as banners, flags, ribbon streamers, paper pon-pons, or
paper lanterns.
Your attendees will need to
transport themselves to your
event. There will be several
options for them however
increasing the amount of travel
options is ideal in order to
reach maximum attendance.
Sustainability Considerations;
- Encouraging attendees to walk and cycle to your event e.g.
providing maps and directions for accessing the venue via
cycling and walking routes.
- If your event is held on campus, make use of the available
downloadable walking and cycling guides: North Terrace
Campus Walking and Cycling Guide & Waite Campus Walking
and Cycling Guide.
- Promoting the use of public transportation to attendees e.g.
by providing directions on how to access the campus via bus,
train or tram.
- Encouraging carpooling e.g. by allowing attendees to view
invite list to organize carpooling with friends.

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17. Waste
prior to
event
18. Waste
during
Event
Your event is likely to produce
organic, recyclable and landfill
wastes. There must be an
adequate amount of bins
appropriately placed for the
quantity and types of waste
produced.
Consider;
- Reducing food packaging.
- Catering for the number of
people attending.
- Adequate advertising so that
attendees are aware not to
bring or purchase food or
drinks prior to the event.
- Ensure recycling, organic and
landfill waste streams are
available.
- Ensure different waste stream
bins are placed next to each
other to avoid contamination.
- Position event close to
relevant waste bins.
- Ensure attendees are aware of
the correct bin for their waste
e.g. colour coordinated bins
and adequate signage.
Sustainability Considerations;
- Creating reusable banners and signage for your club
events.
- Using University resources and materials that are
available on campus to eliminate the need to buy
decorations e.g. Marketing and Communications can
provide branded flags, table cloths and pull-up banners.
- Ensuring balloons are biodegradable and using
decorations that are easy to store and reusable e.g.
banners, flags, streamers and lanterns.
- Bins can be ordered through a Work Order Request
including recycling, organics and general.
- The Office of Sustainability can provide signage for
bins.
- For larger events the Office of Sustainability can assist
with creating a waste management strategy specifically
for your event.
- ZeroWaste SA website also has printable signage
available for bins.
There must be adequate
surveillance of waste to ensure
there are enough bins and that
they are appropriately placed
for the quantity and types of
waste produced. You may need
to empty the bins throughout
the day.
Sustainability Considerations;
- Delegating volunteers to guide and educate participants
throughout the event in appropriately separating waste.
- Monitoring the waste being disposed as contamination can
lead to entire recycling or organic bins going to landfill.
- Ensuring bins are not overflowing, emptying bins when
necessary.

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20.
Cleaning
19. Waste
post Event
The attendees at your event are
likely to create some litter. The
event team must ensure that no
litter is left behind after the
event.
Sustainability Considerations;
- Disposing of all litter and waste in appropriate bins
immediately after the event to avoid contamination
- Ensuring bins are not overflowing, emptying bins when
necessary.
Equipment, utensils and other
items will require cleaning
before and/or after the event.
Ensure you have considered all
items required to be cleaned.
Sustainability Considerations;
- Using environmentally friendly cleaning products e.g.
Earth Choice multipurpose spray or detergent.
- Only using cleaning products when necessary.

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Quick Links
Provided is a list of helpful links for your event planning and management.
 Book a room through the University; http://bookings.adelaide.edu.au/roombooking/
 Book a room through the Adelaide University Union (AUU); http://bookings.auu.org.au/
 University funding opportunities; http://www.alumni.adelaide.edu.au/s/923/interior-3-col-
norot.aspx?sid=923&gid=1&pgid=619
 List of AUU Student clubs; https://www.auu.org.au/Clubs/ClubList.aspx
 List of available Fairtrade products;
http://www.adelaide.edu.au/ecoversity/campus/purchasing/fairtrade/products/Fair_Trade_Product_Guide_2
014.pdf
 Events listed with the AUU; https://www.auu.org.au/Common/ContentWM.aspx?CID=98
 Donate left over perishable food to Ozharvest; https://www.ozharvest.org/give-a-little-love/donate-food/
 Check the University alcohol policy; http://www.adelaide.edu.au/policies/3703
 Organise a Liquor License; http://www.cbs.sa.gov.au/wcm/licensing-and-registration/liquor/
 Book equipment with the University;
http://www.adelaide.edu.au/infrastructure/campus_services/services/facilities/
 Book equipment with the AUU; http://bookings.auu.org.au/
 Organising marketing materials with the University; mailto:mc@adelaide.edu.au
 Order bins through a work order request;
http://www.adelaide.edu.au/infrastructure/campus_services/services/maintenance/
 Organise bin signage through the Office of Sustainability; mailto:ecoversity@adelaide.edu.au
 Events listed with the University; http://www.adelaide.edu.au/news/events/
 AUU Facebook page; https://www.facebook.com/adelaideuniversityunion
 University of Adelaide Facebook page; https://www.facebook.com/uniofadelaide
 Ecoversity Facebook page; https://www.facebook.com/Ecoverstiy

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Resources
 Sustainable Event Guideline, developed for the University of Adelaide by Ekaterina Schmidt is available on
the Ecoversity website; http://www.adelaide.edu.au/ecoversity/
 Ethical Code of Conduct for AUU Clubs developed for the Adelaide University Union by Jason Tran,
available on the AUU website; https://www.auu.org.au/
 Plant Based Packaging Solutions; www.biopak.com.au
 Eco Office Supplies; http://www.ecooffice.com.au/
 Australian Organic Food Directory; www.organicfooddirectory.com.au
 Australia’s Sustainable Seafood Guide; www.marineconservation.org.au
 The Truefood Guide; www.truefood.org.au/truefoodguide
 Zero Waste SA; zerowaste.sa.gov.au/events
 Cycle Instead online journey planner for Adelaide; maps.sa.gov.au/cycleinstead
 Carpool Australia; www.carpoolaustralia.com
 Free carpooling; www.adelaidecarpool.com.au.
 ETIKO sustainable wears; http://www.etiko.com.au/
 Ecopromotions environmentally-friendly promotional items; http://www.ecopromotions.com.au/
 EarthGreetings recycled calendars, greeting cards and party invitations; http://www.earthgreetings.com.au/
 South Australian green printing services;
o KeyStone Printing; http://www.keystoneprinting.com.au/adelaide-green-printing/adelaide-green-
printer.html
o Printtogether; http://www.printtogether.com.au/
o Printak; http://www.printak.com.au/
 Eco Party Box eco-friendly party products; http://www.ecopartybox.com.au/
 University waste and recycling information; http://www.adelaide.edu.au/ecoversity/campus/waste-recycle/
 Guides for successful budgeting and grants applications for clubs; 2014 club budget and planning pack -
UWA Sports

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Helpful Contacts
Ecoversity
Adelaide University Union
AUU reps for each campus
tracy.granger@adelaide.edu.au - said she would help promote the guideline to students on campus
Adelaide University Clubs Association
Author
Jacqui Storey
Sustainable Project Solutions
Em: jacqui.storey89@gmail.com
Ph: 0400014864
Editors
Quresh Vasanwala
Ekaterina Shmidt
Ecoversity
Adelaide University Union
Contributors
Adelaide University Film Society
Adelaide University Fair Trade Collective
Adelaide Uni French Club
The University of Adelaide Save the Children Student Action Group
Adelaide Wildlife Appreciation Group AWAG
Ecoversity
Adelaide University Union
References & Bibliography
1. Schmidt, E 2014, Sustainable Event Guideline, University of Adelaide, Adelaide, Australia.
2. Jones, M 2014, Sustainable Event Management; A Practical Guide, Second Edition, Earthscan, Sydney,
Australia.
3. Zero Waste SA 2014, Waste Minimisation Guide; Event and Venues, Government of South Australia,
Viewed on September 20 2014, < http://www.zerowaste.sa.gov.au/upload/resource-
centre/publications/events/2010%20EVENTS%20GUIDE.pdf>.
4. Brown University 2014, Step by Step Event Planning Guide, Nine Simple Steps to Planning Events at
Brown For Brown Faculty/Staff, Brown University, Viewed September 17 2014, <
http://www.brown.edu/Administration/Conference_Services/docs/Step_by_Step_planning_guide_STAFF.pd
f>.
5. Zero Waste SA 2005, Zero Waste Events: Event Waste Audits, Government of South Australia, Viewed
October 3 2014,
<http://www.zerowaste.sa.gov.au/upload/resources/publications/events/event_waste_audits_2.pdf>.
6. Vegetarian Victoria 2010, Eating Up The World, Australian Vegetarian Society, Viewed on September 20
2014, < http://www.veg-soc.org/cms/file_download/Eating_Up_The_World.pdf>.
7. ISO 2012, Sustainable Events with ISO 2012, International Organization for Standardization, Viewed
on September 20 2014, < http://www.iso.org/iso/sustainable_events_iso_2012.pdf>.
8. Hawkesbury City Council 2011, Sustainable Events Management, Hawkesbury City Council, Viewed on
October 4 2014, < http://www.hawkesbury.nsw.gov.au/__data/assets/pdf_file/0006/45492/ACTION-PLAN-
GUIDANCE.pdf>.

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Re-evaluation Form
We want your feedback so that we can continue to improve processes at the University of Adelaide and at
the Adelaide University Union. Please take the time to fill out this short form and we will take your much
appreciated feedback on board.
Yes/No
Did you find this guideline useful for your event planning and management?
Comment:
Did you consider sustainability in your event planning and management?
Comment:
Did you have difficulties incorporating sustainability considerations into your event
planning and management?
Comment:
Do you have any suggestions on how the guideline could be improved?
Comment:
*Once completed please email this form to Ecoversity via "ecoversity@adelaide.edu.au”