The Net Zero Carbon Events initiative has launched seven comprehensive documents for decarbonisation. The worldwide collaboration provides the guidance documents which offer a detailed and actionable framework for stakeholders to practice responsible event management.

Among the documents is the Smart Production and Waste Management report, aimed at getting event planners to launch their decarbonisation journey under the principle: start now, start simple.

Reduce, reuse, recycle refuse

Recycle, reuse and reduce at every opportunity to minimise wastage

• Discourage prospects from requesting multiple design proposals from each tenderer for every tender called. Every design not used is waste of design resources and energy.
• Ban certain materials (hazardous materials, materials that cannot be diverted from landfill, and virgin materials)
• Eliminate printed materials or reuse them multiple times
• Design signage to be reusable or recyclable
• Choose a carpet-free event or switch to fully reusable or recyclable carpet solutions
• Use of rental items, such as furniture or dishware, where possible
• Find more sustainable solutions for lanyards and badges, and collect them at exit to reuse them at the next event.

Design and material selection

Wherever possible, use more sustainable materials

• Design waste so that it can be re-assembled or re-used
• Switch from heavy to light materials in design wherever possible
• Use modular booth systems wherever possible
• Use water-based latex prints instead of UV prints
• Adopt a “less is more” mentality
• Review the design phase for efficiency (avoid production mistakes to reduce waste)
• Opt for quality production methods to ensure longevity (specifically, if material is aimed to be re-used for future shows)
• Wood - use certified wood (FSC or PEFC), or other sustainably managed forest resources. Aim for at least 50% of recycled wood material and wood-based products with 50% reduced emissions of formaldehyde
• Carpet - choose carpet made from recycled and recyclable material and ensure recycling after use where re-use is not possible. Reduce offcut waste resulting from the show-floor design, size of the gangways, and the laying technique. Install carpets without the use of glue and double face glue neoprene
• Paint - use acrylic paint derived from plant-derived pigments (not petrol). Review possibility of using paint that captures and stores carbon dioxide from the air or is made from recycled industrial waste
• Signage - use digital signage and direct-to-substrate printers where possible. Switch to cardboard or paper-based signage which is readily recyclable. At minimum, switch to non-PVC plastic signage that can be recycled. Use print carriers that are recycled and fully recyclable after use. Use environmentally friendly inks like water-based products and avoid polluting products like solvents.

Communication

Educate exhibitors and encourage them to make better choices.

• Communicate with customers to consider sustainable options and their benefits; highlight the problems of less sustainable options, such as disposable stands
• Provide an overview of difference in emissions wherever possible. Use the measurement methodology published by NZCE or calculators aligned with it to determine emissions
• Reward exhibitors who use re-usable or otherwise sustainable stands through communication measures/ awards
• Train event teams to systematically apply the golden rule “recycle, reuse, and reduce” to minimise waste and guide attendees to do the same

Examples of minimising wastage

Challenge 1: Offering coffee in a booth during the event generates aluminium or plastic capsule waste. Solution: offer a coffee machine that grinds bean coffee/a machine using a coffee filter, or offer compostable coffee capsules. Result: reduction in aluminium and plastic waste.

Challenge 2: Aluminium and plastic capsule waste is put into the ‘general waste’ bin. Solution: supply a specific container for capsule waste in the booth. Make sure that the event organisers properly manage the waste at the end of the event. Result: Reduction of the volume of landfilled waste.