Sustainable Event Guide

Start early! 

Not only will giving yourself enough time help alleviate stress and help with your personal sustainability, but the earlier you start in planning an event, the more likely you are to have the time to think of all the little things that can make a big difference.

Cast A Wide Net

Show your commitment to inclusion and collaboration by inviting wide participation in planning the event. Together, everyone can set goals for the event and define a method for measuring success at achieving them. This will increase your chance of receiving creative and unique input, acquiring buy-in, and getting volunteer support.

Choose Planning Sites Wisely

When selecting meeting locations it is important to consider accessibility. If meeting on campus, choose a building that is within easy walking or biking distance for those on the planning committee. If meeting around town, send everyone instructions on RTS routes that will get them there, or encourage carpooling or biking from campus.

Publicize Your Intentions

Be honest and upfront about your desire to make this event a sustainable one. When communicating with planning partners, potential sponsors, presenters, or contractors, include information about your sustainable initiatives and goals. 

Research Options

Search for event sites, vendors, caterers and suppliers that have a commitment to sustainability (don’t hesitate to ask a company what kind of sustainability policies they have in place, or if they offer ‘green’ alternatives – such as a sustainable catering menu, reusable dishware/linens, etc.). Not only can you take charge of your impact by following the tips in the next section, but you can also choose to support organizations and businesses that share similar values and goals.

Venue 

Look for places that are already showing a commitment to sustainability and try to choose a site near public transportation. Some options on the UF campus or close by are listed below:

• J. Wayne Reitz Union (352.392.1645)
• Phillips Center for the Performing Arts (352.273.2474)
• University Auditorium (352.392.2346)
• Baughman Center (352.294.0049)
• Straughn IFAS Extension Center (352.294.2915)
• Hippodrome Theatre (352.364.4968)
• Click here for more locations on campus

It is important to contact the venue as early as possible to book the space(s), as many venues on campus and around town fill up far in advance. Once the site is selected, publicize all options for public or alternative transit on the event website and materials. 

Transportation

There are many ways to encourage sustainable transportation. You can publicize the following suggestions in your marketing materials, invitations, event website and e-mails:

• Consider taking the bus, carpooling, biking or walking
• RTS Gainesville has numerous bus routes that service the city. Routes and schedules can be viewed on the RTS website. 
• ZipCar: A short-term car rental program with convenient car pick-up and drop-off locations throughout campus. 
• Campus Cab by Lyft*Note that Campus Cab is for use by faculty/staff engaged in official business only.
• GatorLift: An on-campus service for students, faculty and staff with mobility limitations.
• If off campus, consider arranging for private bus shuttles to the location through RTS.
• For attendees that might be traveling from another location, participants can choose to offset carbon emissions through our local non-profit partner – We Are Neutral – which creates offsets here in Alachua county through tree plantings and energy retrofits in low-income housing units.

Lodging

If your event will attract a number of attendees in need of hotel accommodations, refer attendees to hotels near the event venue so alternative transportation can be used. Some hotel options near campus are:

• J. Wayne Reitz Union Hotel: (352.392.2151) Conveniently located in the center of campus allowing for easy access to any on-campus event or to buses
• Holiday Inn: (352.376.1661) Located right on the NE side of campus with access to campus or downtown via walking, biking or RTS bus system.
• Hilton UF Conference Center: (352.371.3600) Located on the West side of campus with convenient bus routes that service almost the entire campus

Additionally, consider providing tips for your guests on how to be sustainable during their stay, such as:

• Reusing towels
• Unplugging personal electronics when not in use
• Adjusting the room temperature while they are gone
• Bringing their own toiletries in refillable bottles.

Promoting Your Event

• Use online registration & RSVPs to help streamline the process, reduce paper waste and cut costs.
  • Popular online options for invitations and collecting RSVPs include Eventbrite, E-vite, Punch Bowl, Google Forms, Doodle Polls. 
• Go paperless for marketing efforts, relying on digital communications as much as possible. Options include email, event website, social media, and existing news outlets like radio and newspapers. 
• Pursue alternatives for unavoidable printing. Try smaller-sized flyers or postcards, print double-sided and use recycled and/or FSC-certified paper and soy inks.
  • Target Copy is a local business that uses recycled-content and FSC-certified paper for printings. 
• If printed materials are used, include a reminder for the recipient to recycle that item after they are done with it. 
• Communicate with your presenters about your event’s sustainability goals, and encourage presenters to utilize sustainable materials such as recycled paper or electronic presentations, as well as eco-friendly giveaways. 

Think Local 

• Look for local experts to use as presenters who can highlight campus, city and county initiatives, and can relate local issues to the topics at hand. 
• If you are bringing in presenters from a distance, suggest that they book other engagements in the area. This will make the trip more productive and efficient, and could allow for sharing of travel expenses. 
• Support the local economy. Involve locally owned businesses as much as possible – caterers, printing companies, composters and staff. 
• If possible, gear your event towards the local community. Support local departments or organizations from UF and the Gainesville area.
  • You can also incorporate panels or lectures into your event programming to educate attendees on local issues. This is a great way to incorporate local non-profits or NGOs into your event. 

Social & Economic Sustainability 

• Conserve resources and spend your money wisely.
  • Apply for grants, Student Government funds, or other fundings options so registration prices can be lowered or more money can go towards supporting the local economy. 
• Consider creative ways to reduce costs for participants. Use a sliding scale for registration payments or offer “early bird” registration prices, scholarships or student rates so that all people have the chance to attend without worry of financial constraints. 
• Find a way to give back by collecting monetary or item donations for a local non-profit or NGO at your event.
  • Examples include allowing attendees to bring 5 canned goods to attend an event for free, or donating 10% of the money raised from the event to a local non-profit. 
  • You can also promote these organizations by including information about how to donate time or money to the organization in your programming or emails to attendees. 
• Increase human capital by offering sessions that teach practical skills or provide resources to attendees. This will increase their human capital and, subsequently, their quality of life. 
• Reach out specifically to organizations that you think can benefit the most from your event but also publicize specifically to the entire UF and Gainesville community so that anyone may improve their quality of life by attending your event.  

Food Services

Selecting Options

• For all events, offer vegetarian and/or vegan options to attendees. 
• If your event is on-campus, contact Palm & Pine Catering for options that are local, organic or in-season. 
• If your event is off-campus, look for caterers that can provide local, organic and in-season food options. 
• Consider other resources, like the Marine Stewardship Council, for guidance on sustainably harvested seafood. This can be found online, or even downloaded as a smartphone application – Monterey Bay Seafood Watch has a website and app.

Food Loss Prevention 

• If hosting a large event with plated lunch or dinner, ask attendees to register for meals to better estimate quantities and reduce excess. 
• When there are leftovers, allow guests to take home portions or consider donating them to local food assistance programs. 
• Leftover organic food waste can be composted
  • Facilities Services can provide compost collection.
  • Compost Cooperative and Gardens accepts food waste.   

Serving & Service ware

• Use reusable utensils, plates and cups.
  • These can be rented through catering providers. 
  • For smaller events, consider buying an office set (consider secondhand options) to use over and over again! 
  • You can encourage guests to BYO mugs, plates and utensils. 
• If reusable items are not feasible, opt for items that are BPI-certified compostable and/or paper products made with recycled content. 
• Avoid overly packaged meals, but if you do pursue a boxed-lunch, consider working with Florida Fresh Dining to utilize their reusable to-go program. 
• Avoid individually packaged items and share this intention with your caterer. This could include butter, cream cheese, sugar packets, ketchup, chips, candy and canned drinks. 
• Remind attendees prior to the event to bring their own water bottles and coffee mugs, or consider these as a giveaway option. 

Signs & Decor

Reusability 

• Consider reuse for other events when designing and choosing decor such as garland, reusable lights or columns. 
• If you require a vendor for lighting needs, ask if LED lights are available.
• Consider borrowing decorative event items from another department or group. 
• Choose reusable tablecloths and napkins if possible, rather than plastic or paper. These can be rented from local vendors. 
• For recurring events, avoid using dates or years on signs/banners/decor so that the items can be used for future iterations. Or, invest in a banner that only has your department or student organization name on it so it can be used for many different events. 

Natural Decor

• Utilize natural decor like plants or produce that enhance beauty, reflect a connection to nature or can serve a purpose post-event. 
• Allow attendees to take home natural centerpieces, like plants and flowers, and donate any remaining pieces to hospitals, nursing homes, etc. 
• If purchasing floral arrangements, try to source flowers that are in season and grown locally. 

Communicate About Sustainability

• Use signage to communicate the importance of sustainability and the event’s efforts to attendees. 
• Consider highlighting the sustainable aspects of your event (i.e. “We’re recycling and composting to save the environment!”)

Purchasing 

Go Local

• Whenever possible, use local vendors for products, printing, food services, etc. 
• If nearby options are not available, purchase products made regionally, or in the USA to reduce transportation and production impacts on the environment.  

Green Your Giveaways

• Think strategically about the amount of giveaways or other take-home items. This can help reduce waste and costs. 
• Instead of creating pre-made goodie bags for reach person, have a table set up with the various items and allow guests to choose what they will take – and actually use! 

Product Selection 

• When deciding on prizes or favors, look for products made from sustainable materials, recycled content or items that can be recycled at the end of its life. 
• Look for items that are third-party certified, such as Fair Trade, Green Seal or FSC. 

Conserving Energy

• Turn off any lights/equipment that are not in use. 
• Try using a venue that has multiple events going on so that a whole building (if very large) is not just being heated or cooled for your event. 
• Turn off projectors in between and after presentations. This also helps prolonging the life of the bulbs. 
• Look for naturally lit rooms or spaces if event runs during daylight hours. 

Waste Management

• Provide ample receptacles for recyclables and compostables that are clearly labeled and sensibly located. 
• Be sure to use adequate signage and instructions to remind attendees to recycle and reduce waste. 
• Collaborate with the Recycling & Solid Waste Coordinator in Facilities Services.

Other Considerations

• Consider off-setting the carbon impact of your entire event. This can be done by purchasing carbon offsets for the emissions the event generates through food production, electricity and transportation. 
• Confirm the venue is ADA compliant and have a hearing impairment special available. 
• Consider promoting other sustainability events in the area.
• Provide guests with information on things to do to appreciate and support the community’s natural spaces, culture and local businesses. 

Evaluating & Celebrating Success

• When asking for participant feedback on the event, include sustainability in the questionnaire (preferably electronic). Ask them if they noticed efforts for sustainability or engaged in opportunities you presented them with. 
• Gather all evaluations and publish results on the event or organization website, along with next steps to continue meeting sustainability goals! 

 We offer the opportunity for any UF event to earn an official Sustainable Event Certification.  

Complete the application to receive one of three rating levels for your UF events! If you earn a certification, you will receive special event materials so you can proudly display and share your commitment to a greener campus. 

What To Expect: 

• turnaround time
• materials that are provided

Please be sure to review the full Sustainable Event Guide before submitting the application. 

After successful completion of the Event Certification Application, your event can receive one of three rating levels. 

Green-Level Certification: The highest level of effort taken toward sustainability. 

Blue-Level Certification: An above-average level of effort taken toward sustainability. 

Orange-Level Certification: Some effort taken toward sustainability.