ASU Event Planning Handbook

Sustainable Event Planning Handbook

About this handbook Arizona State University is a globally recognized leader in sustainability across higher education.

This handbook provides the ASU community with tips and resources to help apply ASU’s sustainability goals when planning events.

Sustainable event planning benefits Integrating sustainability into event planning does the following:

▪ Advances ASU’s institutional sustainability goals.

▪ Demonstrates good stewardship of public funds.

▪ Enhances brand reputation through visible values-driven practices.

▪ Focuses on the core purpose of events, not excess or material display.

▪ Improves operational efficiency and streamlining logistics.

▪ Partners with vendors who share ASU’s values and quality.

▪ Realizes long-term cost savings through smart, upfront choices.

▪ Reduces environmental impact and conserves valuable resources.

Table of Contents Venues and spaces Catering and food sustainability

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Selecting vendors

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Event supplies and materials

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Staff and volunteers

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Communication and marketing

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Waste reduction and collection

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ASU resources

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Venues and spaces Sustainability features Does the venue or space have notable sustainability features?

These can include:

▪ Accessible by campus

▪ LEED certification —

▪ Digital signage ▪ Energy efficiency practices ▪ Local or sustainably sourced

▪ Natural elements ▪ Recycling and composting ▪ Reusable decor ▪ Water conservation practices

shuttles or low-carbon methods of transit.

food and beverages

cfo.asu.edu/leed

Tip: The Memorial Union and Student Pavilions across Valley campuses feature built-in sustainability measures, including default zero-waste catering with compostable plates, utensils and compost bins.

Nature-inspired spaces include the Garden Commons at Polytechnic: cfo.asu.edu/Garden-commons and the Secret Garden at Tempe.

Catering and food sustainability Caterers’ commitment to sustainability Use caterers and food vendors dedicated to sustainable practices.

Catering coordinators can help plan a menu that meets zero-waste goals.

Choose catering companies that offer sustainable characteristics, including:

▪ Adheres to ethical

▪ Offers vegan or

▪ Donates leftover food.

▪ Enforces an environmental policy

▪ Provides organic options.

▪ Sources ingredients locally.

sourcing practices.

or sustainability statement.

vegetarian options.

ASU Sun Devil Hospitality catering coordinators address event-specific sustainability needs, such as local Sonoran foods, zero waste and plant-forward options: sundevilhospitality.asu.edu/sustainability/our-people-and-planet-commitments

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Sustainable Event Planning Handbook

Catering and food sustainability (cont.)

Plant-forward and locally sourced menus with seasonal ingredients When possible:

▪ Ask caterers to develop seasonal menus using traditional Sonoran ingredients.

▪ Choose caterers with farm-to-table practices and who offer plant-forward menus. This supports local farmers and saves emissions by reducing transportation.

▪ Reduce the carbon footprint of your protein by offering plant-forward menu options.

Sustainability certifications and attributes Purchasing any of these?

▪ Coffee and tea ▪ Dairy products ▪ Eggs

▪ Meat ▪ Meat alternatives ▪ Produce

▪ Seafood

Reference the Sustainable Purchasing Guidelines for sustainability certifications and attributes for these purchasing categories: cfo.asu.edu/sustainable-purchasing

Reduce food waste Helpful things to do:

▪ Confirm guest attendance and submit a final headcount to catering 72 hours before the event.

▪ Eliminate single-use plastics such as individually wrapped condiments by providing them in bulk containers.

▪ Offer buffet-style catering and refillable beverage stations instead of individual box lunches and plastic bottles.

Use reusable or compostable tableware and linens

▪ Prioritize reusable dishes, cutlery and cups by requesting them from the caterer.

▪ Use reusable linen tablecloths and napkins. If it is unfeasible, use recycled paper.

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Selecting vendors Choose local and small

▪ Choose small, local businesses to support our communities’ economic strength.

▪ Purchase from local vendors to reduce transport miles and carbon emissions.

Use the Active Supplier Search tool in Workday to identify suppliers registered as small businesses: www.asu.edu/purchasing/pdf/active-supplier-search-guide.pdf

Environmental policies and eco-labeling Purchase promotional products using the licensed vendor search to ensure products are sourced from vendors prioritizing fair labor practices: cfo.asu.edu/purchasing-sunmart-promo Explore ASU’s Sustainable Purchasing webpage for guided buying tools, including:

▪ Sustainable shopping lists, preferred product sorting and eco-certifications.

▪ Sustainable Purchasing Guidelines for other event purchasing considerations: cfo.asu.edu/sustainable-purchasing

Examples of eco-certifications include:

▪ B-Corp

• Fair Trade©

• Rainforest Alliance Certified

Ask vendors to sign the Zero Waste Vendor Agreement The Zero Waste Vendor Agreement ensures vendors adhere to ASU best practices and policies regarding responsible waste management and prohibited items: cfo.asu.edu/plan-a-zero-waste-event You can also ask vendors about their efforts to eliminate waste during production, use and disposal.

Request minimal or sustainable packaging

▪ Ensure disposable products are either recyclable or compostable.

▪ Request no-excess packaging when ordering event supplies.

Avoid purchasing or using plastic foam.

▪ Select Frustration Free Packaging at checkout when ordering from Amazon.

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Sustainable Event Planning Handbook

Event supplies and materials Borrow or rent secondhand or reused supplies Ask colleagues if they have materials to lend. You can also reduce waste by doing the following:

▪ Avoid decorations that are made of single-use materials, such as balloons.

▪ Use reusable name tags and lanyards that can be collected at the end of your event.

View the Fulton Engineering Events Inventory for a catalog of rentable event supplies and decor: events-inventory.engineering.asu.edu

Order promotional swag with organic and recycled materials Order from ASU’s licensed vendor catalog to prioritize sustainable products with better materials and reduced plastic: clc.com/license-search You can also:

▪ Select promotional items that support sustainable lifestyle habits and are reusable.

▪ Shop from sustainable product lists in vendor catalogs.

Refer to the ASU Sustainable Promotional Products Material Toolkit to learn about best practices for giveaways and see examples of sustainable products: cfo.asu.edu/sustainable-purchasing

Digital signage or recycled paper Choose digital signage to avoid physical waste.

Tip: If printed signage is necessary, use evergreen language for reuse.

For example, use banners without dates or locations for annual events.

Include details like the event name, month, contact info or a long-standing webpage link.

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Staff and volunteers Encourage attendees to take sustainable actions Brief event staff about the event’s sustainable attributes, including catering, waste and supplies. .

Ask staff to apply sustainable practices by doing things like:

▪ Collect attendee name tags.

▪ Identify water bottle refill stations for attendees.

▪ Locate waste receptacles and demonstrate proper disposal practices.

▪ Save event decorations and centerpieces.

Conduct a sustainability debrief Event staff and volunteers are your eyes and ears of the event. Ask for their feedback and suggestions about what sustainable efforts worked well and what could be improved.

Conduct a waste audit and identify improvements on what items went to waste.

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Sustainable Event Planning Handbook

Communication and marketing Communicate sustainability to attendees Tell attendees how they can contribute to your event’s sustainability goals.

For example, ask attendees to take part in sustainable behaviors like:

▪ Bring a reusable water bottle or utensils.

▪ Properly sort waste.

▪ Use low-emission transportation to and from the event.

Limit printed marketing materials Distribute marketing, event promotion and information electronically on social media, email newsletters or other online platforms, including ASU Events: asuevents.asu.edu Use 100% post-consumer recycled Forest Stewardship Council-certified paper for any printed materials.

Tip: ASU Print Anywhere uses 100% post-consumer recycled FSC-certified paper: printanywhere.asu.edu

Track and report sustainability successes Submit the event to the Sustainability Recognition Program: cfo.asu.edu/sustainability-recognition-program Thank attendees for engaging in sustainable behaviors and reinforcing their contribution to sustainable behaviors.

Tip: Send follow-up communications reinforcing positive behaviors — this can increase the likelihood of attendees practicing sustainability at future events.

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Waste reduction and collection Avoid unnecessary waste This includes:

▪ Food waste — check if composting services are available at the venue.

▪ Single-use items.

▪ Vendor materials — i.e., soft plastic, cardboard, giveaway items.

Refer to the ASU waste directory to determine what is accepted: cfo.asu.edu/recycle Tip: Use the Zero-Waste event checklists for the best sustainability practices based on the event’s location: cfo.asu.edu/plan-a-zero-waste-event

Educate and support attendees about waste disposal Take these actions to reduce the amount of waste your event generates:

▪ Announce how to properly dispose of waste at the start and end of the event.

▪ Delegate volunteers to monitor waste bin use.

Contact the Zero Waste department to borrow branded signage for bins needed labeling: cfo.asu.edu/zerowaste Tip: Showing a presentation during the event? Provide a slide at the beginning and the end telling attendees how to identify and properly discard waste items specifically found at your event.

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Sustainable Event Planning Handbook

ASU resources Active Supplier Search to find small businesses cfo.asu.edu/supplier-inclusion ASU Catering sundevilhospitality.asu.edu/catering ASU licensed vendor catalog clc.com/license-search ASU Moving and Event Services cfo.asu.edu/moving-event-services ASU Zero Waste zerowaste.asu.edu Events registry eventreg.asu.edu Follow University Sustainability Practices on LinkedIn www.linkedin.com/company/sustainability-practices-asu Ira A. Fulton Schools of Engineering events inventory events-inventory.engineering.asu.edu Plan a Zero Waste event cfo.asu.edu/plan-a-zero-waste-event Subscribe to the Campus Sustainability newsletter cfo.asu.edu/personal-action Sustainability goals and vision cfo.asu.edu/sustainability-goals-and-vision Sustainable purchasing cfo.asu.edu/sustainable-purchasing Sustainability Initiatives Revolving Fund cfo.asu.edu/sirf Sustainability Recognition Program cfo.asu.edu/sustainability-recognition-program Sustainability reports cfo.asu.edu/sustainability-reports Trademark licensing program brandguide.asu.edu/brand-elements/trademarks-licensing/merchandise Waste directory cfo.asu.edu/recycle Zero Waste event vendor agreement cfo.asu.edu/plan-a-zero-waste-event

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This handbook has been printed on FSC-certified paper.