Zero Waste SA guidelines for managing waste at events and venues

STEP 2. GAINING
COMMITMENT
13
2.1 INFORMAL
Any number of sponsors, staff, contractors,
caterers, and food and beverage vendors could be
involved in your event or venue.
They need to be aware of the goals and actions for
waste management if they are to understand and
support you. The best way to gain commitment is to
encourage them to join your planning stages. If they
help develop the waste management plan, they are
more likely to take the necessary actions. Continue to
keep them informed about any decisions and policies
made along the way.
The support of the event or venue owner is also
critical. Encourage them to see waste minimisation as
valuable both economically and environmentally. For
fixed venues, in particular, a reduction in the amount
of waste sent to landfill on an ongoing basis may be
a financial incentive. As landfill charges continue to
increase, their waste costs could be reduced over time.
2.2 FORMAL
If the WMP has been developed before engaging
a service provider, ensure any prospective service
provider understands the plan and your goals, and
is committed to them. Tenders for service could
specifically request information in quotes and
proposals that demonstrate a service provider’s
commitment to the plan, and the methods they will
employ to achieve the goals within it. This will also
help to ensure they have the capacity to achieve the
goals you have set.
2.3 CONTRACT AND TENDER CLAUSES
The example contract and tender clauses in
Attachment G (p37) can guide event and venue
managers, waste contractors, service providers
and vendors in the area of waste minimisation.
They do not constitute a complete set of contract
or tender clauses for all events, venues or sets of
circumstances. Rather, they are a starting point
for developing specific clauses or wording for
agreements between the parties.
The examples cover:
> Requests for tender – waste contracts
> Requests for tender – caterers/cleaners
or other service providers
> Waste target clause
> Waste collection monitoring clause
> Waste management system –
conference/exhibition
> Vendor/stallholder obligations –
conference/exhibition
> Education and training
> Food and beverage vendor agreements/clauses.
STEP
Another formal way to ensure commitment is by
including contractual arrangements in service
contracts and agreements. A short clause can be
written into inclusion contracts requiring service
providers and vendors to supply materials and follow
procedures in line with the WMP and this guideline.