Event Planners

Sustainable Events Toolkit

Looking for tips to plan more sustainable events on campus? Explore the Sustainable Events Toolkit developed by Living Lab Fellow Emily Blackwell, in partnership with the Stanford Doerr School of Sustainability (SDSS). The toolkit includes guidance for working with vendors and provides templates for communicating with catering services and engaging attendees. 

Explore the Toolkit (SUNet Required) 

Rethink Purchasing 

Order foodware, decorations, and giveaways that are either reusable, recyclable, or compostable. Communicate with vendors and caterers about offering reusable, recyclable, or compostable foodware, serving in bulk, and limiting packaging.

Invite with Intent

When sending your event invite include a note that you are striving for a zero waste event. If appropriate, encourage people to bring their own foodware (water bottles, utensils, etc.). Ask people to RSVP to help ensure the food order is appropriate - enough to feed everyone without too much excess!

Catering Communications

Inform the caterer you are looking to reduce waste where possible to see what they can offer (e.g., water dispensers vs. individual water bottles). If reusables are not an option, ask the caterer to provide certified compostable foodware. Ensure the utensils are not bundled or packaged together (required by California State law Assembly Bill 1276). Enlist the caterers help with avoiding food waste (required by California State law Senate Bill 1383). For example, ask if they are able to donate excess edible food or provide to-go containers for guests. 

Evergreen Signage

When printing banners or signs for events, skip dates and other specific information that makes them good for only a single use. Stanford event planner, Jessica Braham, opted for these evergreen A-frame signs saving money and resources!

Reusable Decorations

Opt for table decorations that can be reused or repurposed. Flowers or vegetables from the  O'Donohue Family Stanford Educational Farm are a great example!

 Purchase Farm Fresh Flowers

Sustainable Transportation

Offer transit options for visitors traveling to your event. 

Transit Serving Stanford

Plant-Forward

Prioritize a plant-forward menu with seasonal, local, and organic ingredients. Opt for buffet style to avoid unnecessary packaging. 

Choose to Reuse

Choose reusables and bulk dispensers whenever possible. Ask your caterer what they can provide! If reusables are not an option, purchase certified compostable serviceware. 

Say Goodbye to Single-Use

Invest in reusable nametags for your next event  - dry erase nametags can be used over and over again and branded with your program's name and logo. 

Signage for Zero Waste

Adding small tabletop signs where guests pick up service ware can help reduce confusion at the bin. 

Download Template Sign

Perfect Placement

Placing recycling, compost, and landfill bins together to provide equal access to all three streams helps reduce waste and increase recycling and composting. If you only have recyclable and compostable material at the event, then skip the landfill bin altogether!

Questions about quantities and placement of event bins? Contact PSSI PSSI at (650) 321-4236 or pssi@pssirecycling.com.

Talking Trash

Announce that you are aiming for a zero waste event, note the locations of the bins, and provide top sorting tips for items (e.g., all foodware is compostable).

Smart Serving

Avoid putting all of the food out at once. This increases the likelihood it can be donated if there is excess. Provide to-go containers and encourage guests to take home leftovers.

Waste Watchers

Enlist students, staff, or interns to help monitor bins during your event. This helps guide people to properly sort their waste, keeping the bins tidy and enhancing the event experience! 

Donate Excess Edible Food 

California State Law, Senate Bill 1383, mandates the recovery of edible food for human consumption. All food generators on campus, including events, are required to donate surplus edible food. Follow these tips to reduce food waste from the start!
1. Ask attendees to RSVP to help ensure the food order is accurate
2. Ask your caterer to provide to-go containers
3. Make a plan for leftovers - are there students or staff who can take food home? Utilize Slack to notify folks of the excess

 Food Donation Resources

Reflect & Celebrate

Evaluate the event waste to determine what worked well, and note changes to make for next time (materials to avoid, products to use, etc.)