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event planning manual

Successful Secrets of Festival, Concert and Special Event Productions [Paperback] Ms N Skye McCloud (Author)

Loaded with Essential Information including

  • Planning/Organization
  • financial Management
  • Venue Selection
  • Negotiating & Buying Talent
  • Activities That Draw Crowds
  • Advertising/Marketing
  • Vendors
  • Sponsorships
  • Security
  • Ticketing/Passes
  • Greening Your Event
  • Top Links to all the resources that you will need
  • Forms to organize your operations
  • Volunteer Management
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green eventsGreening Festivals and Concerts

Greening your event is not just the right thing to do; now many states, cities and counties are requiring it. Green initiatives need to be identified and planned for in the very beginning stakeholders meetings. Whether you start with baby steps or set your goals to be a Zero Waste Event, there are many zero and inexpensive cost ways to get started.

Start with a committee of staff, stakeholders and volunteers who will start with an analysis of each area of operations that can be improved upon. Find the waste and determine alternatives. Choose the very best of these for your event.

These web links may help you:

 Each link in the system can be part of the “greening chain”.

Set your specific goals before sending out RFPs. Send them out early enough to allow vendors to price the required alternatives, if they don’t already use them. Communicate early and often to all segments of the festival or concert management as well as local stakeholders, the specifics of the Green initiatives. Let the local community know what you’re doing — include the information in all marketing.

  • Walk the walk — each year the average office worker throws away 175 pounds of paper. Print on both sides.
  • Recycle your electronics.
  • Don’t use plastic bottles, plastic ware and cups.
  • Use recycled paper or glass/china they can be washed.
  • Change to LED lighting — that saves electricity and has no dangerous mercury, when you recycle the bulb.

Make a big deal when you launch your initiatives — educate, motivate and lead by example.

The following are suggestions of initiatives that you can use in your office and your events to save the environment and save money.

  • If you are providing lodging for entertainers or VIPs use hotels with green programs that are close to the venue.
  • Compare hotels, nearby restaurants to see which one has the Greenest initiatives in place. Seek sponsorships or co-promotions with them.
  • Work with caterers that can meet your green expectations. Define for the caterer whether that means organic, natural, vegetarian or local.
  • Set in place donation programs for leftovers and composting.
  • Set definitive goals for recycling, energy and water usage so that you can measure your success and create a benchmark for the next event.
  • Work with the waste hauler to supply appropriate recycling bins throughout the venue. Give out litter bags at stations throughout the venue.
  • Request motorized equipment that can use biofuels.
  • Check for facilities that use motion sensors in meeting rooms, low flow toilets and faucets.
  • Increase your online communications: use online reservations, ticket purchases and brochures.

Promote your Green initiatives on your web site and encourage attendees to use it for informational purposes.

  • Encourage transportation alternatives by setting up programs to use public transportation.
  • Set aside a green booth or area for exhibitors selling green products appropriate to the event.
  • Use digital signage for directions and other information.

You can make last-minute changes without having to reprint as opposed to wood or plastic signs.

  • Reuse or repurpose your old banners and signage.
  • For registration, lobbies and entryways use green materials.
  • Green your office, eliminate bottled water, use recycled paper.
  • Work with your printer to choose recycled and recyclable papers for posters, flyers and brochures; if possible print on both sides. Choose environmentally friendly inks such as water-based or soy.
  • Make your office as paperless as possible. Scan as many of your documents as possible and store them on computer. Used e-fax. Never print if you do not have to.
  • During the event, use wireless net books or Smartpads.

Use the forms found in Chapter 16 that can be used online before during and after your event.

  • Ask exhibitors to minimize handouts and promotions.
  • Create protected parking areas for alternative transportation such as bikes or even skateboards checks.
  • Notify all vendors that are serving food and/or beverages that they must serve on compostable or recyclable food serviceware. All recyclable plastic products must be plastic #1 (PETE).
  • Ban all Styrofoam™ products and plastic utensils.
  • Arrange for cooking oil to be collected for recycling or require vendors to do so.
  • Used by biodiesel generators and or solar power stages for outdoor needs.
  • Provide recycling bins in the greenrooms and backstage areas.
  • In form patrons of the environmentally friendly transportation options by providing maps and scheduling information for local public transit.
  • Provide carbon-offset opportunities for patrons. There are many more Green initiatives that can be made.

Be creative and strive to improve each event’s goals.