Event Toolkit - Large Conference

and Performance

Click the buttons below to see event-specific tips for ditching disposable:

Activities​ & 

Resources

Food & Beverage

Publicity & Signage

Marketing

Waste Disposal

 

Activities & Resources

Paper:

 

  1. Encourage guest speakers to prepare a PowerPoint and whiteboards rather than paper flipcharts for discussion and presentations.

  2. Encourage participants to bring their own laptop or notebook for note-taking to avoid distribution of papers.

  3. Conduct online instead of paper surveys after events.

  4. Reuse name badges and print inserts on recycled/FSC-certified paper. Remember to collect badges from participants after your event so they can be reused.

Prizes/Souvenirs:

 

  1. Avoid unnecessary souvenirs. If souvenirs are unavoidable, choose practical items.

  2. Consider environmentally-friendly, ethical and fair trade products.

  3. Avoid buying products with excessive packaging.

  4. Avoid using wrapping paper. Consider reusing newspaper or magazines as substitutes. Get creative and try Furoshiki Tsutsumi Japanese Cloth Wrapping!

 

Venue set-up:

 

  1. Use reusable or recyclable material for making props and decorating booths. Reuse old material or adopt minimal decoration.

  2. For performances, do not distribute fluorescent/ glow sticks as chemicals inside may leak after use and harm the environment.

Food & Beverages

 

Food:

  1. If you use a catering service, order the appropriate amount of food according to the number of participants registered. Request that they use reusable containers and utensils instead of disposables. If this is not possible, consider renting from HKU caterers or outside service providers. Here are some rental options. Alternatively, you can ask participants to bring their own reusable containers and utensils.

  2. If there are leftovers, encourage participants to take them home with reusable containers or donate unspoiled food to local charities: Food AngelFeeding Hong KongFood Grace.

 

Beverage:

 

  1. Do not distribute water in single-use plastic bottles of 1L or less. For more details, see Policy on Disposable Plastic Bottles.

  2. To serve water, use reusable pitchers and cups. Click here for more about acquiring reusable pitchers and cups. Locate the closest water dispenser with the HKU Filtered Water Map to fill your pitcher. Rent a water dispenser if necessary.

  3. Remind participants ahead of time to bring their own reusable bottles/cups, and inform them of the location of the nearest water dispenser.

  4. For drinks other than water, avoid single-serving containers. Buy ones in big recyclable bottles.

  5. Consider giving our branded reusable bottles to participants as souvenirs. They can use it for drinks throughout your event and it can serve as ongoing marketing for your organization.

  6. Avoid distributing paper cups and tetra-box drinks as they have their own problems as well. Read more here.

  7. Train your staff/helpers, helpers should:

    • Ensure that speakers and hosts have adequate water and clean glasses on stage.

    • Ensure that guests have adequate water before and during the event. Read more here.

  8. If accidents happen, learn how you can quickly and professionally deal with them.

 

Posters, leaflets & camp booklets:

 

  1. Minimize single-use paper such as posters and leaflets by using electronic communication e.g. mass email and social media (Facebook, Instagram etc).

  2. All unavoidable printed material should be printed on recycled/FSC-certified paper.

 

Banners/backdrop:

 

  1. Use an electronic or reusable banner/backdrop. If this is not possible, avoid putting dates on your banner/backdrop and include only the society name so it can be reused. Consider eco-friendly material.

 

Signage:

 

  1. Send directional maps to participants electronically prior to events to avoid reliance on printed signage.

Publicity & Signage

 
  1. Minimize the use of single-use paper such as sponsorship forms and certificates by using electronic communication (e.g. email and social media) and providing electronic copies.

  2. All unavoidable printed material should be printed on recycled/FSC-certified paper.

  3. For sponsored items, avoid items that are single-use or wrapped with excessive packaging. Choose practical and reusable items. Unwanted items can be collected at the end of your event and donate to community groups or charities or kept for future events. 

Marketing

 
  1. Responsibly handle waste generated at event by recycling all recyclable items such as posters and plastic/glass bottles. Remember to clean recyclables before recycling. Reuse or donate when possible.

  2. To best facilitate recycling, prepare extra dust bins or bags designated and labelled for each type of recyclable so that participants can recycle conveniently.

Waste Disposal

Ditch Disposable is a campaign organsised by The University of Hong Kong Sustainability Office. To see information about our other projects, please visit www.sustainability.hku.hk.

If you have any suggestions or require more information about reducing disposable plastic waste on campus, please do not hesitate to contact us through email, our social media accounts, or the form opposite.

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