Event waste minimisation plan

Event waste minimisation plan
Before completing this plan, please read the Reducing waste at your event guide. Completion of this plan is required under the Waste Management and Minimisation Bylaw 2021 for events with the expected attendance of 1,000 or more people over the course of the event, occurring within the boundary of the Kāpiti Coast District.

We recommend that organisers of all event sizes complete this form to ensure their event follows best practice. It is designed to help event organisers identify their expected waste streams and how to reduce them.

This plan takes approximately 20 minutes to complete. Once you've submitted it, you'll receive an email with a copy of your plan attached, and a list of some useful resources.
Event details
Event name*
Name of organisation delivering the event*
Contact name*

First NameLast Name
Contact number*

Area CodePhone Number
Email*
example@example.com
Name of venue*
Start date and time*

DayMonthYear
Date
Hour MinutesAM/PM Option
End date and time*

DayMonthYear
Date
Hour MinutesAM/PM Option

Estimating waste volumes
Expected number of attendees
Using your expected attendee number, the values below will calculate the volume of waste your event will produce based on:
When is your event being held?

Daytime event (1–2 litres per person)Daytime plus evening event (2–2.5 litres per person)
Expected minimum volume of waste this event will produce for a daytime event
Litres
Expected maximum volume of waste this event will produce for a daytime event
Litres
Expected minimum volume of waste this event will produce for a daytime/evening event
Litres
Expected maximum volume of waste this event will produce for a daytime/evening event
Litres
Event planning
What percentage (%) of waste do you hope to divert from this event?
💡 TIP
If you've never diverted waste streams at your event before, a good place to start is a 50% diversion rate.

Where possible, choose food and beverage packaging options from the top of the waste hierarchy.
- Encourage bring-your-own (BYO) keep cups and containers, or set up an event-wide reusables system with wash stations.
- Where reuse isn’t possible, choose compostable packaging that can be composted with food leftovers and drink residue.
- Try to avoid recyclable food and smoothie containers at events, as they often get too dirty with food/beverage residue to be recycled.
What rubbish will you have at your event? Tick all that apply.

Plastic cutlery and plates (including straws and skewers)Foil and plastic bags (wrappers, gladwrap, bags)Giveaways (balloons, glowsticks, glitter, confetti)Plastics numbers 3, 4, 6 & 7 (polystyrene, coffee lids, some sauce bottles)Recyclable plastic numbers 1, 2 & 5 with food/drink residue (dirty)NoneOther
💡 TIP
Items listed under rubbish are unable to be recycled or composted, therefore must go into a rubbish bin for landfill. Try to avoid or minimise these items where possible.
What recyclable material will you have at your event? Tick all that apply.

Clean recyclable plastic numbers 1, 2 & 5 (bottle, beverage cups)Aluminium cans (soft drink, beer cans)Steel cans and tins (tuna, fruit and food cans)Glass bottles and jars (clear, brown and green)Flattened cardboard (boxes)Clean paper (flyers, newspapers)NoneOther
Do you plan to have separate recycling bins for these materials?

YesNo
💡 TIP
- Make sure your vendors use recyclables
- It's important to have your rubbish, recycling and/or composting bins grouped together to form a waste station with clear signage.
- Assign a person to each waste station to show attendees which bin to use. Volunteers may be able to help with this.
What compostable material will you have at your event? Tick all that apply.

Food scraps (veges, fruit, leftovers)Compostable serviceware
💡 TIP
Check out our Event Packaging Guidelines for compostable packaging guidance.
Will you have separate compost bins for these materials?

YesNo
💡 TIP
- Make sure your vendors use compostable packaging.
- It's important to have your rubbish, recycling and/or composting bins grouped together to form a waste station with clear signage.
- Assign a person to each waste station to show attendees which bin to use. Volunteers may be able to help with this.
What other initiatives will you use to reduce waste to landfill and maximise diversion efforts? Tick all that apply.

Monitored waste stations (either by volunteers or paid staff) to help attendees put their waste in the correct bin.Set up a wash station for reusable service wareWater refill stationReusable cup systemWaste sorting areaNoneOther
💡 TIPS
- It's best practice to have staff/volunteers monitoring each waste station to help people put their items in the right place. This prevents contamination, and ensures the recycling and composting will not end up in landfill.
- Having a sorting or decontamination area to bring full bins back to during and after the event is important to ensure your waste streams are contamination free, and a great opportunity to measure your waste diversion success.
Name of resuable cup system:
How many waste minimisation staff/volunteers will you have on the day?
Where will the waste minimisation staff/volunteers be sourced from?
Communication
What signage will you use around the bins/waste stations to prevent contamination?

We will book Council waste station hoods and litter bin covers.We have our own waste station signs/flags.We do not intend to use waste station signs/flags.
💡 TIP
Visit Event waste management for more information on available resources and how to book.
How will you communicate your waste minimisation goals? Tick all that apply.

Pre-event publicityStaff at waste stationsAdvertising on tickets/posters etcSocial mediaSignageWe don't intend to communicate thisOther
Will you talk to your vendors (if applicable) about only using recyclable/compostable/ reusable packaging?

YesNoNot applicable
💡 TIP
Many local event organisers are making it mandatory for their vendors to use recyclable/compostable packaging, especially food vendors. See Reducing waste at your event – Appendix E for a sample vendor letter.
Containers and collections
💡 TIP
Remember that events are unable to use public litter bins as they end up overflowing with litter. It's the responsibility of event organisers to cover public litter bins; Council can provide you with the covers.
Will you cover any public litter bins?

YesNoNot applicable
💡 TIP
Canvas litter bin covers can be borrowed from Council at no charge. Visit Event waste management for more information on available resources and how to book.
How many rubbish bins will you provide?
How many recycling bins will you provide?
Who will be supplying and emptying these bins? Tick all that apply.

A contracted waste company for supply and disposalPrivately owned bins, and we will take the recycling and rubbish to the transfer station.Other
Which waste company will you be using?
💡 TIP
Waste collectors in Kāpiti do not provide a food waste collection service. There are active businesses and community groups available to process your compostable event waste, however. Council’s Waste Minimisation team can help connect you with local composters. You will still need to source bins (eg, from a waste collection company) to set up in your waste stations for compost and compostable service ware collection.
How many compost bins will you provide?
Composting your compostable event waste

I've already sourced a compost processor for my event compostables.I'd like help finding someone to take my event compostables.Not applicable
If you have requested help finding someone to take your events compostables, we will be in touch within five working days to help you find a compost solution.
Clean up
How will on-ground litter be removed from public space, including streets where attendees will park?

We'll use the available litter bin covers to ensure event waste doesn't end up overflowing public litter bins.During and after the event we'll use the available litter pickers to collect any event waste left on the ground and surrounding streets (as applicable)Other
💡 TIP
Visit Event waste management – Council has event waste resources, including litter-pickers and event waste audit kits, available to event organisers free of charge.
When will you or your waste collector remove the event waste from the site after the event?

DayMonthYear
Date
If your event has 1,000 people or more over the course of the event you're also required to provide a post-event waste analysis report. Council staff can support you through this process and provide resources.

Your waste analysis report will need to include information on:
- types of waste generated by the event (eg, rubbish, recycling and compost)
- amount of waste (by type) generate by the event
- amount of waste avoided and diverted
- waste management facilities use to recover, recycle, compost or dispose of this waste.
Site plan
Please attach a site plan of your event; tick each item to confirm this is included. Location of:

waste stationswaste sorting and/or storage facilitiessignagesite entry and exit pointsfood and beverage vendorsmerchandise vendors.
Attach file:*

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Should be Empty:

Event waste minimisation plan

Event details

Estimating waste volumes

Event planning

Communication

Containers and collections

Clean up

Site plan