Why a checklist?
Within the UXcamp AMS organizing team we set an explicit goal to run our events as sustainable as we can and with as low of an environmental footprint as possible. But we all know, the closer we get to opening the doors, and things get really busy, sustainability can easily become a "nice to have". And often it's not even the conscious and explicitly made choices that make a Camp less sustainable and create waste. It's the the implicit ones. The questions we don't ask. The options we are not aware of. The choices we miss because we are too busy with other things.
To prevent this we added our first sustainability consultant Giulia (a fan, not an expert herself) to our UXcamp AMS team this year. Giulia is helping and educating us to understand the ecological footprint of UXcamp AMS and where we can make better and different choices to improve it.
Part of this project is the development of this checklist, which in a circular spirit, we would like to share back to the community and other camp organizers. Let us know if this is helpful and if you have any feedback!
Choosing a venue
Getting to the Venue
Trigger question
Is the venue easy to reach by public transport?
Outcome/Metric
If attendees can reach the venue by public transport, walking, or by bike the CO2 emission caused by getting to and from the venue are kept at a minimum.
Recommendations
Chose a venue in a central location, well connected to public transport
Suggest preferred travel options on the event website
Remind attendees about travel options in last attendee email
Venue Energy Rating
Trigger question
Is the venue getting all or part of its electricity from a green supplier? Has the venue some energy saving measures in place?
Outcome/Metric
If so, the energy footprint of the event is kept low and energy would not unnecessarily (or avoidably) be wasted.
Recommendations
If you do not know whether a venue is more sustainable than another one, use the questionnaire for venue managers created by WWF
Drinking Water
Trigger question
Does the venue provide drinking water stations?
Outcome/Metric
If yes, the event organizers can inform the attendees to bring their own drinking bottles. This avoids large amounts of plastic bottles that would be thrown away.
Recommendations
Organize water dispensers or fresh water supply like join the pijp
Inform attendees to bring their own water bottles
Provide glasses at the venue
Catering
Finding Sustainable Catering
Trigger question
What kind of sustainability policy does the supplier have in place?
Outcome/Metric
Reduce packaging, carbon footprint (transportation), avoid energy waste, and recycle/reuse leftovers.
Recommendations
When possible choose a supplier that:
Propose to use biodegradable or reusable plates-cutlery
Has a sustainable solution for leftovers (is there a way to reuse them?) If not, you can connect the supplier with some rescuing food NGO in the city.
Has equipment located close to the venue (If food need to be transported to the event, how and for how long will travel?)
Selecting Food
Trigger question
Has the menu a low-environmental impact? Is it healthy?
Outcome/Metric
Eating locally and in season would help reduce food miles (and thereby carbon footprint) but the more effective dietary change is the one low in meat and diary. It is probably the single biggest way to reduce our impact on planet Earth, not just greenhouse gases, but global acidification, land use and water use.
Recommendations
Always ask for details of sourcing for all key ingredients on the menu.
Check that as far as possible the supplier is using seasonal ingredients and at least from the same country as the event. Well, being seasonal and local is not enough actually. The ingredients should be also organic.
Ask for cutting down on the red meat on the menu – go for vegetarian for the most.
Ask the supplier to choose fresh, natural ingredients rather than highly processed foods.
Try to be as accurate on guest numbers as possible. Check what is the latest date you can specify numbers to the supplier, it will help them in reducing waste.
Drinks
Trigger question
Why not serving Fairtrade Tea-Coffee?
Outcome/Metric
Choosing a trustable fairtrade products means to encourage environmental sustainability, as well as ensuring that the people involved in production were treated and compensated fairly.
Recommendations
When possible choose a supplier that;
It is serving fairtrade drinks and snack. (see info in English about the Netherlands and Fairtrade here)
Provide also alternative to dairy products (Oat milk for a cappuccino for instance)
Printed Materials
Registration and Tickets
Trigger question
Are you printing only the necessary documents?
Outcome/Metric
Decrease, cut, lessen or to diminish the utilization of raw or natural resources
Recommendations
Use emails and e-documents
If printing is necessary, make sure that you use vegetable-based inks when you print documents and print on 100% recycled-content paper.
Badges
Trigger question
Are name badges made with recycled materials?
Outcome/Metric
Decrease, cut, lessen or to diminish the utilization of raw or natural resources
Recommendations
Avoid laminates, foil blocking and binding types that will make it harder to recycle paper after use.
Choose recycled and reclaimed materials, natural fibres such as bamboo, organic cotton, FSC wood and cornstarch
badges and lanyards can be collected at the end of the event and reused or recycled.
Try to be as precise as possible on the number of badges you print. Inform the people via email to cancel at least 3 days before the event in order to avoid overprinted materials
Banners, Signs, Posters
Trigger question
Is there a sustainable option?
Outcome/Metric
Decrease, cut, lessen or to diminish the utilization of raw or natural resources
Recommendations
Banners are often made from PVC or other materials which are difficult to recycle materials so look into a biodegradable option such as cotton, cardboard or cornstarch.
If possible, design printed materials to have life beyond the event (for instance, do not include the event date).
Merchandise & Swag
Trigger question
Is there a sustainable option for giveaways?
Outcome/Metric
Decrease, cut, lessen or to diminish the utilization of raw or natural resources
Recommendations
Inform the sponsors that one of your goal is to create a sustainable UX Camp. Why not proposing them to show up bringing eco friendly Swags (of course they are welcome even without?)
And what about you UX Team. Are you already thinking about your eco Swag? 🌱