Guidelines for planning events sustainably

Venue, arrival and departure

• The venue is centrally located and easy to reach by train or public transport
• Hotels/accommodation are nearby and easy to reach by public transport
• The schedule allows as many participants as possible to travel by train or public transport
• Travel possibilities via public transport are described in the announcement
• Create an incentive for an environmentally friendly journey (e.g. prize for the longest journey by public transport)
• Discourage participants from arriving via domestic flights
• Create a carbon footprint statistic for the arrival and departure of all participants
• Offer a shuttle service to/from the venue

Energy and media technology

• Check and optimize lighting conditions (Is there sufficient glare-free daylight and lighting?
• Electrical devices such as projectors or laptops must be switched off during breaks and when in use for longer periods.

Waste management

• Offer and label recycling options for cardboard/paper, packaging, returnable bottles, used glass, residual waste
• Collect materials that are no longer needed, such as napkins or office supplies, and reuse them or offer them via the office supplies exchange of the Environmental Protection Group: https://tu-dresden.de/intern/arbeitsschutz-gesundheit-umwelt/umweltschutz-und-umweltmanagement/mach-mit-bueroartikeltauschboerse (internal area)
• Passing on leftover food to colleagues and students
• Preparation of a waste balance sheet
• For larger events with external stands/exhibitors, draw up a waste concept and make arrangements to implement it

Invitation, registration, and provision of information

• Send invitations, registration confirmations and event programs by email - all the while avoiding printed documents
• Ask about dietary restrictions, such as allergies, food intolerances
• Inquire about the need for childcare and if event participants would like to bring their children to TU Dresden; contact Unit 9.3 for flexible childcare https://tu-dresden.de/flexible-kinderbetreuung
• Provide information (in particular conference documents and current program/schedule) before, during and after the event via the website, cloud, Sharepoint or similar - Avoid printed documents
• Use all communication channels (Internet, local information boards, social media)
• Include clearly visible information about considering the environmental aspects of the event
• If ecological aspects cannot or can only partially be taken into account, provide this information too

Procurement and use of material

• Avoid using conference folders
•  Avoid using printed conference documents or only display conference documents in small quantities on- site
• Make sure conference documents, in particular the program, are available online during the event
• If you place a print order for event documents, enclose documents that clearly show the use of 100% recycled paper
• Refrain from giving away pens, pencils, writing pads, or other items (textile or paper bags, lanyards, coffee mugs, cups, USB thumb drives, etc.)
• If you want to offer pens, writing pads, promotional items:
  • Make them available to people to pick them up (except guest gifts)
  • Sustainable products (suggestions from the Environmental Protection Group )
• When buying moderation materials yourself, ensure that the materials have been awarded the "Blue Angel" label
• Use reusable name badges and collect them at the end of the event
• If possible, do not give presents to the speakers

Catering

Take the following into account when requesting quotes from catering companies:

• Select a caterer from the Dresden area
• Ensure all the food options are vegetarian and organic / organically produced (alternatively ensure the whole menu is vegan)
• Ensure that foods containing animal products are organic (if you decide against a fully vegan menu)
• Keep the number of regional products used as high as possible (specify this)
• Keep the number of seasonal products used as high as possible (specify this)
• If children will be present: Offer child-friendly food (such as pasta, potatoes, sauce)
• Provide tap water in jugs (number of jugs)
• Use fairtraded coffee and tea
• Use organic milk, organic oat milk, almond milk or soy milk (provide at least one milk alternative) (do not use single serve portions!)
• Use regional, organic, or Fairtrade juice, soda, and mineral water in large returnable bottles (at least 0.75ml or 1l glass bottles)
• All catering waste must be collected separately and taken away by the caterer (obtain confirmation from caterer)
• Use only reusable dishes and cutlery and uncolored (recycled) paper napkins (obtain confirmation from caterer)
• Do not use any paper table covers (obtain confirmation from caterer)
• Include labels for food with information for people with allergies or diabetes (obtain confirmation from caterer)
• Include information on sustainable catering in a flyer, when serving food, during event moderation (a note on the food)

Providing catering yourself

• Ensure all the food options are vegetarian and organic / organically produced (alternatively ensure the whole menu is vegan)
• Ensure that foods containing animal products are organic (if you decide against a fully vegan menu)
• Keep the number of regional products used as high as possible
• Keep the number of seasonal products used as high as possible
• If children will be present: Offer child-friendly food (such as pasta, potatoes, sauce)
• Provide tap water in jugs
• Use Fairtraded coffee and tea
• Use organic milk, organic oat milk, almond milk or soy milk (provide at least one milk alternative) (do not use single serve portions!)
• Use regional, organic, or Fairtrade juice, soda, and mineral water in large returnable bottles (at least 0.75ml or 1l glass bottles)
• For the separate collection of waste in appropriate waste containers, contact Waste Management Officer Christian Belosa ()
• Use only reusable dishes and cutlery and uncolored (recycled) paper napkins
• Do not use any paper table covers
• Include labels for food with information for people with allergies or diabetes.
• Add notes on sustainable catering in the flyer, during meals, during moderation

Support for finding a venue

The "operational room allocation" is a tool used to allocate rooms for student events or events not directly related to teaching and research. Information on room allocation for events:

https://tu-dresden.de/tu-dresden/campus/veranstaltungsraeume

Link to the website for operational teaching room allocation/room rental:

https://tu-dresden.de/tu-dresden/kontakte-services/operative-lehrraumvergabe

The following link will give you an initial overview of the availability of facilities at TU Dresden: In some cases, the facilities can also be categorized according to room attributes (e.g. free access, room equipment, sanitary facilities, guidance systems and technical support services): https://navigator.tu-dresden.de/huefm/start

Arrival and departure, mobility on site

An optimal event location is characterized by the best possible connection to the public transport network. Participants should be informed about climate-friendly travel to and from the event as soon as the event is advertised, but at very the latest when they register (information on public transport connections, timetables, etc.).

Information on arrival and departure to/from the venue:

• Timetables from DVB AG Dresden: https://www.dvb.de/de-de/fahrplan/verbindungsauskunft
• Offer an event ticket from Deutsche Bahn (German Railway Company) (nationwide fixed price for travel to the event): https://www.bahn.de/p/view/bahnbusiness/angebote/veranstaltungsticket/veranstaltungsticket.shtml
• CongressTicket or Kombi-Ticket (admission ticket = ticket) from Dresdner Verkehrsbetriebe (DVB AG) for event participants: More information is available here: https://www.dvb.de/de-de/tickets/geschaeftskunden/veranstaltungstickets.
• Link to information on trains, timetables and the transportation network in Dresden: https://www.dvb.de/de-de/ or include a link to the DVB AG app (e.g. via QR code) https://www.dvb.de/de-de/fahrplan/dvb-mobil/
• Include site plans and reference to the campus navigator (website and app): https://tu-dresden.de/tu-dresden/campus/orientierung

Point out the unfavorable parking situation on the central campus of TU Dresden when arriving by car and provide information about the wheelchair-accessible parking spaces.

If you would like to draw up a CO2 footprint statistic for participants' travel to and from the event, the Environmental Coordination Team () can help you. A long-distance journey with the Deutsche Bahn is CO2-neutral thanks to the use of 100% green electricity.

Media in general

Appoint a person to take care of equipping the event room with media, organize any loan items, and to monitor the room temperature/air it out (if possible).

In many larger rooms, the existing media, as well as lighting and external blinds, are operated by a switchgear system in the room. It is recommended that responsible persons are given a briefing. Unit 8.4.3 Media Technology in Teaching and Learning Spaces is the first point of call for this. (Further information https://tu-dresden.de/tu-dresden/organisation/zentrale-universitaetsverwaltung/dezernat-8-studium-und-weiterbildung/sg-8-4-studiengangsangelegenheiten). It is possible to borrow a variety of media for research and teaching. The unit also offers an event service for larger events.

Lighting

The lighting should be ideal for everyone in the room. It is important that there is sufficient glare-free daylight, or in any case good lighting. The possibility of darkening the room is equally important. Electrical devices such as projectors or laptops must be switched off during breaks and when in use for longer periods.

Larger events often generate large quantities of waste. The top priority is to avoid waste (use of reusable tableware, no printed conference documents and merchandising articles). The proper separation and disposal of waste should be guaranteed.

The usual waste separation facilities (waste separation sets) are available on site. Please check in advance whether the waste separation facilities are sufficient. Please contact the Waste Management Officer of TU Dresden, Mr. Christian Belosa, before the start of the event: Tel. 463 32007 or by email . He will advise you on appropriate containers and make sure that they are available.

Specific waste disposal signs (where different types of waste belong) can also be provided for the event. Please also send your inquiries to the Environmental Protection Group, .

If external exhibitors or stand operators are involved in the event, the organizer must cooperate with them to implement the concept of waste avoidance and to comply with the policy of waste separation at TU Dresden. In order to avoid waste, excessive distribution of printed products should be avoided by both the organizers and the exhibitors. Documents must be made available digitally. The use of giveaways should be minimized. If exhibitors offer catering, the partial checklist for catering must be complied with. At the very least, reusable crockery must be used.

The Environmental Protection Group is happy to help with major events (e.g. trade fairs) by providing advice on creating a waste concept and preparing information for external parties ().

If you would like to draw up a waste balance sheet for your event, the environmental coordinator Ines Herr () can help you.

In order to avoid the waste of paper, send invitations and organize registration for the event in electronic form only. Moreover, we recommend to not print any flyers, posters, stickers, etc. to advertise the event in order to save paper.

For smaller events, it may be sufficient to simply register by email, keep an Excel spreadsheet and create a mailing list. For events with 20 or more people, we recommend setting up an online template. The Web Support team will assist you in doing so (Unit 7.5 Web and Video, Tel: 463-35000, Email: ).

Publish any communication prior to the event online. Use a variety of communication channels, such as the internet, social media, digital information boards, on-site notices and displays. Keep in mind that it is crucial that advance information and registration forms are designed to be accessible and that the rules of easy language are taken into account. The team of the Working Group Services Disability and Studies (AG SBS) (https://tu-dresden.de/tu-dresden/universitaetskultur/diversitaet-inklusion/agsbs) provides advice and support for the accessible design of documents.

We recommend using a website, a cloud folder or Sharepoint to provide information before, during and after the event. You can find further information on data exchange services on the ZIH website https://tu-dresden.de/zih/dienste/service-katalog/zusammenarbeiten-und-forschen/datenaustausch

Ask about catering requirements (dietary restrictions, allergies, food intolerances) and the need for childcare. If participants wish to bring their children to TU Dresden, flexible childcare can also be arranged (https://tu-dresden.de/flexible-kinderbetreuung).

It is important that you inform interested parties in advance about the integration of environmental aspects into the event, e.g. on websites, by email or in the event documents - including the (partial) absence of these aspects.

The selection of a catering company is subject to public procurement regulations. Orders over EUR 500.00 (net) require at least three quotes. When taking sustainability into account, food must be organic, regional and seasonal. At a minimum, you must provide vegetarian alternatives, although in light of increasing demand, you should also provide vegan alternatives at events. Keep the proportion of vegetarian and vegan dishes as high as possible, then organic foods will also be cheaper.

Discuss food quantities with the catering company so that not too much is left over. Ask what happens to leftover food, whether the company passes it on, etc. Discuss the type of food so that leftovers are perhaps easier to take away or pass on. Arrange for participants to take food with them, especially on the last day.

In the catering checklist you will find the points that you (may want to) take into account when requesting a quotation. If you would like to provide your own food, e.g. for smaller events, you can also use the list as a guide.

Ask about any special dietary restrictions in the registration form and in the registration confirmation so that you can make appropriate arrangements.

Ensure that you plan long meal breaks so that everyone has enough time to eat and there is time to talk.

If participants can bring children, make sure the food is suitable for children.

Draw attention to the fact that you are using sustainable catering at your event in the announcement, during the presentation, and at the meal itself.

As part of sustainable event organization, avoid using conference folders and printed conference documents. Print out only the most essential information and make it available at the registration desk for people to take. Ensure to print on both sides and in black and white, and to use recycled paper.

You may also print the program on A3 size paper and display it at the reception and in the event room. Preferably provide information online about the event, such as the conference program, conference documents as well as presentations and scripts. We recommend creating an area in a cloud folder that participants can access before, during and after the event.

At TU Dresden, recycled paper is procured via the SRM tool in SAP (Shop under framework agreement: H. Kreller Büromaterial). You can find information on the use of recycled paper at TU Dresden on the "Join in - Environmental management" flyer on "Using recycled paper, conserving resources" (in German, https://tu-dresden.de/tu-dresden/arbeitsschutz-umwelt/ressourcen/dateien/umweltschutz/informationsblaetter/recyclingpapier)

If you need to print large quantities of conference documents for major events (large conferences) (only for display on-site), make sure that you order the use of 100% recycled paper when placing the print order. Information on providers etc. is available from Directorate 7 Communication and Marketing, Unit 7.1 Corporate Design.

It is common practice to provide participants with pens or pencils, writing pads and smaller merchandising items with the TU Dresden logo, especially at larger events. When organizing a sustainable event, consider refraining from providing such writing materials and merchandising items. An alternative is to display them at the registration desk so that each participant can decide for themselves whether or not to take them with them.

If you want to purchase such items, make sure that they are recyclable, low-polluting, refillable and durable. The first choice for environmentally friendly products are products with the "Blue Angel" label. At TU Dresden, both stationery and merchandising items are procured via the SRM tool in SAP (Shop under framework agreement: H. Kreller – Bürobedarf: Main catalog "Office and business supplies", catalog "Marketing" with merchandising items specifically for TU Dresden).

We recommend using reusable name badges, which you collect at the end of the event. You can order such reusable name badges from the SRM as well.

In addition, the Environmental Protection Group offers name badges that event organizers can borrow. Please send inquiries to umweltschutz@tu-dresden.de.

The Environmental Protection Group offers presentation cases for small events for up to 50 people that event organizers can borrow. A small fee is charged for refilling the presentation cases. Please send your inquiries to .

The transport of these boards must be organized via the TU Dresden vehicle fleet (4.4.3 Transport and Vehicle Fleet). Please use the following form: https://www.verw.tu-dresden.de/VerwRicht/Formulare/download.asp?file=Fahrzeuganforderung_Guetertransport.pdf

When using flip charts and moderation cards, please ensure to write on both sides, if possible.

If you procure moderation materials yourself, use materials with the "Blue Angel" label. You can purchase moderation materials via the SRM tool in SAP (Shop under framework agreement: H. Kreller – Bürobedarf).

For small events, Directorate 4 offers thermos flask, jugs, and glasses as a Green meeting box which can be borrowed free of charge (four Green meeting boxes each comprising 12 glasses, 12 coffee mugs, 2 large press-on thermos flask for coffee, and 2 normal thermos flasks for tea, name tags on request). Please send inquiries to .

You will need to organize transport yourself. If you would like to organize this using TU Dresden’s vehicle fleet, please use the following form: https://www.verw.tu-dresden.de/VerwRicht/Formulare/download.asp?file=Fahrzeuganforderung_Guetertransport.pdf.

You are also welcome to pick up the items yourself. The Green Office cargo bike or Directorate 4 bike trailers can hold 1 or 2 boxes. You will need to have your own bike to use the bike trailer. (Contact: ). For three boxes or more, you will need a car.

At TU Dresden, you can borrow exhibition walls from Meroform exhibition systems. You can submit a request  (including transportation to/from the event location and set-up and dismantling) for internal events here: https://www.verw.tu-dresden.de/verwricht/formulare/download.asp?file=Leihgabe_Meroform_Mitarb.pdf

When selecting gifts for speakers, you must consider their usefulness. When procuring gifts, choose products that are environmentally and socially sustainable and produced regionally or locally. At TU Dresden, for example, there is a bee working group that produces small quantities of honey on-site at TU Dresden. For inquiries or any other ideas, please contact .