SUSTAINABILITY EFFORTS AT EPIC FEST

Here at EPIC, we do our best to walk the talk.

Besides making every effort to ensure our exhibitors themselves are all about delivering products and services that are better for your health and the environment, we make every effort possible to reduce the footprint of the entire EPIC event. But we know we’re not perfect! The very nature of events tends to be consumption and waste heavy, and we’re constantly striving to improve and come up with innovative solutions to reduce our footprint in every area of our operations.

The following is a snapshot of how we’re striving to do better:

Waste Management

As usual, EPIC Fest will have a comprehensive on-site Waste Management program with up to 10 Zero Waste Stations supervised by trained volunteers to ensure every item goes into the appropriate waste stream. EPIC Fest exhibitors are encouraged to:

  • Ensure all single-use serviceware is compostable
  • Use toothpicks instead of paper cups
  • Serve samples on bread, crackers or crisps instead of napkins
  • Promote re-usable containers (ie. offer a discount for someone with their own coffee mug)

Paper Reduction

  • Minimize paper usage by encouraging participants to register online
  • Give preference to electronic documentation over paper or use double-sided copying and printing wherever possible
  • Provide materials via PDF download or online where possible
  • Format distribution materials to minimize the amount of printed paper
  • Encourage participants to access the event program online
  • Limit the number of event programs available on-site, and encourage guests to recycle their on-site program for the next user

Selecting Recyclable & Recycled Materials

  • Use recycled, high (100%) post-consumer content paper where possible and partnering with a like-minded, preferred supplier
  • Use Forest Stewardship Council certified paper and a FSC certified printing facility
  • Print in-house materials on an Energy Star certified printer and use vegetable-based inks
  • Eliminate the use of paper that is difficult to recycle, such as glossy paper, goldenrod, and florescent paper

Onsite Event Materials

  • We actively discourage exhibitors from handing out paper at the event and encourage reducing their printing and promotional material distribution
  • All event collateral is produced locally rather than printing material and shipping it to the event
  • Reuse plastic name tag holders / lanyards and encouraging exhibitors to return the tag holder / lanyards at the end of the event
  • Encourage any event sponsors to subscribe to the environmental guidelines for promotional materials

Elimination of Disposable Service Ware

  • Give preference to reusable glassware and dishware, including coffee mugs, over disposable dishware
  • Use bio-degradable disposables if disposables are unavoidable
  • Replace plastic / wooden stir sticks with reusable spoons where possible
  • Eliminate any additional wasteful usage of glassware / dishware by encouraging participants to drink right out of the can / bottle

Food Service

  • Source vendors who source locally-grown organic ingredients where possible and in-season vegetables from local farmers
  • Use fairly traded products, particularly fair trade, shade grown, organic coffee, tea, chocolate, and cocoa and encourage those kinds of vendors to participate in our event
  • Avoid excess and throw-away packaging by encouraging suppliers to use re-usable containers
  • Ensure food and beverage packaging is recyclable where possible
  • Request that food and beverage condiments are served in bulk containers rather than individual packets where possible
  • Encourage the donation of leftover untouched prepared food to local shelters and / or food kitchens
  • Verify that kitchen waste and prepared food that has been touched is composted

Alcoholic Beverages

  • Feature locally sourced alcoholic beverages
  • Request alcoholic beverages only from those producers whose packaging and containers can be easily recycled
  • Ensure that all bottles and cans are properly recycled.

Contracts and Suppliers

  • Clearly outline and communicate the event’s sustainability guidelines to all contractors and suppliers
  • Include all the food & beverage sustainability guidelines in supplier contracts

Recycling Initiatives

  • Place recycling containers in various easy-to-access areas with adequate signage
  • Arrange for recycling areas to be staffed with advisors that can guide recycling efforts and address any questions / concerns
  • Give participants advance notice of the general recycling programs at the event
  • Communicate recycling / waste prevention initiatives to exhibitors in the exhibitor manual

Food Services Suppliers

  • Request that re-usable containers are used to transport any items / materials to and from the event
  • Create a no waste policy that places the responsibility of disposing any garbage on the suppliers or vendors

Energy and Electricity

  • Encourage energy conservation on site wherever possible. Fortunately, Mr. Sun serves as our lighting

Event Staff

  • Communicate the event’s sustainability guidelines to staff prior to the beginning of the event
  • Ensure the staff is effectively trained on appropriate environmental behaviour such as sorting recyclables, minimizing waste, and composting organic waste
  • Create a green committee comprised of stakeholders from various parties to oversee the event and monitor the event’s sustainability guidelines

Exhibitor Promotional Materials

  • Extend environmental guidelines for communications and marketing materials to the promotional materials of exhibitors
  • Communicate the expected number of participants to exhibitors in order to minimize any additional waste
  • Encourage exhibitors to bring smaller quantities of promotional materials and require that exhibitors offer access to electronic materials on their website as an alternative

Packaging Materials

  • Encourage exhibitors to reuse any boxes or packaging that was used on arrival to the event venue
  • Enforce a pack-in / pack-out policy or zero-waste criteria to ensure exhibitors leave with everything that was brought to the event
  • Discourage exhibitors from using any external chemical substances on-site

Recycled-Content in Display Booths and Exhibits

  • Encourage exhibitors to use recycled content in the fabrication and assembly of display booths / exhibits
  • Encourage exhibitors to use booths / exhibits that can be reused for future events

Bike Valet

  • We encourage all participants to carpool, take public transit, and better – ride their bike – to EPIC whenever possible
  • Our EPIC Bike Valet provides a secure bicycle storage area on site at no charge for visitors

Purchasing or Renting Products / Services from Suppliers

  • Use local suppliers to reduce the environmental impact of supplies, as local suppliers do not often have the level of emissions associated with importing supplies
  • Give preference to products that are easily reused and / or recycled
  • Request that event-related products are purchased in bulk