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Organizing an event is overwhelming. Let us help you. 

If you are organising an event this week

Download the One-page Checklist + Participant Communication Pack

If you are planning in advance

Download the Immersion Week Plan + Vendor Directory

All resources in one click

Download Everything (PDFs / Drive Folder)

If you don’t have a clear idea, go through this page. We have broken down all the aspects in manageable tasks. 

All the Best!!!

Zero Waste Event Kit

A simple, reusable toolkit for any small or large event. The vendor list provided in the kit is for Pune region. All other contents can be applied for an event anywhere in the world.

Works for: conferences • workshops • college fests • CSR programs • community gatherings

Choose your format: Only Event or Immersion Week + Event

Step 1: Choose your Event Mode

Option A: Only Event (1–3 days)

Best when you want a quick, practical switch to zero waste.

Option B: Immersion Week + Event (7 days + event)

 Best when you want your team + participants to practice first, then attend a truly seamless zero-waste event.

➡️ Download: Full Zero Waste Event Kit (PDF)

➡️ Download: One-page Zero Waste Checklist (PDF)

The 10 Non-Negotiables (Zero Waste Rules)

These rules reduce waste at the source (instead of managing waste later).

1) No bottled water

Provide refill stations instead.

2) No single-use cups, plates, spoons, forks

Use steel or reusable serveware.

3) No tissues / napkins

Encourage handkerchiefs + use washable cloth napkins for meals.

4) No flex banners

Use reusable boards, cloth banners, or digital backdrops.

5) No plastic stationery

Avoid plastic folders, pens, laminated items, and plastic giveaways.

6) Paper-light or paper-free event

Use QR codes, digital agendas, and minimal printing.

7) Serveware return system

Plan a clear “return counter” for steel plates/cups/spoons.

8) Clear instructions for caterers + venue

Confirm packaging, serving style, and clean-up responsibilities in advance.

9) Simple, reusable signage

Print posters without branding so the kit can be reused for multiple events. Restrict branding only for soft copies. 

10) Communicate early

Participants support better when they know what to expect.

➡️ Download: One-page Event Policy (Venue + Caterer) (PDF)

Participant Communication Pack (Copy-Paste Ready)

Use these messages to prepare people without sounding strict.

A) Before the Event (WhatsApp / Email)

Subject: Welcome to a Zero Waste Event 🌿
Hello! This is a Zero Waste Event designed to avoid disposables.
Please carry:
✅ your refillable bottle
✅ a handkerchief

What you can expect:

  • Water refill stations will be available

  • Food will be served with reusable plates and cutlery

  • No bottled water / tissues / disposable cutlery will be provided

Thank you for supporting a cleaner, smarter event.

➡️ Download: Participant Communication Pack (PDF)

B) During the Event (Announcements / Posters)

  • Please refill your bottle at the water station
  • Please use a handkerchief instead of tissues
  • Return steel plates/cups/spoons at the collection counter
  • Volunteers are here to help

C) After the Event (Impact + Thank You)

Thank you for making our Zero Waste Event successful!
Together we avoided:

  • ___ disposable bottles

  • ___ disposable cups/plates/cutlery sets

  • ___ tissues / paper waste

  • ___ flex/banner waste

We hope you replicate this at your next event too.

➡️ Download: Event Impact Summary Template (PDF)

Immersion Week (Optional but Powerful)

Use this when you want behaviour change before the main event.

Day-wise immersion ideas (simple & engaging)

Day 1: Team briefing + 10 rules orientation
Day 2: “No Paper Cup Day”
Day 3: “Bottle-Free Campus Challenge”
Day 4: “Bring Your Own Tiffin” day
Day 5: Posters go up + volunteer training
Day 6: Dry run at venue + vendor confirmation
Day 7: Final reminders + setup checklist

➡️ Download: Immersion Week Plan (PDF)

Reusable Signage System (Make it future-proof)

Print posters without branding (recommended)

Keep hard-copy posters neutral so they can be reused for any event.

Branding for soft copies only

For digital versions, add a small white strip at the bottom for the organiser’s logo.

Suggested signage placements

  • Entry gate / registration desk

  • Water refill station

  • Dining area & return counter

  • Stage reminder (short, friendly)

➡️ Download: Printable Neutral Poster Pack (PDF)

➡️ Download: Individual Posters from the Google Drive Folder

Operations: Who Does What (Quick Roles)

Event Lead: owns the plan + vendor alignment
Venue Coordinator: water/refill setup + dining layout
Catering Coordinator: ensures reusable service + clean returns
Volunteer Lead: manages announcements + return counter
Documentation Lead: captures impact + participant feedback

➡️ Download: Volunteer Role Sheet (PDF)

Vendor Directory (Pune)

Use trusted vendors aligned with zero-waste practices.

✅ Categories to include:

  • Steel utensil rental (plates/cups/spoons)

  • Water refill/dispenser service

  • Cloth napkins + laundry support

  • Reusable signage printing

  • Sustainable gifting

  • Composting / organic waste pickup (optional)

➡️ Open: Pune Zero Waste Vendor Directory (Google Sheet)

One-Page Quick Checklist (Event Day)

✅ Water refill station ready
✅ Steel cups/plates/spoons arranged
✅ Return counter marked + staffed
✅ No disposables delivered (cups/tissues/flex/bottles)
✅ Participants informed + reminders placed
✅ Volunteers briefed
✅ End-of-event impact counted

➡️ Download: One-page Checklist (PDF)

Want help implementing this? (COMING SOON)

Still overwhelmed? If you’re organizing an event in Pune, here is a list of people who can help you run it end-to-end as a zero-waste experience:

  • vendor coordination

  • signage kit deployment

  • immersion week facilitation

  • volunteer training

  • impact reporting