Sustainable Exhibitor Framework
Discover what earns you Sustainability Awards points.
Score up to 10 points per topic depending on the depth of your sustainability initiatives. When entering, simply choose the level that reflects your current practices
Energy Efficiency
Site power (Points 1-10)
Main question
Site power: Which power sources or energy-saving technologies will be used at your site (e.g., lighting, equipment, heating/cooling, displays)? If you’re using Fieldays power, please describe how you manage energy use.
Follow-up question
From the power sources you selected above, please briefly describe the size or capacity of each (e.g. generator size in kVA, LPG cylinder type, solar panel setup, battery system type). If you're unsure, feel free to give a rough estimate or describe how it's used.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | Diesel generator | 5kVA diesel generator used with no energy-saving measures. |
2 | Petrol generator | Petrol generator powers booth; no load balancing or efficiency steps. |
4 | Fieldays power | Connected to Fieldays grid; inefficient appliances used, lights left on overnight. |
4 | CNG | CNG generator used with basic energy management. |
5 | Hybrid generator | Hybrid generator with battery support; some effort to reduce fuel use. |
5 | LPG | LPG cylinders used for cooking; basic safety and efficiency practices followed. |
8 | Battery storage systems | Battery packs charged off-site; used for LED lighting and AV displays. |
8 | LED (Not a power source, but an energy-efficient technology) | LED lighting used throughout booth to reduce energy demand. |
8 | Efficient appliances (Not a power source, but an energy-efficient technology) | Low-power AV gear and induction cooktops used. |
9 | Hydrogen | Hydrogen fuel cell powers booth; sustainability messaging included. |
10 | Solar | Solar panels power booth and charge batteries; energy use monitored. |
10 | Wind | Small wind turbine supplements booth power and serves as educational display. |
1-10 | Other | Scored based on sustainability impact and energy efficiency. |
Energy Efficiency FAQs
Q: What counts as a “generator”? Does a small battery-powered unit qualify?
A: Yes, any device that generates power independently of the grid — including diesel, petrol, LPG, solar, or battery-powered units — is considered a generator. Battery packs charged off-site are scored more favourably than fuel-based generators.
Q: What’s considered “energy-efficient lighting”?
A: LED lighting, solar-powered lights, and appliances with energy certifications (e.g., ENERGY STAR) are considered energy-efficient.
Q: If we use LED lighting but also have a diesel generator, how does that affect our score?
A: You’ll score higher for lighting but lower for power source. To improve, consider reducing generator use or switching to cleaner alternatives.
Q: Can we share generators with neighbouring exhibitors?
A: Yes! Shared generators reduce overall emissions and are viewed positively. Mention this in your form.
Q: What’s an example of an “innovative” energy efficiency initiative?
A: Examples include:
- Real-time energy monitoring displays
- Off-grid solar systems with battery storage
- Interactive demos of energy-saving tech
- Circular energy systems (e.g., kinetic energy displays)
Q: Why does the “Other” option under site power have a score range of 1–10?
A: Because “Other” could mean anything—from a diesel generator to a solar-powered bike. The judges will assess what you’ve written and score it based on its sustainability impact.
Q: Why are you including technologies that aren’t even available yet?
A: We want to spark future thinking. Sometimes listing emerging tech prompts
exhibitors to ask questions, which can lead to demand—and demand drives innovation.
Q: Can I track the exact amount of Fieldays power I use?
A: Not yet. You order a set amount, but we don’t currently have the tech to measure your actual usage. We’re working on it!
Q: Fieldays provides lighting—how do I know if it’s LED or standard?
A: TBA.
Q: How do I know if my appliance is energy-efficient?
A: Most new appliances have an energy rating label. Look for ENERGY STAR or similar certifications. If it’s older, check the wattage—lower is usually better.
Q: If I power my site using an electric car, isn’t that stupid because I then have to plug my car into charge?
A: Not necessarily—it depends on how and where you charge it.
Here’s the breakdown:
- Electric vehicles (EVs) are generally more energy-efficient than petrol or diesel generators. If your EV is charged using renewable energy (like solar or hydro from the grid), then using it to power your site can be a low-emission solution.
- If you charge your EV from the Fieldays grid, and the grid is powered by mostly renewable sources (as is common in NZ), your emissions are still significantly lower than using a fossil-fuel generator.
- Using your EV as a battery (via Vehicle-to-Load or Vehicle-to-Grid tech) is actually quite innovative. It shows you're thinking creatively about energy use and emissions reduction.
- However, if you’re charging your EV from a diesel generator, then yes—it’s counterproductive. You’d be better off powering your site directly from the generator or switching to a cleaner source.
Waste Reduction Planning
Waste Sorting (Points 1-5)
Main question:
Waste Sorting: Which of the following best describes your approach to waste sorting and proper disposal methods for any materials used at your site (e.g., packaging, signage, food, promotional items, staff waste)?
Follow-up question:
Provide full details here, such as the specific types of diversion bins you will have available, whether you will have waste sorters on-site, the types of signage you plan to use, and any other relevant examples of your waste management approach.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No waste sorting or separation, everything goes into landfill | No bins provided; all waste disposed in general landfill. No signage or staff guidance. |
2 | Minimal waste sorting effort — perhaps a single recycling bin with unclear or no signage | One recycling bin placed without clear labeling. Staff unaware of sorting procedures. |
3 | Basic waste sorting with some signage but limited separation options or unclear instructions | Recycling and landfill bins available with basic signage. Limited separation options. Staff briefed informally. |
4 | Good waste management approach with multiple waste diversion options and clear, effective signage, but no dedicated waste sorters | Multiple bins for recycling, compost, landfill. Clear signage used. Staff trained but no dedicated sorters. |
5 | Comprehensive waste sorting system with clearly labeled bins for all major waste streams (e.g., recycling, composting, landfill, soft plastics) AND dedicated waste sorters or trained staff to guide visitors | Full waste station with bins for recycling, compost, landfill, soft plastics. Clear signage and trained staff or volunteers guiding sorting. |
Plastic Use (Points 1-5 or N/A)
Main question:
Plastic Use: Which of the following best describes your approach to reduce or eliminate plastic use in any aspect of your operations, such as product packaging, promotional items, or other materials? This includes plastic used in giveaways, signage, packaging, or even staff items like bottled drinks or takeaway coffee cups.
Follow-up question:
Please provide details of the actions you have implemented to minimise plastic use.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No effort to reduce plastic use — everything is standard plastic packaging, giveaways, and materials | All items packaged in single-use plastic; plastic giveaways; bottled water for staff; no signage or reduction efforts. |
2 | Minimal efforts — some small plastic reductions, but still using single-use plastic for most aspects | Switched to paper bags but still using shrink wrap; some reusable signage but plastic giveaways remain. |
3 | Some efforts to reduce plastic (e.g., eliminating plastic bags, avoiding shrink wrap), but still rely on plastic for certain items | No plastic bags; minimal shrink wrap; reusable water bottles for staff; plastic used only where necessary. |
4 | Good efforts to significantly reduce plastic use, with only minimal unavoidable plastic, which is either recyclable or made from sustainable materials (e.g., plant-based plastics, recycled content) | Giveaways made from recycled plastic; compostable packaging; clear signage about plastic reduction; staff trained on plastic-free practices. |
5 | The exhibitor has completely eliminated single-use plastics across their site, including product packaging, giveaways, and promotional materials. They use 100% reusable, compostable, or recyclable alternatives | No single-use plastics; all packaging is compostable or reusable; digital-only promotional materials; refill stations for staff drinks. |
N/A | If this question does not apply to your site, please select ‘N/A’. This will not affect your overall score. | Exhibitor does not use any plastic in operations or materials. |
Serveware (Points 1-5 or N/A)
Main question:
Serveware: Which of the following best describes your approach to using serve ware (cutlery, plates, etc.) that is reusable
— meaning washable and designed for multiple uses, not compostable or single-use? (Even if you're not serving food, consider whether staff or visitors might use cutlery, cups, or plates at your site.)
Follow-up question:
Please provide details about the serve ware you will use, including whether it is reusable, compostable, or single- use, and how it will be managed on- site.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | Only single-use serve ware used, with no sorting or signage | Disposable cups and plates used for staff meals; no bins or signage provided. |
2 | Single-use serve ware used, but compostable or recyclable with minimal signage | Compostable coffee cups used; one bin provided with unclear signage. |
3 | Some Fieldays certified compostable/recyclable serve ware used with clear signage and some staff guidance | Serveware is Fieldays certified compostable; bins labeled and staff briefed on sorting. |
4 | Mostly reusable serve ware used, with strong signage and waste sorting | Reusable plates and cutlery used for staff; backup compostables available; clear signage and sorting stations. |
5 | 100% reusable serve ware used across the site, with clear systems for cleaning and reuse | All serve ware is washable and reused; dishwashing station or return system in place. |
N/A | If this question does not apply to your site, please select ‘N/A’. This will not affect your overall score. | No food or drink served; no serve ware used by staff or visitors. |
Packaging (Points 1-5 or N/A)
Main question:
Packaging: Which of the following best describes your approach to reusing any of the packaging or materials you bring in during setup (‘pack in’) when you pack down your site (‘pack out’)? This includes things like cardboard boxes, bubble wrap, cable ties, signage, pallets, crates, display materials, or any other items that could be reused instead of discarded.
Follow-up question:
Please provide details about how you plan to reuse packaging at your site.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No effort to reduce packaging | All packaging materials are discarded after setup; no reuse of boxes, signage, or display items. |
2 | Minimal effort | Very limited reuse; one or two items reused (e.g., a few cardboard boxes); no clear plan or signage |
3 | Some effort (e.g., bulk dispensing for some items) | Some packaging reused, such as keeping cardboard boxes for pack-down; bulk items used to reduce individual packaging. |
4 | Good effort across most items | Most packaging reused or repurposed; signage stored for future use; cable ties and crates reused. |
5 | Comprehensive packaging reduction strategy | All packaging materials reused or eliminated; reusable containers, signage, and display materials used; clear plan for pack-down reuse. |
N/A | If this question does not apply to your site, please select ‘N/A’. This will not affect your overall score. | Select ‘N/A’. This will not affect your overall score. |
Promotional materials (Points 1-5 or N/A)
Main question:
Promotional materials: Which of the following best describes your approach to reusing promotional materials from previous events or campaigns instead of creating new ones? This includes items like banners, signage, flyers, business cards, branded merchandise, uniforms, or any other materials that could be repurposed or refreshed rather than reprinted or reordered.
Follow-up question:
Please describe which promotional materials you’ll be reusing and how they’ve been repurposed or adapted for Fieldays (e.g. banners, signage, flyers, branded items).
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No reuse of promotional materials; all items are newly printed or produced | All banners, flyers, merchandise, and signage are freshly printed for Fieldays with no reuse. |
2 | Minimal reuse; some small items reused, but mostmaterials are new | Reused a few items like uniforms or business cards, but most signage and flyers are new. |
3 | Some reuse; several key items reused or repurposed, with some effort to reduce printing or production | Reused banners and signage with minor updates; reduced printing of flyers and promotional handouts. |
4 | Good reuse strategy; most materials reused or refreshed, with minimal new production | Most signage and branded items reused from previous events; minimal new printing done. |
5 | Comprehensive reuse approach; all promotional materials are reused, repurposed, or digital-only | All materials reused or refreshed; no new printing; digital displays used instead of printed signage. |
N/A | If this question does not apply to your site, please select ‘N/A’. This will not affect your overall score. | Exhibitor does not use promotional materials at their site. |
Food Waste (Points 1-5 or N/A)
Main question:
Food Waste: Which of the following best describes your approach to managing food surplus (i.e. uneaten or leftover food that is still safe to eat) at your site or event?
Follow-up question:
What challenges do you face when trying to reduce food waste at events, and how are you addressing them?
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No effort to manage food surplus; all uneaten food is discarded | Food is thrown away at the end of the day; no donation or reuse plan in place. |
2 | Minimal effort | Informal or occasional reuse. Staff may take leftovers home; no formal donation system; inconsistent practices. |
3 | Some effort to donate or repurpose food surplus, but inconsistent or limited in scope | Occasional donation to local charities; staff may take leftovers home, but no formal system. |
4 | Good systems in place to prevent or donate surplus food, with clear processes and partnerships | Partnership with food rescue organizations; surplus tracked and donated regularly; staff trained. |
5 | Comprehensive food waste strategy: surplus is minimized through planning, and any remaining food is consistently donated or repurposed | Menu planning to reduce surplus; real-time tracking; all safe-to- eat leftovers donated daily; signage and staff guidance provided. |
N/A | If this question does not apply to your site, please select ‘N/A’. This will not affect your overall score. | Exhibitor does not handle food in any form (e.g., banks, equipment dealers). |
Waste Reduction FAQs
Q: What types of bins should we provide for waste sorting?
A: At minimum: landfill, recycling, and compost. For top scores, add soft plastics and clear signage.
Q: Do we need to have staff actively sorting waste or just provide signage?
A: Signage is essential, but having trained staff or volunteers guiding sorting boosts your score significantly.
Q: What qualifies as “soft plastics”?
A: Items like chip packets, bread bags, shrink wrap, courier bags — anything flexible and plastic that’s not rigid.
Q: Can we use compostable packaging and still score well?
A: Yes, especially if it’s certified compostable and you provide compost bins. Compostables are better than single-use plastics.
Q: What’s the difference between reusable and compostable serve ware?
A: Reusable = washable and used multiple times (e.g., metal cutlery). Compostable = single-use but if it’s not Fieldays certified, it will go to landfill. Reusables score higher.
Q: If we reuse cardboard boxes and signage, how do we document that?
A: Mention it in your form. You can also take photos, label reused items or include a note in your sustainability messaging.
Q: Are digital flyers considered more sustainable than printed ones?
A: Yes. Digital materials reduce paper waste and printing emissions. QR codes linking to info are ideal.
Q: What if we don’t serve food—do we skip the food waste question?
A: Yes. Select “N/A” on the form. It won’t affect your score.
Q: Does this mean I should stop giving out free items like cow sticks, balloons, or buckets?
A: Not necessarily—but it’s worth rethinking. Visitors love giveaways, but if we all keep doing the same thing, we miss the chance to lead change. Choosing not to give away single-use items can be a powerful statement. You could promote your decision and invite people to reflect on it. Many consumers now prefer businesses that are actively trying to do the right thing.
Q: Is it better to sell drinks in cans or glass bottles instead of plastic—even if the plastic is recyclable?
A: Yes. Aluminium cans and glass bottles are more reliably recycled in NZ. Plastic, even if labelled recyclable or made from recycled content, often doesn’t get recycled due to contamination or infrastructure limits. Choosing better options and telling your customers why can help shift demand and drive change.
Q: I reuse plastic fizzy bottles as my drink bottle—is that okay?
A: It’s not recommended. These bottles are designed for single use and may leach chemicals over time, especially when exposed to heat or reused repeatedly. For health and sustainability, reusable bottles made from stainless steel or BPA-free materials are a better choice.
Q: Is it better to recycle soft plastics or avoid them altogether?
A: Avoiding them is best. While soft plastic recycling schemes exist, not all collected plastics are actually recycled. Reducing use at the source is more effective and sends a stronger message to manufacturers.
Q: Isn’t it too hard and expensive to eliminate all plastics?
A: It can be challenging, and yes, sometimes more costly. But every step counts. The more we ask for better options, the more accessible they become. Even small changes show leadership and help build momentum for broader change.
Q: I bought compostable serveware, but Fieldays said it went to landfill—why?
A: Many commercial composters in NZ are now rejecting certain compostables due to chemical additives that affect compost quality. Rules can change year to year. When buying compostables, ask suppliers for certification and check with Fieldays or your local waste provider about what’s accepted.
Q: What can I use instead of printed business cards and flyers?
A: Digital business cards and QR codes are great alternatives. They’re costeffective, reduce waste, and can link directly to your website, social media, or product info. Plus, they’re easy to update and reuse.
Q: What can I use instead of small tomato sauce packets?
A: Use a large sauce container with a pump dispenser. Some pumps offer portion control to prevent waste. It’s more sustainable, reduces litter, and still gives customers what they need.
Q: Why should I reuse my cardboard, isn’t cardboard easy to recycle?
A: Cardboard is one of Fieldays biggest waste streams and New Zealand currently recovers around 485,000 tonnes of fibre-based material (paper and cardboard) each year. However, only about half of this is processed and recycled onshore. The rest—over 200,000 tonnes annually—is exported. Due to global market shifts, especially China’s National Sword policy, many countries (including Thailand, Vietnam, and Indonesia) have restricted imports of recyclable waste, making it harder for NZ to export surplus cardboard
This has led to:
- Stockpiling of cardboard
- Lower prices for recyclable fibre
- Increased risk of landfill disposal, which is problematic because cardboard in landfill produces methane, a potent greenhouse gas
Q: All the products I sell come in non-recyclable packaging, and there are no alternatives—what can I do?
A: Start by talking to your suppliers. Ask if they can offer recyclable, compostable, or reusable options. The more businesses that ask, the more pressure there is for change. You can also share your concerns publicly—many consumers support businesses that advocate for better packaging.
Q: I use taster cups for samples, but there doesn’t seem to be a good option—what should I do?
A: It depends on your product. If paper or cardboard cups don’t work, choose the best of the least harmful options. Plastics labelled #1, #2, or #5 are more likely to be recycled than PLA compostable cups, which often go to landfill. You can also explain your choice to visitors—it shows you're thinking critically and trying to do better.
Q: How can I reduce my use of cable ties?
A: Switch to reusable cable ties or Velcro straps. They’re durable, easy to use, and reduce waste significantly.
Q: I need printed signs on coreflute—what are my options?
A: Use undated designs so you can reuse them year after year. Choose printers who offer recycled or recyclable coreflute and ask about take-back schemes. Some community groups (like archery or rifle clubs) reuse old coreflute for practice targets.
Q: What can I do with my old PVC banners?
A: Avoid dates so you can reuse them. Alternatively, send them to NZ businesses that upcycle banners into bags or accessories. You could also ask local sailmakers if they can repurpose them.
Q: I need to laminate my signs for durability, but I know it’s not sustainable—what else can I use?
A: Try waterproof papers like stone paper or Yupo. They’re tear-resistant, weatherproof, and don’t need lamination. They’re available in NZ and are a great alternative for outdoor signage
Q: How can I secure my palletised stock for transport or storage without single-use plastic wrap?
A: Reusable Pallet Wraps are heavy-duty, reusable fabric or mesh wraps with Velcro or elastic edges, designed to secure loads on pallets and can be used hundreds of times and are available in NZ or Pallet Lids and Straps which are rigid, reusable lids with built-in straps that clamp down over the top of a pallet load. Or reusable nets which are elasticated or mesh nets that stretch over the load and hook onto the pallet base. Or natural fiber wraps.
Q: What can I replace my plastic giveaways with?
A: Digital giveaways like e-books, discount codes, or virtual event access delivered via QR codes. Seed packets, plantable paper items, or mini grow kits. Practical items made from recycled materials, such as pens, notebooks, tote bags, or lanyards. Reusable drinkware, beeswax wraps, or produce bags, all of which are useful and keep your brand visible long after the event. Eco-friendly tech gadgets like bamboo USB drives or solar Echargers.
Sustainable Transportation
Vehicles (Points 1-5 or N/A)
Main question:
Vehicles: Which of the following best describes your approach to using low- emission vehicles to get to Fieldays or take steps to reduce transport emissions (e.g., route planning, idling reduction, electric vehicles)?
Follow-up question:
Please provide details on the type and number of low-emission vehicles you will use, as well as the specific measures you will implement to minimise idling.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No low-emission vehicles used; no measures to minimise idling implemented | All staff drive petrol/diesel vehicles; no idling policies or route planning. |
2 | Minimal effort. One or two low-emission vehicles used (e.g., hybrid or older models), but no structured plan or formal measures to reduce idling. | The exhibitor brings one hybrid vehicle for staff transport but does not provide any guidance or policies around idling. Staff are not briefed on eco-driving, and there is no signage or route planning to reduce emissions. The effort is present but limited and informal. |
3 | Some low-emission vehicles used (e.g., hybrids or older models) and limited measures to reduce idling (e.g., turning off engines during long stops) | Two hybrid vehicles used; staff asked to turn off engines during long stops. |
4 | A significant number of low-emission vehicles (e.g., electric or newer hybrids) used, with specific idling reduction strategies implemented (e.g., driver training, use of stop/start technology) | Four vehicles are electric or hybrid; drivers trained in eco-driving and vehicles have stop/start tech. |
5 | All vehicles are low-emission (e.g., fully electric), with comprehensive measures to minimise idling (e.g., real- time tracking to optimise routes, strict no-idling policies) | Entire fleet is electric; GPS route optimisation and strict no- idling policy enforced. |
Staff Transportation (Points 1-5)
Main question:
Staff Transportation: Which of the following best describes your approach to facilitating carpooling or use energy- efficient transport for your staff?
Follow-up question:
What percentage of your staff will participate in carpooling, shared transportation, or use public transit options?
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No facilitation of carpooling or energy-efficient transport; 0% participation in carpooling/shared transportation | All staff drive individually in petrol/diesel vehicles; no carpooling or public transport used. |
2 | Minimal facilitation of carpooling or energy-efficient transport; 1–10% of staff participate. | The exhibitor informally encourages staff to carpool, but there is no structured plan or tracking. One or two staff members share a ride or use public transport, but most still drive individually. No incentives, signage, or communication materials are provided to promote sustainable transport. |
3 | Some facilitation of carpooling or energy-efficient transport; 1-25% of staff participate in carpooling/shared transportation or use public transit | A few staff members carpool or use public transport; informal encouragement but no structured plan. |
4 | Good facilitation of carpooling and energy-efficient transport; 26-75% of staff participate in carpooling/shared transportation or use public transit | Majority of staff carpool or use shared transport; carpool groups organized and public transport options promoted. |
5 | Comprehensive facilitation of carpooling and energy- efficient transport; over 75% of staff participate in carpooling/shared transportation or use public transit options | Nearly all staff use carpooling, shared vans, or public transport; transport plan in place with incentives and tracking. |
N/A | If this question does not apply to your site, please select ‘N/A’. This will not affect your overall score | No staff travel to site (e.g., remote booth setup or external contractors only). |
Emissions Offset (Points 1-5)
Main question:
Emissions Offset: Which of the following best describes your approach to offsetting travel emissions for your team for example, through purchasing carbon credits or participating in another voluntary offset scheme?
Follow-up question:
Specify the estimated percentage of travel emissions that will be compensated for through carbon credits or other methods.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No offsetting of travel emissions; 0% of travel emissions offset | No carbon credits purchased; no offsetting initiatives in place. |
2 | Minimal offsetting of travel emissions; 1–10% of emissions offset through informal or one-off actions. | The exhibitor purchases carbon credits for one vehicle or a single staff flight, but there is no formal offsetting strategy. The initiative is not tracked or documented, and there is no communication to staff or visitors about the offsetting effort. It’s a small, isolated action rather than part of a broader sustainability plan. |
3 | Some offsetting of travel emissions; approximately 1- 25% of emissions offset through carbon credits or other methods | Offset purchased for one vehicle or a few staff flights; informal or one-off offsetting. |
4 | Good offsetting efforts; approximately 26-75% of travel emissions offset through carbon credits or voluntary compensation methods | Majority of staff travel emissions offset via carbon credits or tree planting; offset tracked and reported. |
5 | Comprehensive offsetting initiatives; over 75% of travel emissions offset through carbon credits or other compensation methods | All staff travel emissions offset through verified carbon credit schemes or robust voluntary offset programs; certificates or documentation available. |
Sustainable Transportation FAQs
Q: What qualifies as a “low-emission vehicle”?
A: Electric vehicles, hybrids, hydrogen-powered vehicles, or any vehicle with verified low emissions. Newer models with eco features also count.
Q: Do we need to track staff travel to Fieldays?
A: Yes, if you want to score well. Estimate how staff are arriving (carpool, EV, public transport) and include percentages.
Q: How do we estimate emissions for offsetting?
A: Use online carbon calculators (e.g., Toitū, Ekos) based on distance, vehicle type, and number of trips.
Q: What’s a good source for purchasing carbon credits?
A: NZ-based options include:
- • Ekos
- • Toitū Envirocare
- • CarbonClick
Q: Can we include public transport use in our carpooling stats?
A: Absolutely. Public transport, shared vans, and carpooling all count toward your sustainable transport score.
Q: If I offset my emissions, doesn’t the money just go to overseas projects?
A: Not necessarily. There are excellent local offset options in New Zealand—like native tree planting, community solar projects, and conservation initiatives. Just make sure to choose a NZ-based provider. Doing a little research ensures your money stays in Aotearoa and supports projects that benefit our environment and communities directly.
Q: Why would I worry about limiting or stopping vehicle idling while I’m packing in and out?
A: Limiting idling during pack-in and pack-out is a simple way to save money and protect your health. When engines are off instead of idling, you use less fuel and reduce wear on your vehicles—so you spend less on petrol and maintenance. You’ll also notice cleaner air around your site, since idling engines produce exhaust fumes that aren’t great for you, your team, or your visitors. Plus, showing you care about reducing emissions can boost your reputation with customers and event organisers. So, cutting down on idling isn’t just about the environment—it’s a win for your wallet, your wellbeing, and your brand.
Education Efforts
Educational Touchpoints (Points 1-5)
Main question:
Educational Touchpoints: Which of the following best describes your approach to implementing site practices that educate visitors on sustainability initiatives?
Follow-up question:
How many touchpoints will be there in your site to educate visitors on Sustainable practices?
For each touchpoint, how will you ensure it provides meaningful and impactful education for visitors?
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No educational touchpoints provided; minimal or no efforts to educate visitors on sustainability | No signage, displays, or staff engagement related to sustainability; booth focuses solely on product promotion. |
2 | 1–2 basic educational touchpoints with limited engagement or impact. | The exhibitor includes one poster about sustainability goals and a flyer with general environmental messaging. Staff may mention eco-friendly practices if asked, but there is no structured approach to educating visitors. No interactive elements or clear calls to action are present. |
3 | Some educational touchpoints (2-3) with basic information; some efforts to ensure education is meaningful but lacks depth or engagement | One poster about sustainability goals; staff mention eco-friendly practices if asked; QR code links to sustainability page. |
4 | Good educational touchpoints (4-6) that provide interactive or engaging content; good strategies in place to ensure meaningful education for visitors | Interactive display showing carbon footprint reduction; staff trained to explain sustainability efforts; signage with clear messaging and calls to action. |
5 | Comprehensive educational approach with many touchpoints (7+); well-developed, interactive, and impactful education methods that deeply engage visitors and promote sustainability initiatives | Sustainability trail through booth with interactive stations; live demos of eco-tech; staff-led mini-talks; digital screens with videos; printed guides; feedback wall for visitor ideas. |
Marketing Materials (Points 1-5)
Main question:
Marketing Materials: Which of the following best describes your approach around messaging include waste reduction or carbon footprint minimisation?
Follow-up question:
How many pieces of your marketing or communication materials (e.g., signs, flyers, digital displays) will specifically address waste reduction or carbon footprint minimisation?
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No messaging on waste reduction or carbon footprint minimisation; no relevant materials produced | No signage, flyers, or digital content mention sustainability; focus is solely on product or brand promotion. |
2 | 1–2 pieces of marketing materials include basic sustainability messaging, but the content lacks depth or visibility. | The exhibitor includes one flyer with a brief mention of carbon offsetting and a small recycling symbol on a poster. The messaging is present but not central to the overall communication strategy. There are no calls to action, QR codes, or engaging visuals to promote sustainability themes. |
3 | Some messaging included; 1-3 pieces of marketing materials specifically address waste reduction or carbon footprint minimisation, but lack depth or engagement | One flyer includes a note on carbon offsetting; a poster mentions recycling; messaging is present but not central or engaging. |
4 | Good messaging present; 4-6 pieces of marketing materials effectively address waste reduction or carbon footprint minimisation with clear, impactful content | Multiple signs and flyers highlight waste reduction and carbon footprint minimisation; messaging is clear, informative, and visually engaging. |
5 | Comprehensive marketing strategy that prioritizes sustainability messaging.Comprehensive marketing strategy that prioritises sustainability messaging | All marketing materials—digital displays, printed signage, handouts—center around sustainability themes; includes calls to action, QR codes to resources, and consistent branding around waste and emissions reduction. |
Education Efforts FAQs
Q: What counts as an “educational touchpoint”?
A: Any moment where visitors learn about sustainability — e.g., posters, videos, demos, staff talks, QR codes, interactive stations.
Q: Do QR codes linking to sustainability info count?
A: Yes, especially if they link to meaningful content like your sustainability policy, carbon footprint, or waste reduction tips.
Q: Can we include sustainability messaging in our product demos?
A: Definitely. Highlighting eco-friendly features or lifecycle impacts in demos is a great educational strategy.
Q: Why should I educate the public about the sustainability efforts I’m making at Fieldays?
A: Because it makes a real difference. Many people simply don’t know what they don’t know—your site could be the moment that sparks a change in someone’s habits. Plus, consumers are increasingly choosing to support businesses that align with their values. If you don’t share what you’re doing, they won’t know to support you. By communicating your efforts, you’re not just informing—you’re leading.
Sustainable Site Design
Site construction (Points 1-5)
Main question:
Site construction: Which of the following best describes your approach to using modular, recycled, or upcycled materials for event site construction or design where possible?
Follow-up question:
What specific sustainable materials will you utilise for your event site construction or design? Please list the types of materials (e.g., modular, recycled, upcycled)
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No or minimal use of sustainable materials; primarily conventional, non-sustainable materials used | Booth built with new timber, plastic panels, and synthetic fabrics; food trailer uses standard materials with no sustainability upgrades. |
2 | Minimal use of sustainable materials; only a few reused or recycled items included, with conventional materials still dominating. | The exhibitor reuses a couple of signs from previous events and includes one recycled timber panel in their booth design. The rest of the structure is built using new, non-sustainable materials like plastic panels and synthetic fabrics. There is no clear strategy or messaging around sustainable construction. |
3 | Some sustainable materials incorporated (e.g., limited use of recycled or upcycled materials), but conventional materials still dominate | Reused signage and some recycled timber used; food trailer includes a few reused fixtures or compostable serve ware but overall design is conventional. |
4 | Significant use of sustainable materials (e.g., modular, recycled, upcycled materials used for key structures); clear effort to reduce environmental impact | Booth structure made from modular panels reused from previous events; food trailer includes recycled counters, reused signage, and upcycled decor. |
5 | Comprehensive commitment to sustainability; majority of materials used are modular, recycled, upcycled, or sustainably sourced, with a clear focus on reducing waste and environmental impact | Entire booth constructed from reused pallets, modular frames, and upcycled decor; food trailer built or retrofitted using recycled materials, sustainably sourced timber, and designed for minimal waste and energy use. |
Monitoring (Points: 1 point per category monitored)
Main question:
Monitoring: Which of the following will you and your staff monitor and set specific targets for how much electricity, fuel, water, materials (e.g. packaging, signage, giveaways), and waste (e.g. landfill, recycling, compost, soft plastics) your site uses or generates during Fieldays?
Follow-up question:
What resources will you be monitoring?
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | Fuel consumption (e.g. for lighting, equipment, generators) | Tracking generator fuel use daily; recording litres consumed and comparing to previous events. |
1 | Water use (e.g. for cleaning, food prep, displays) | Monitoring water used for food prep and cleaning; using flow meters or estimating based on container volumes. |
1 | Materials (e.g. packaging, signage, giveaways) | Logging quantities of packaging brought in and reused; tracking signage and giveaway volumes. |
1 | Waste (e.g. landfill, recycling, compost, soft plastics) | Weighing or estimating waste by stream; using labeled bins and recording volumes daily. |
1 | Transport emissions or other site-specific resources | Estimating emissions based on staff travel modes and distances; using carbon calculators. |
1 | Other site-specific resources | Monitoring electricity use via Fieldays power meter; tracking battery charge cycles or solar output. |
Sustainable Site Design FAQs
Q: What are examples of modular or upcycled materials?
A: Modular panels, reused timber, pallets, upcycled signage, recycled plastic furniture, repurposed crates or containers.
Q: Can we reuse materials from previous events?
A: Yes, and it’s encouraged. Reused signage, display structures, and decor all contribute to a higher score.
Q: Do we need to weigh or measure resource use?
A: Ideally yes. You can estimate or track usage (e.g., water, electricity, waste) and set targets. Even basic tracking helps.
Q: Is there a simple way to monitor electricity or water use?
A: You can estimate based on appliance ratings. For water, track container volumes or use flow meters
Additional Sustainability Efforts
Additional (Points 1-5)
Main question:
Additional: Which of the following best describes your approach to undertaking any other innovative or impactful sustainability initiatives at Fieldays that haven’t been covered in this form?
Follow-up question:
Please provide details below.
| Scoring | Scoring Guidelines | Examples of exhibitor actions |
|---|---|---|
1 | No additional sustainability initiatives beyond what has been covered | Exhibitor follows basic sustainability practices outlined in the form but does not go beyond them. |
2 | Minimal additional sustainability initiatives; effort is present but not impactful or innovative. | The exhibitor adds a small sustainability-themed sticker to their booth or mentions sustainability in a casual conversation with visitors. There is no formal initiative, signage, or measurable impact. The action is tokenistic and not integrated into the overall exhibit experience. |
3 | Some additional initiatives, but they are relatively small-scale or not highly innovative | Hosting a small sustainability quiz or offering a reusable giveaway item; minor initiatives not central to the exhibit. |
4 | Strong additional sustainability initiatives that are innovative, impactful, and go beyond standard practices | Launching a pilot composting program for visitors; showcasing a new low-emission technology; partnering with local schools for sustainability education. |
5 | Exceptional sustainability initiatives that are groundbreaking, highly impactful, and set a new benchmark for sustainability at Fieldays | Debuting a zero-waste booth concept; integrating real-time carbon tracking for visitor engagement; launching a community- based circular economy initiative with measurable outcomes. |
Sustainability Efforts FAQs
Q: What kind of initiatives are considered “innovative”?
A: Examples:
- Zero-waste booth concepts
- Real-time carbon tracking
- Circular economy models
- On-site composting or refill stations
- Sustainability-themed games or challenges
Q: Can we include community partnerships or education programs?
A: Yes! Collaborations with schools, charities, or local groups are highly valued and considered impactful.
Q: Is there a way to showcase our sustainability journey even if we’re just starting?
A: Absolutely. Share your goals, progress, and future plans. Use signage, QR codes, or staff engagement to tell your story
Resource Monitoring
Whether you're a large exhibitor or a small team, you can make a positive impact by monitoring your resources. Here's how:
1. Construction & Material Monitoring
Ideal for exhibitors with physical builds or infrastructure.
What to Monitor:
- Timber used (kg or number of pieces)
- Steel used (kg or number of items)
- Reusable vs. single-use materials
- Signage materials (e.g. corflute, fabric, cardboard)
- Pallets or crates used and reused
How to Monitor:
- Weigh or estimate based on delivery dockets or supplier info.
- Note what is reused from previous years.
- Record what is left behind or disposed of.
Why It Matters:
- Timber and steel are the 3rd and 4th largest waste streams at Fieldays.
- Reuse or donation (e.g. to Habitat for Humanity) can reduce costs and landfill.
2. Waste Monitoring
For all exhibitors, regardless of size.
What to Monitor:
- General waste (bags or bins)
- Recycling (cardboard, cans, glass, soft plastics)
- Food waste or compostables
- Giveaways or packaging waste
How to Monitor:
- Count bags or bins used.
- Take photos of your waste stations.
- Ask staff to note what’s being thrown out most often.
Why It Matters:
- Helps identify avoidable waste.
- Supports Fieldays’ waste diversion goals.
3. Energy Monitoring
For exhibitors using power, lighting, or equipment.
What to Monitor:
- Power source (mains, generator, solar)
- Hours of use
- Energy-saving practices (e.g. LED lighting, timers)
How to Monitor:
- Note what equipment is powered and for how long.
Why It Matters:
- Reducing energy use lowers emissions and costs.
4. Water Monitoring
For exhibitors with food, animals, or displays using water.
What to Monitor:
- Water used (litres or buckets)
- Greywater disposal
- Rainwater collection or reuse
How to Monitor:
- Estimate based on container size.
- Note any water-saving features.
Why It Matters:
- Water is a precious resource — especially in rural communities.
5. Transport & Logistics Monitoring (Pack-in, event days & pack-out)
For all exhibitors, especially those bringing gear or staff.
What to Monitor:
- Number of vehicle trips
- Freight sharing with other exhibitors
- Staff travel modes (carpool, EV, public transport)
How to Monitor:
- Keep a log of trips or deliveries.
- Survey your team on how they travelled.
Why It Matters:
- Transport is a major emissions source — small changes add up.
6. Low-Resource Exhibitor Monitoring
Perfect for exhibitors with minimal physical setup.
What to Monitor:
- No single-use items used (e.g. no plastic giveaways)
- Digital-only materials (no printed brochures)
- Reused display items from previous events
- Sustainability messaging (on signage, uniforms, or screens)
- Visitor engagement (e.g. number of QR code scans)
- Staff actions (e.g. carpooling, reusable cups)
How to Monitor:
- Take photos of your site.
- Keep a tally of visitor interactions.
- Ask staff to note what they reused or avoided.
Why It Matters:
- Even small actions show leadership and inspire others.
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