Green Music Festival
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Marek Maciejewski
Focus Areas
We plan for the long term - we want our products, ecocreation to work and be able to serve not only during the Festival. We want them to be a carrier of ideas in everyday and cultural life.
How to start?
Set goals - understandable and achievable. Consider which of the areas are actionable and which of them are most acute for your event and which of them you care about most due to the nature of the event. At the first stage, these may be only selected areas, such as,:
energy conservation (not only during large concerts, but throughout the production and execution of the event),
managing the resources available to you (material, personnel, selection of project partners),
reducing waste (abandoning plastic utensils, reducing the amount of plastic in the production of gadgets),
education and activities aimed at increasing environmental awareness in the community of our team, partners and event recipients.
FOCUS AREAS I – Energy & resources
Energy and stage technology:
We focused on the use of renewable energy and the introduction of solutions aimed at reducing the consumption of resources for its production. The most important ones included:
- organizing energy transmission exclusively from photovoltaic farms, which fully powered the entire event
- Photovoltaic panels powering the stages (small and large) - the main concert will be powered by a specially created ecological power system from renewable energy sources,
- using low-energy equipment - this applies to all areas of production, from office equipment to construction equipment to stage execution technology,
- rental of equipment and technology (instead of buying it) - we reduce spending on infrastructure that will not be used in the long term, we choose local companies and local suppliers,
- rechargeable batteries (instead of disposable batteries).
- LED screens powered by human muscle power
Ecological educational programs:
A special educational programm was created called “Kultura ProNatura” (ProNatura Culture), which was implemented with the help of partners and dedicated to external audiences (ecological solutions in creative music production, caring for the natural environment, creating zero waste and recycling habits).
We have created an internal ecological program called Ecotrack - An Ecoculture Of Stage Execution - we teach our employees how to use energy resources wisely and educate pro-environmental attitudes (taking equipment off the grid, using reusable containers, reducing the operating hours of machines that draw electricity, etc.).
Also, artists and technical teams were encouraged to apply these principles.
Ecological gadgets
We are very meticulous in selecting products to become gadgets. We adhere to the principle that it is better to produce two gadgets, but such that remain with us for years to come. We look for new, interesting forms and design. We pay attention to manufacturers and their approach to ecology. We created:
Reusable Mugs Made From Recycled Materials:
We use them not only during large festival events, but also as equipment for Artists' dressing rooms and permanently as a safety item (instead of glass containers) during concerts, events and all mass events.
Ecotags And Bags For Storing Vegetables Or Other Food Products:
Created from recycled materials and environmentally friendly components.
FOCUS AREA II – Transport, travels, accomodation
All organizational activities are aimed at reducing energy and resource consumption. Most areas are interconnected and function as a whole, so it is worth focusing on as many areas as possible and looking for ecological solutions in them. Wherever possible, solutions should be limited or replaced with ecological ones.
Sustainable transport plan - applies to vehicles of technology, used to transport people and private vehicles. The most important things for us in transport planning are:
the number and type of vehicles used (thanks to the partner, the cars we use for the Festival are all or partially electric),
the estimated number of trips of each vehicle + the estimated number of people in each vehicle,
distances to be traveled (airports, lodging, distances from the hotel to the event, etc.).
the chosen hotel or guesthouse should be located as close as possible to key locations,
FOCUS AREA III - Food & beverage
When planning the catering area for event participants, we selected partners based on their ecological profile (use of ecological solutions in food serving, storage, and processing) and supply chain control through:
using eco-friendly materials in the tableware used during the festival: cups, plates, cutlery – made of degradable or recyclable materials,
we check the environmental standards of the facility (certificates),
we use eco-friendly/reusable utensils in the artists' dressing rooms and at the events, especially mass events,
we cooperate with regular suppliers who operate with eco-friendly principles,
we choose local brands,
we negotiate the catering list with Artists (rider) limiting “fancy” products,
we plan catering deliveries once max twice a day using one course and thermal containers (we limit transportation and consumption related to storage and processing, heating of food),
we buy products certified as eco
use of containers for selective waste collection
drinking water during the event is served from certified water trucks, which reduces the use of bottles and cups
Preparation
During the preparatory phase, the most important areas that were crucial for the organization were:
Defining the goal and idea – The most important aspect was to focus on the clarity of the message and what was most important and innovative, i.e., organizing a festival day dedicated to ecological aspects powered by renewable energy.
Adding a day dedicated to ecology to the festival, using the brand and reach of the DRUMS FUSION festival; introducing new solutions that will become the direction in the use and creation of larger-scale events (festivals) organized in accordance with ecological principles and solutions (renewable energy supply, organization of work based on eco-solutions and zero waste).
Selection of profile and institutional partners
Involvement of local entities and institutions related to ecology and promoting ecological attitudes.
Partners are selected in accordance with the action plan and organization, i.e., stage organization (selection of equipment and technical solutions using renewable energy sources, selection of musicians performing on stage who are influential locally and globally and involved in ecology), event organization (catering entities using eco-solutions, eco-friendly transport and carbon footprint reduction), eco-education (foundations, local government entities involved in ecology, ecological programs prepared specifically for the needs of the Festival – Kultura ProNatura).
Analyze market opportunities based on local partners and institutions – they will become the providers of solutions for your event.
Division of roles between project partners
Depending on the area and involvement and capabilities of the project partners, they should be selected to complement the implementation areas based on the profile of the partners and the program's objectives.
To this end, the program has been divided into the following areas: education, implementation of technical solutions and transport, animation, and artistic aspects.
Determining the location and date of the festival
Choosing a day based on the possibility of participation by the largest possible audience, planning the day's program based on the involvement of the largest possible audience (children, seniors, families, youth, etc.), choosing a location connected with nature (green recreational areas) and in an accessible and well-connected place.
In Bydgoszcz, the event lasted one day, ending the festival cycle – dedicating the entire day to eco-related aspects was very important in terms of the clarity of the message and the possibilities for marketing and PR communication.
Analysis of previous activities
Analysis of previous activities allowed us to select programs, partners, and events that could make up the Green Day program.
In the organization, previously developed solutions were used, such as: a children's recycling orchestra, the Orchestra on the Big Stage, eco-workshops, and the ProNatura Culture Project co-created with partners with an ecological profile.
We also analyzed which elements created in previous editions enjoyed the greatest interest among the audience and included these elements in the program.
Staff selection and organization
Team members are selected based on organizational considerations:
- the implementation team, composed of members of the institution organizing the Drums Fusion Festival – the team responsible for organizing the event, obtaining permits, booking dates, contacting artists, partners, and other members involved in the event.
- project partner team - a team of partner institutions contributing to the event, responsible for designing and proposing the program for the day, as well as implementing individual segments and solutions.
- technical team – responsible for the implementation and execution of technical solutions during the event (transport, technology, etc.)
Eco-coordinator – a person who ensures that the event runs smoothly in accordance with ecological principles, verifies the ecological credibility of activities, and emphasizes and highlights the eco-friendly aspects of the activities carried out.
Communication and PR
The promotional campaign was based on a clear and consistent message related to the idea of eco and an innovative form of organizing an event powered entirely by renewable energy.
A separate visual identification system was developed, referring to the layout of the festival, but clearly distinguishing it.
The promotion process utilized the potential and reach of the partners. It was also important to present the team behind the event and to outline the aspects that would be most important for the event.
To add to this, a press conference for the media was organized with the participation of partners and entities involved in the implementation of the event.
Creating Commitment
The planned activities and the entire project assumed the participation and integration of various social groups – residents, representatives of the eco industry, social ecological initiatives, city authorities (education departments, municipal waterworks), foundations and associations, as well as the music industry and the renewable energy sector.
Our groups involved both the project's audience (event participants, media) and creators (organizers, partners).
The entire project was divided into component areas, which involved creating a series of connections between the people involved in one space, at one time, and during one event.
We wanted to create something innovative, while emphasizing the basic principles of improving social existence in line with the zero waste spirit.
We divided our activities according to the nature of the involvement of groups and communities, distributing tasks but also matching the areas that make up the project, which include:
education: emphasizing the importance and value of pro-ecological behavior and creating ecological attitudes among the public (green children's manifesto, ecological and educational workshops)
creating a sense of responsibility for one's own and immediate environment (using appropriate and available tools, we create a cleaner space in which we can play and live together)
every little action counts (presentations of forms that make small but very significant gestures in terms of environmental protection, e.g., pots made of eco-friendly materials, dishes, waste sorting containers, etc.)
presentation of global trends in industry and organizational processes (use of eco-friendly cars, solar chargers, organization of energy transfer from photovoltaic panels), which is used in shaping everyday life and is useful.
Presentation of involved local eco-friendly companies and institutions (we did not have to look globally, because many solutions were right next door)
We also built relationships between the partners involved in the event.
The division of tasks and their compatibility led to match marketing between them—the exchange of experiences and solutions, thanks to which new ideas can be translated and applied to other projects. Integration around a common idea contributed to the creation of new ideas for the future.
Evaluation & Dissemination
After completing the activities, the most important element was to summarize and collect information on how it was received. The most important elements on which we based our analysis when making summaries included:
Discussions and summaries made by project partners
Internal observations and conclusions made by our organizational team
Media market analysis and audience relations
Gathering conclusions and ideas for the future
We wanted to achieve several goals that we set for ourselves in the implementation of the project.
The most important of these was to organize a large festival day (a mass event for over 3,000 people) powered entirely by renewable energy sources and to show that it is possible to organize such an event with no loss of technical or program quality.
What benefits did we achieve in relation to the planned areas and steps:
A 98% reduction in plastic waste and garbage during the entire event
Almost 100% return of recyclable materials (recycling of materials used by the catering area – return of dishes and waste)
Reduction in the use of plastic cups and bottles for drinking water during the event through the use of certified water trucks
from which water can be poured into your own bottles or reusable festival cups
Creating an eco-culture of work in the organization of the event by paying attention to recycling, replaceability, and the reusability of items used during the organization, developing eco-attitudes, and making eco-choices when planning and implementing individual elements of the program by the production team
Integration of the business and industry communities, exchange of experiences, and matchmarketing in the creation of an eco-event, which resulted in cooperation between these entities outside the festival;
Presentation of useful eco-solutions and raising awareness of their availability (e.g., breaking the stereotype of hybrid and electric cars as vehicles with lower performance and capabilities)
100% of the artists performing on stage during the event are involved in ecology and promote it—we managed to show how committed they are
Drawing attention to energy use and its sources
We involved all the most important local public administration entities, which were very eager to join the organization process, showing how much they do for the city's ecosystem
The team creating the event included the most important entities involved in ecology, both in institutional form (functions, associations, grassroots social activities, activists, cultural institutions, state and local government entities, private companies) and in terms of area: stage technology, catering, energy suppliers. This represents 100% of the partners' involvement in the creation of the project.
Welcome
How to organize a Green Event? - that's what this guide is about
Here you will find a number of tips on how to properly prepare and implement a concert, festival or other cultural event. You will learn how to create and promote pro-ecological behavior.
Attention is focused on proposing comprehensive solutions based on cross-sectoral cooperation. And the primary goal of the guide is universal environmental education.
Green Zones of Culture was a test that took place outdoors as part of the DRUMS FUSION International Festival of Rhythm and Percussion in the heart of Bydgoszcz.
The test showed that many pro-ecological activities that largely fulfill the assumptions of sustainable development can be predicted and calculated already at the stage of event preparation. The key is the proper selection of partners and their proper cooperation.
What can be found in this guide:
A well-constructed event program is a guarantee of success. The solutions, tools and practical examples presented in this guide are dedicated to entire families. Only this approach has a chance to introduce a lasting change in social habits. You will learn how to manage energy and where it can be obtained. And conclusions and recommendations after the event may encourage changes to local regulations.
Conducting efficient media and social campaigns can significantly change the mentality of recipients. Therefore, you will find here some examples of slogans that will affect the entire local community.
Intergenerational activities and activities related to caring for the order and aesthetics of the environment give a sense of community and strengthen social bonds.
The guide focuses on the knowledge and creativity of the organizational team and partners. It is focused on innovation and openness. But above all, it is a set of tools and methods that will allow you to confidently prepare and implement your cultural venture.
Quotes:
„Creating recycled instruments is the best idea I have seen” said Piotr Kurek - Head of the Promotion and Social Communication Office of the Intermunicipal Waste Disposal Complex ProNatura Sp. z o. o
„Combining culture with ecology is a fantastic solution for system education” - said Isabela Grochowska - choreographer, president of the "Płomienie" Song and Dance Ensemble.
Additional materials:
Event photos
Event video
Suggestions
Checklist partners for Green Event
Quotes from stakeholders