CLEAN UP EVENT GUIDE STAGE 1 BEFORE THE EVENT DETERMINE THE TYPE OF EVENT SELECT A CLEAN UP AREA

Transcription

1 CLEAN UP EVENT GUIDE STAGE 1 BEFORE THE EVENT STAGE 1 BEFORE THE EVENT Determine the type of event Select a clean up area Contact local authorities Conduct a site inspection Obtain support Plan waste removal Nominate site supervisor(s) Hold a briefing Promote your clean up Organise equipment Review Planning and Preparation Checklist STAGE 2 DURING THE CLEAN UP Site Supervisor(s) responsibilities Accident and incident procedures Implement a Recycling system Safe removal of sharp objects STAGE 3 AFTER THE EVENT Remove sharp objects, equipment and waste Review the clean up Thank volunteers and sponsors Share your achievements with the local community Share your achievements with the rest of the world DETERMINE THE TYPE OF EVENT Before planning your Clean Up the World event work out what your organisation aims to achieve. We suggest you write these aims down and refer to them as you progress. Examples of aims include removing waste, improving waterways, raising awareness of a local environmental problem, and education of students and the public on environmental issues. We suggest that you find out about any local environmental programs that already exist in your area. Your clean up may benefit from building on, or fitting in with, existing programs. SELECT A CLEAN UP AREA Selecting your area will depend on a variety of local conditions and the specific needs of your town/city/ village. Public areas such as waterways, beaches, market areas, schools, roadsides and parks are places to consider. Restricted areas, such as military lands, should be avoided. When determining your exact location, we suggest you consider: Is there easy access by road for waste collection, emergency services or machinery? Is the location easy for volunteers to access? e.g. close to transport or the town centre Does the area have necessary facilities? e.g. toilets, shade and drinking water What local conditions will impact on your decision? e.g. more litter in waterways will be exposed at low tide, and daylight hours and temperature variations will impact on your start and finish times Will an event in this area impact on local residents? continued over >

2 2 CLEAN UP THE WORLD CLEAN UP EVENT GUIDE Once you have chosen the area, decide on a convenient location to act as a meeting point for supervisors, volunteers and the media. Permission should be obtained for access to the proposed location from the relevant authority or landowner. Check your event date doesn t clash with another major event, festival or holiday, and then promote your event and meeting place. CONTACT LOCAL AUTHORITIES Your local government office may be able to support your activities. Examples of assistance you could ask for include: Waste collection and recycling services Free access to waste disposal centres Permission to access public land Recommendations for a clean up location Promotion of your event. CONDUCT A SITE INSPECTION When planning the event, Members should take all reasonable steps to consider the safety of volunteers by avoiding or minimising any potential risks in the area. Steps to promote safety: 1. Identify any hazards e.g. harmful insects/animals, tidal variations, steep slopes, hazardous waste or building materials or dangerous objects 2. Assess the potential risks associated with each hazard 3. Plan to control the risks by either removing the problem, isolating the area from the clean up and volunteers or providing protective clothing and advice to volunteers 4. Develop a Safety Plan for the event (an example of which is available for download from the Member s area of the Clean Up the World website). You could also consider making a plan for the event in case of poor weather e.g. a more sheltered location. OBTAIN SUPPORT In addition to support from your local government authority you may also need to source monetary or inkind support for additional equipment and promotional needs. Depending on the size of your event, you may need to develop a budget to determine needs for sponsorship and fundraising. See the Local Support and Sponsorship section in the Members Area of the Clean Up the World website for more information. PLAN WASTE REMOVAL It is common for volunteers to collect a large amount of waste and it is important to have waste removal procedures organised in advance. Local waste companies may be able to provide bins and waste collection services free of charge. Alternatively, volunteers with vehicles may assist with waste removal. If using sturdy bags, clean and re-use them where possible, by emptying their contents into bins during the event, rather than dumping them with the waste inside. When inspecting your event area, identify any large, heavy or hazardous objects that will need special equipment to remove. Your local government, waste contractor, fire brigade or military may have equipment and be able to assist you. Waste should be removed as soon as possible after the event to prevent the creation of unhygienic conditions and to avoid it becoming an eyesore. NOMINATE SITE SUPERVISOR(S) A site supervisor is a responsible adult who will be at the clean up area on the day to oversee the event. Supervisors manage safety, volunteers and waste removal, plus watch for any other help needed during the day. You may need more than one supervisor depending on the number of volunteers and the size of the site. Supervisors should be good communicators who are able to handle a variety of situations. They will need to be properly briefed and should visit the clean up area prior to the event to familiarise themselves with the conditions. They should be easily identifiable, be at the event meeting point before the start time and remain on-site until the clean up is completed each day.

3 CLEAN UP THE WORLD CLEAN UP EVENT GUIDE 3 HOLD A BRIEFING We recommend that you hold a briefing for supervisors and volunteers before your event. The briefing should outline all the plans for the event, address any safety issues outlined in your Safety Plan and include time for questions. If necessary, distribute a map showing the event location. Site supervisors, community groups, supporters, waste removers, caterers, emergency services and volunteers can be invited to attend the briefing. PROMOTE YOUR CLEAN UP To encourage local participation and support for your event you should actively promote it to the media, government, the public, schools, businesses and community groups in your region/country. If you actively promote your event the media will respond and in most instances provide you with additional coverage to help recruit volunteers and support. To successfully promote your event we suggest you develop and implement a plan, including a timeline, of the steps you will take. Promotional Plan 1. Identify who you are targeting Schools, businesses and local residents will often get involved, while government, celebrities and media can give invaluable support to your campaign. Community groups such as Rotary, Scouts, Guides or Fire Brigades may also contribute volunteers. Think about ways you can include volunteers of all ages, cultures and abilities. Identify contacts for media outlets that target the people you want to inform; through television, radio, newspapers, magazines and newsletters. 2. Identify what you want to communicate Choose three or four things you want people to learn from your campaign and make sure they are included in all your material. A simple, attractive message is far more memorable and more likely to be promoted by journalists. The best media story is one containing local information, local imagery and local people. News journalists are most receptive to stories that, for example, are current, relate to issues affecting their audience, are unusual or amusing, include strong images, raise key environmental issues or demonstrate positive impact. Stories about the youngest, oldest, biggest, longest, hardest or best may be useful. Remember to emphasise the long-term nature of caring for the environment. 3. Build a relationship with the media Consider approaching specific individuals such as editors or environmental journalists. You can send a media release, hold a launch, give your event a theme or slogan, take the media to visit your site and ask the media for sponsorship. A launch/public meeting should be held a few weeks prior to the event to gain support. We suggest you invite the media, supporters and relevant local representatives. During the launch release details about your planned activities and provide photos and a media release to the media. In addition, a wellknown speaker may talk about the need for environmental action. Promotional Suggestions A promotional video is available which can be played to potential sponsors and volunteers. Other useful tools provided in your kit include posters that can be displayed in public places around your community. The poster has been designed so that you can write your event details in the blank space provided. Other Suggestions Develop leaflets and banners for distribution around your community* Download materials from the Members Area of the Clean Up the World website and produce your own promotional items e.g. t-shirts, hats, calico shopping bags, etc.* Organise an environmental display at your local market or exhibition Consider interesting ways of spreading your message e.g. theatre performances Ask well-known local people for their support e.g. politicians, celebrities or elders * Please use the Clean Up the World and international sponsor logos whenever you develop promotional material. This helps to unify the campaign internationally and recognises the major sponsors. The Media section in the Members Area of the Clean Up the World website contains additional resources, including: Script radio announcement for local radio promotion Media release template calling for volunteers Media alert to attract media attention to your event Post-event media release template. International Promotion The Clean Up the World team in Australia coordinates a global communications campaign to increase awareness of Clean Up the World and encourage media to profile clean up events at a local level. The global media campaign has a particular emphasis in August and September as a build-up to celebrating Clean Up the World Weekend on the third weekend in September. Media releases calling for volunteers and promoting Members clean up events are distributed through the United Nations Environment Programme (UNEP) and other international networks.

4 4 CLEAN UP THE WORLD CLEAN UP EVENT GUIDE ORGANISE EQUIPMENT Clean Up the World provides materials to assist you with the promotion and organisation of your event. However, you will need to consider what additional equipment will be required. A sample Warning Sign for safety is included in this Guide and available for download from the Member s area of the Clean Up the World website. We suggest you reproduce, adapt and display it in an obvious location for your volunteers to read. We recommend you have a comprehensive first aid kit and first aid instructions readily available at each clean up site. As a minimum the kit should contain: nonstick dressings and dressing strips, bandages, tweezers, scissors, antiseptic, saline, gloves and gauze. Ice packs are also recommended. WHAT TO CONSIDER Do you need to keep a record of the volunteers? e.g. for future promotion or a prize draw Do you need to record details if an accident occurs? Do you need additional waste collection equipment? SUGGESTIONS Develop a Registration Form for volunteers to record their name and contact details (a sample Registration Form is available in the Members Area of the Clean Up the World website). Develop an Accident/Incident Form to record the details of injured people and the situation (a sample Accident/Incident Form is available in the Members Area of the Clean Up the World website). Your local government may be able to provide bins or bags. Clean Up the World recommends bags which are sturdy and reusable. Volunteers can also be asked to bring buckets, rakes or shovels. EQUIPMENT TO CONSIDER A form or lined paper Small table Pens Accident report form Pen Spare paper Waste collection bags Buckets Rakes Shovels What will your volunteers need at the event area? Is safety equipment required? Do you have access to communications in case of an emergency? Are there likely to be any syringes or sharp objects to remove? What information do you want to collect during the event? Will you distribute certificates to volunteers or sponsors? Determine what you can provide, or get donated, and what you will ask volunteers to bring e.g. gloves. Ensure volunteers are aware of what they should bring (include in volunteer and promotional material). This will depend on the type of event and you can determine this during the site inspection. Check for access to a nearby public phone or arrange for use of a mobile phone or 2-way radio. Sharp objects should be disposed of carefully. See the Sharp Objects section in this Guide for proper handling. Information should be collected for the Member Activity Report and for your records for use in promotion and planning of future activities. A Certificate is available in the Members Area of the Clean Up the World website. Drinking water Food Hand-wash facilities Covered footwear Gloves Divers or boat warning signs Ropes Machinery First aid kit Phone or 2-way radio access Tongs Heavy duty gloves Sharps/solid container Soap and clean water Camera Paper Pens Marker pen or computer and printer to print names Will you hold a function afterwards to thank sponsors, organisers and participants? Hold a barbecue, function or presentation. You can present certificates or prizes at the same time. Local sponsorship for food and drink Certificates or prizes Speeches

5 CLEAN UP THE WORLD CLEAN UP EVENT GUIDE 5 REVIEW PLANNING AND PREPARATION CHECKLIST Please adapt this Checklist to cover your local circumstances. Contact local authorities (or relevant local entities) to confirm waste collection and removal, recycling & if necessary permission to access public land Conduct a site inspection considering the safety of volunteers and to confirm location of registration point(s) and collection points for waste Select and Brief Supervisors for the event and ensure they have done a site inspection before the event Remind Supervisors they need to arrive early to the event and wear a distinguishable uniform (e.g. red or yellow t-shirts) Produce, translate (if required) and copy sufficient copies of the Event Checklist and Safety Plan for Supervisors Produce, translate (if required) the Warning Sign to be able to display it at the registration point(s) and around event Create a sign or flag to indicate the meeting and registration point(s) for Volunteers Produce, translate (if required) and copy sufficient: Volunteer Registration Forms Volunteer Certificates Accident/Injury Forms Advise local medical centre or hospital of event details and number of volunteers Contact media to confirm event details, attendance and determine their arrival time Confirm availability of: Equipment for Supervisors tables, bins, trucks, etc Equipment for Volunteers gloves, additional bags, shovels, rakes, etc Water and food for Volunteers Sharps Container, First Aid Kit and Sunscreen Communication technology such as mobile phone (if possible) or provide Supervisors with details of access to closest telephone A camera and photographer for the event (if possible) STAGE 2 DURING THE CLEAN UP SITE SUPERVISOR(S) RESPONSIBILITIES Site Supervisor(s) should wear a distinguishable uniform (e.g. red or yellow t-shirt), arrive at the meeting point prior to the start time to review the On the Day Checklist (see page 7), conduct another site inspection and ensure everything is in place for when the first volunteers arrive, then remain until all volunteers have left and preferably until the waste has been collected. ACCIDENT AND INCIDENT PROCEDURES It is important that each site has a first aid kit and instructions, plus clean water. A person trained in first aid is also recommended. Minor injuries can often be taken care of at the site. The site supervisor or trained first aid person should follow the first aid instructions or call for further help. A responsible person should stay with the injured person at all times to make sure they are reassured and kept safe. In the case of more serious accidents, the injured person should not be moved unless they are in immediate danger. Outside help should be sought immediately. IMPLEMENT A RECYCLING SYSTEM Clean Up the World aims to conserve the environment. The recycling and reuse of materials transforms waste materials into useable resources that can bring both environmental and economic opportunities and benefits. Approach your local government, waste collection companies and recycling (for example, scrap metal, glass) merchants to determine whether they have existing recycling facilities you can link into. If so, we suggest you plan a system by which volunteers sort and separate recyclable items. Items that are potentially recyclable include: Glass Plastic Paper and cardboard Aluminium and steel cans Metal Car tyres, batteries and engine oil. There are also many ways for waste to be re-used. Examples include: Turn organic waste into compost for use on gardens Donate clothes and household/office goods to charity or sell in second-hand centres and market places Mulch old paper and cardboard to turn into recycled paper Use metal to make household tools or for art sculptures. Refer to Clean Up the World s Environmental Information Sheets for more information.

6 6 CLEAN UP THE WORLD CLEAN UP EVENT GUIDE SAFE REMOVAL OF SHARP OBJECTS Sharp objects, including syringes, are potentially dangerous and a plan should be in place for their removal. Supervisors should be briefed on this plan and be responsible for overseeing removal. Consider obtaining a sturdy seal-able sharps container for this purpose and ask your local hospital or health centre if they will dispose of any syringes found. Collection of syringes: 1. Syringes should not be touched with bare hands and no attempt made to cover, break or bend the needle 2. Take the container to location of the syringe 3. Wear gloves and use tongs to carefully pick up the object 4. Place the sharp end of the syringe point-first into the container 5. Put the lid securely on the container before moving 6. Wash hands with soap and water on completion. If anyone thinks they have been pricked by a needle, wash the area with soap and clean water and refer them to the local doctor or hospital. STAGE 3 AFTER THE EVENT REMOVE SHARP OBJECTS, EQUIPMENT AND WASTE Dispose of any sharp objects collected correctly. It is also important that any equipment you have borrowed is returned and waste is removed promptly from the event area (see the On the Day Checklist on page 7). REVIEW THE CLEAN UP We suggest you hold a meeting afterwards with all the organisers, supervisors and any other major contributors. This is useful to: Thank contributors Record the outcomes of the event (both positive and negative) Determine any actions still to be taken e.g. final publicity, waste collection Discuss suggestions for improvements Discuss any future events or environmental projects needed as a result of your event outcomes. THANK VOLUNTEERS AND SPONSORS Volunteers and sponsors provide an invaluable contribution to community events. Consider ways to thank them for their contribution and also to highlight the environmental results that were achieved with their help. Suggestions include: Hold a barbecue or party after the event Present Thank You Certificates to volunteers and sponsors. Certificates can be printed from the Members Area of the Clean Up the World website. Release information to the media highlighting their involvement Give out prizes e.g. t-shirts, seedling plants or vouchers for local businesses. SHARE YOUR ACHIEVEMENTS WITH THE LOCAL COMMUNITY Details of your achievements can be promoted to the community through the media and other public networks. This recognises the contributions of participants and sponsors and helps gain support for future events. The post-event media release template provided by Clean Up the World can be used for this purpose. SHARE YOUR ACHIEVEMENTS WITH THE REST OF THE WORLD Clean Up the World values your input and would love to hear about your Clean Up the World activities and achievements. The best way to do this is to fill in a Member Activity Report and send it to Clean Up the World. The information you provide will enable Clean Up the World to profile your initiatives in the annual Activity Report, on the Clean Up the World website, in resources produced for sponsors and as content in Clean Up the World media releases. The Member Activity Report is available in the Members Area of the Clean Up the World website. Any other reports, photos, promotional materials and newspaper clippings that you include will be useful for future Clean Up the World publicity and planning. The Clean Up the World team in Sydney also welcomes any comments and suggestions that you would like to include for improvements to the campaign. IMPORTANT: Please submit your Member Activity Report to Clean Up the World as soon as possible after the completion of each event. The due date for details to be included in the annual Activity Report will be advised later in the year. Send your Member Activity Report to: Clean Up the World Pty Limited ABN PO Box R725, Royal Exchange, NSW 1225 Australia Telephone Facsimile info@cleanuptheworld.org

7 CLEAN UP THE WORLD CLEAN UP EVENT GUIDE 7 ON THE DAY CHECKLIST Please adapt this Checklist to suit your local circumstances. Clean up the World suggests each Site Supervisor receives a copy of the adapted Checklist prior to the clean up event. If necessary you should translate it into your local language to ensure its contents are clearly understood. PRIOR TO THE ARRIVAL OF VOLUNTEERS AT THE EVENT Arrive early and re-conduct a site inspection to: Identify any new hazards considering the safety of volunteers Confirm location of meeting and registration point(s) Confirm location of collection points for waste Erect a visible sign or flag to mark the meeting and registration point(s) Display Warning Signs in visible locations Meet Supervisors and notify of any hazard areas and mark off to avoid access by Volunteers Clearly identify Supervisors and/or Volunteers that are qualified in First Aid Check and set up: First Aid Kit, sharps containers, and sunscreen Equipment for Supervisors sharps containers, tables, bins, trucks, etc Equipment for Volunteers gloves, additional bags, sunscreen, shovels, rakes, etc Water and food for Volunteers Communication technology such as mobile phone (if possible) or provide Supervisors with details of access to closest telephone Brief photographer for the event (if possible) (e.g. to take before and after photographs of clean up site and photographs of action, groups) UPON THE ARRIVAL OF VOLUNTEERS AND THROUGHOUT THE EVENT Have Supervisors welcome Volunteers and Media Ensure Volunteers sign the Registration Form (if applicable), are aware of any Safety Issues and have appropriate clothing e.g. covered footwear and gloves Explain the system for collecting the waste and separating any recyclables Direct Volunteers to appropriate areas Oversee and support Volunteers throughout the event Fill in the Accident/Injury Form for any injuries. Treat minor injuries with First Aid Kit by qualified First Aid Volunteer. Seek outside assistance for more serious injuries Report any dangerous or suspicious items to the local authorities Ensure Supervisors are the only ones to remove sharp objects Take photos and keep a written record of event for the Member Activity Report Remove, recycle and dispose of waste promptly Thank Supervisors and Volunteers on completion of event and provide Certificates (if appropriate) Leave the area clean and tidy AFTER THE EVENT Dispose of sharp objects correctly Remove any other waste and dispose of correctly Remove and return equipment and materials that were used on site If agreed beforehand present Certificates/ prizes to Volunteers Thank Supervisors formally Review the success of the clean up event, ask for and record suggestions on how it could be improved to make it even better next time!

8 8 CLEAN UP THE WORLD CLEAN UP EVENT GUIDE THANK YOU FOR VOLUNTEERING FOR THIS EVENT. FOR YOUR OWN SAFETY AND THE SAFETY OF THOSE AROUND YOU, PLEASE READ THE FOLLOWING. WARNING PLEASE BE CAREFUL YOU MUST COMPLETE THE OFFICIAL VOLUNTEER REGISTRATION FORM AND HAND IT TO YOUR SITE SUPERVISOR TO PARTICIPATE. No person is permitted to participate unless registered. All children must be accompanied and supervised by an adult. Collecting waste may be dangerous and you are responsible for your own safety and the safety of those you are supervising. Suitable protective clothing and footwear should be worn at all times (i.e. sturdy enclosed footwear, gloves, hat, sunscreen, and long sleeves) and please ensure that you keep yourself well hydrated. Some items to be cleaned up may be hazardous (e.g. glass, building materials, asbestos, chemicals). Do not handle any items that you are unsure of inform your Site Supervisor immediately. Do not handle syringes or hazardous items. If you find a syringe or hazardous item, inform your Site Supervisor immediately. Some clean up areas may be potentially dangerous (e.g. roadsides, cliff edges and river banks). Please take adequate precautions to ensure your own safety and the safety of those around you. Some clean up areas may contain hidden dangers (e.g. venomous snakes and spiders). Please act with due caution. Advice, equipment and assistance are available from your Site Supervisor. Please follow his/her instructions at all times. The clean up event organiser and Clean Up the World Pty Ltd are not responsible, and do not accept liability, for any injury or loss sustained by any person in the course of the clean up event and are not liable for the acts, omissions, negligence or fault of any person participating in the event. Clean Up the World Pty Limited ABN info@cleanuptheworld.org