From single use to reuse: A practical 10-step guide for events and venues
How do you make the shift to reusables that makes sense not only environmentally, but also financially? You need a plan, and you need partners. Here is TOMRA Reuse’s recommended 10-step plan for implementing reusable packaging systems at scale.
More than changing packaging
“Transitioning from disposable items to reusable systems is one of the most effective steps events and venues can take to reduce environmental impact, improve operational efficiency, and strengthen sustainability credentials,” says Louise Petri, Event Solution Segment Manager for TOMRA Reuse.
“Moving to reuse however involves far more than simply exchanging one type of product for another. It requires rethinking how workflows are organized, how customers interact with food and beverage systems, and how operations can be designed to reduce long-term costs,” adds Petri.
Planning and partnerships are key
Although the transition to reusable packaging may feel complex, strong planning and effective partnerships make it manageable, scalable, and financially sound. This guide outlines the essential steps to planning, implementing, and optimizing a reuse program, whether for a single event or across a broader venue portfolio.
Table of contents
- Define what you want to achieve
- Research solution providers
- Conduct on-site assessments
- Request detailed proposals
- Select provider and define responsibilities
- Finalize commercial agreements
- Schedule delivery of system components
- Integrate, install, train and test
- Prepare communication plan
- Go live and evaluate for improvement
10 steps for a successful transition to reuse
1. Establish a clear purpose and plan for what you aim to solve
Purpose and ambition. A successful transition to using reusable packaging at events and venues begins with a well-defined purpose and project brief that speaks to why and what the initiative should solve and enable you to do.
Scope and reach. The brief should describe the scope of the system, whether it focuses solely on reusable cups, includes food containers, or encompasses an entire food and beverage reuse operation.
Impact on operations. It should also anticipate how the project will affect different operational teams and identify both budgetary limitations and opportunities.
Measure impact. To ensure alignment and support, the brief should articulate clear success metrics, such as targeted return rates, waste reduction goals, or improved cost efficiencies. A coherent brief accelerates decision making and ensures stakeholders share the same expectations.
2. Research solution providers
Who can deliver? Once the brief is in place, the next step is to research potential providers who can supply and operate the reuse system. This involves understanding the types of reusable items each supplier offers, evaluating their experience with events or venues similar in size and complexity, and assessing their logistics and washing capacity.
What tech is used? It is also important to determine whether their technology can integrate with existing systems, such as point-of-sale terminals, deposit models, or RFID-enabled tracking. Providers should be able to demonstrate strong sustainability credentials and offer meaningful reporting capabilities. From this research, select a shortlist of two to four providers who best align with your objectives.
3. Conduct onsite assessments with shortlisted providers
On-site briefing. After identifying potential partners, invite them to conduct an onsite assessment of your venue or event location. These visits help both parties understand the practicalities of implementation, such as the venue layout, bar operations, available space for, storage, and return stations, as well as the natural flow of attendees and how this will influence the placement of collection points.
Does it integrate well? During the assessment, consider how the system will integrate with existing food and beverage operations and evaluate any health, safety, or hygiene requirements. These early evaluations help eliminate avoidable complications later in the process.
4. Request detailed system proposals
RFP process. Following the onsite assessments, request full proposals from the shortlisted providers. These proposals should describe the benefits of the system design in detail, outline the components and product portfolio, and explain how the operational model will function—whether with or without deposits, rewards, staff-facilitated returns, or technology-enabled systems.
Clarify costs and robustness. Providers should also present a transparent cost structure, detailing capital and operational expenses, purchase/leasing models, or pay-per-use arrangements. They must clarify their washing and logistics processes, provide a projected implementation timeline, and include financial and environmental impact forecasts. These proposals enable clear comparisons that support informed decision making.
5. Select a provider and define roles and responsibilities
Who is responsible for what? Once a provider is selected, establish clear roles and responsibilities across all organizations involved. This includes determining who will manage logistics, who will oversee operations during events, who is responsible for customer communication, and who will track system performance and key metrics. Agreeing on these roles early and formalizing them in a collaboration plan ensures smooth coordination throughout the project.
6. Finalize commercial agreements
Sign the deal. At this stage, develop a transparent commercial agreement that outlines pricing structures, payment terms, and expectations around service quality, including washing standards, delivery times, and contingency planning.
Cover the essentials. The agreement should address how product breakage or loss will be handled and clarify ownership and use of data generated by the system. It should also define the duration of the contract and options for renewal.
7. Schedule production and delivery of system components
Confirm the timeline. Once the commercial framework is in place, confirm the production and delivery schedule for all system components. This includes not only the reusable items themselves—such as cups, bowls, and trays—but also the collection bins, return stations, and any smart hardware needed for scanning or automated returns. Storage and transport equipment must also be secured.
Allow time for branding processes and information exchange. Because many organizations choose to customize reusable products, it is important to allow the necessary lead time to ensure timely delivery.
8. Integrate, install, train, and test
Preparation is everything! Before going live, complete any technical integrations and test with required equipment to ensure the system runs smoothly. All relevant teams—including food and beverage staff, cleaning crews, volunteers, and logistics partners—should receive thorough training so they understand how the reuse system functions and what is expected of them. Conducting dry runs and troubleshooting exercises helps identify and resolve potential issues, building confidence ahead of the event.
9. Prepare a communication and engagement plan
Be clear on what to do! Clear, consistent communication is essential to achieving high return rates. Develop messaging that explains how the reuse system works, where return points can be found, why the initiative is important, and what behaviors are expected from attendees. Deliver these messages through multiple channels such as event websites, social media, onsite signage, and staff briefings. Reinforcing the message across platforms encourages compliance and helps normalize reuse behavior.
10. Go live — and evaluate for continuous improvement
Stay close. When the event begins, maintain close oversight of the system. Monitor return rates, observe customer interactions, and address operational issues as they arise. After the event, organize a debrief to evaluate performance against established metrics, reflect on operational strengths and challenges, and identify opportunities for refinement. Continuous improvement is key to ensuring the long-term success of reuse systems.
Conclusion
Succeeding with reuse is more than a simple materials swap—it represents a strategic investment in operational efficiency, reduced environmental impact, and an improved experience for guests. With a structured approach, clear communication, and strong partnerships, any event or venue can implement a reuse system that delivers immediate benefits and grows stronger over time.
There is no one size fits all, so make sure you choose the right setup for your given venue or event. TOMRA Reuse stands ready to help you navigate this journey – let's talk!
With TOMRA's tech-driven reuse systems, you'll have access to:
- 50+ years’ experience in providing well-functioning deposit return systems worldwide
- Extensive field support network – TOMRA maintains field presence in more than 40 countries
- Broad partnerships and contact network within the reuse ecosphere