Tips for Hosting a Successful E-cycling Event

Electronics recycling events are a great opportunity to help the environment by recycling devices that may otherwise end up in a landfill or illegally dumped or burned. But recycling events can also be a major headache without careful planning and preparation to ensure a well-run event.

At its worst, a poorly executed event could discourage people from participating in future events, or result in collected material not being properly recycled through a reputable recycler. Below are some suggestions for planning and executing a successful e-cycling collection.

Planning

A volunteer helps a resident recycle a TV at a May 2009 collection event in Dane County.

• Contact your local recycling responsible unit (RU) or recycling program for guidance on hosting a successful event. If you are an RU organizing an event, ask your DNR Recycling contact.
• Notify local police and law enforcement of the event well in advance. They may want to be on hand to direct traffic or monitor the event. If possible, consult with them when choosing an event site to ensure that traffic can be adequately managed. They can also help ensure your event complies with any local recycling and event permits.
• In advertisements, clearly state what materials will be accepted, as well as what will NOT be accepted, and any collection fees associated with donations. If local media are publicizing the event, make sure they cover these details.
• Nearly every event in recent history has had a much larger turnout than anticipated--sometimes, up to five times the expected number of participants. Develop an emergency/backup plan in case you are overwhelmed with participants. You may also want to keep this in mind when publicizing the event--don't overpromote it if you don't have the resources to manage large crowds.
• Plan a system to track the amount of material collected.
• Prepare a handout to give to all participants. This will easily answer common questions people may have about the event, and can be a place to list paid sponsors and sources for more information. Some ideas for topics to cover include: what happens to collected material, recycling practices, data security and where people can take materials that are not accepted at the event.
• Make sure you have adequate insurance and/or waivers to cover any injuries to staff and volunteers.
• If you are charging any recycling fees, make sure you have a good system in place for collecting money and let people know in advance what you are charging and how they can pay. If you will need to make change, be sure to have plenty on hand in advance.

Choosing and Working With a Recycler

• Choose a recycler with experience in e-cycling events.
• Check references of the recycler before signing a contract. Ask what they do with collected materials, where they send materials and whether they have secure markets. RUs and recycling contacts can be especially helpful in recommending reliable recyclers. See Key Questions to Ask Electronics Recyclers [PDF 26KB].
• Make sure your recycler has a system of data destruction. Require a certificate of destruction/recycling from your recycler once all material has been processed.
• Make sure you and the recycler have a clear understanding of event costs and who will pay them.
• Ask that your recycler provide enough packaging materials (gaylords, pallets, stretch wrap) to fill not just your expected number of trailers, but also all trailers on backup.

Managing a Collection Event

• Create a traffic flow plan before your event. Design collection area(s) to unload as many vehicles as possible at the same time. Use proper traffic control measures--orange barrels, signage and staff guides--to keep traffic moving smoothly.
• Make sure you have enough staff/volunteers working at all times. Stagger shifts to allow for breaks and orientation time, especially if staff/volunteers are being trained on the spot. Make sure staff and volunteers know they may be lifting heavy things.
• Provide safety vests or bright fluorescent T-shirts for all volunteers to aid visibility. This is extremely important when many cars are entering and exiting at once from multiple lines/directions.
• Provide adequate volunteer training. Clearly articulate what is or is not acceptable material and provide examples of how to handle people who won't take "no" for an answer. Brief volunteers on proper body mechanics for lifting and communicating with your partner when lifting large objects together.
• Determine in advance your policy for starting and ending the event (in case cars are backed up prior to start or there are still people waiting at the original end time). Have a procedure for determining the last car and cutting off flow after that.

Contact Information

For more information, please contact:

Cynthia Moore
(608) 267-7550