To eCycting
Event Tool Kit
This Plug-In To eCycling Tool Kit is a guide for
planning recycling collection events for consumer
electronics. The Tool Kit is for use primarily by
local governments, not-for-profit organizations,
retailers or other interested groups (such as
computer users groups or clubs) that are
considering hosting electronics recycling events.
This Tool Kit is intended to provide users with
easy-to-act-on information, and is not an
exhaustive discussion of the topic. For additional
resources to help plan and implement recycling
events, please see:
• Setting Up & Operating Electronics
Re cycling/Reuse Programs: a Manual for
Municipalities and Counties, Northeast
Recycling Council, www.nerc.org/adobe/
survey/index, html
• Organizing a One-Day Computer
Equipment Recycling Event: a Planning
Guide, U.S. EPA Region VIII, Colorado
Governor's Office on Energy Management
and Conservation, EcoCycle, Inc.,
www.ecocycle.org/programs/
organizecompevent.cfm
Plug-In To eCyd'mg Event Tool Kit
First Steps in Planning Your Event
1. Initial Planning
2. How to Choose the Right Electronics Recycling
Activity
3. Budget and Funding
4. Timeline and Schedule
Tasks to Complete Before the Event
1. Pick the Location for Your Event
2. Get Permission to Hold the Event
3. Select a Recycling Service Provider
4. Consumer Education and Outreach
Day of the Recycling Event
1. Staffing Needs
2. Equipment and Supplies
3. How to Ensure a Safe Event
4. Collection Hours for Event
5. How Do You Run the Event?
6. Collecting and Reporting Information
Post-Event Tasks
1. Communication with Partners
2. Report to the Public
3. Send Results To EPA Plug-In To eCycling
Campaign
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
first Steps m Piawring Your Event
1. Initial Planning
Here are your initial questions as you begin to plan an electronics collection event.
D What type of event will you hold?
D When will you hold the event?
D What event tasks can you carry out and what tasks will you need to contract for services?
D How much will the event cost you?
D How will you pay for the event, or get others to help you?
D What is the schedule for event preparation?
D What will be your measure of success for the event (e.g., quantity of material, number of participants,
etc.)?
This Tool Kit includes a planning guide to help create a schedule leading into the event. A three-month time
frame should allow you to plan and coordinate a smooth event. Local government decision-making processes can
sometimes add to the time needed at the beginning of your planning process. If you are working in partnership
with others, some planning time should be devoted to sorting out roles and responsibilities, including funding,
BEFORE initiating other planning details.
2. How to Choose the Right Electronics Recycling Activity
As stated above, this Tool Kit is designed to help plan electronics recycling events, as part of the EPA Plug-In To
eCycling campaign. Local governments, charitable organizations and private companies have used a range of
approaches to collect consumer electronics over the past 10 years. Some of the options available for collecting
electronics for recycling are listed below.
D Host a drop-off event - one-time or periodic - focused on just consumer electronics
D Add consumer electronics to an existing household hazardous waste drop-off event, such as a spring/fall
cleanup day
D Allow for ongoing, permanent drop-off at existing recycling, solid waste transfer or household hazardous
waste facilities
D Provide curbside pick-up of electronics
D Partner with local retail stores to provide collection services through ongoing drop-off at stores or repair
and reuse outlets
D Create a mail-back program - usually sponsored by product manufacturer, others could do this as well -
that enables citizens to ship old products to recycling centers
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
First Steps in Planning Your Event
3. Budget and FirocTmg
What does an event cost?
An electronics recycling event has four basic costs centers.
D Public education and outreach - how you publicize the event
D Operations costs - costs include labor, equipment and supplies, and perhaps site rental
D Transportation costs - costs for transportation to processing facilities, usually billed per mile/hour,
including driver labor charges and shipping supplies
D Recycling costs - costs to break products down into component parts and actual recycling process costs
As you consider the budget for your event(s), remember that
costs can vary considerably, depending on the:
D Type of program or event you hold;
D Publicity you use and the cost of that publicity in
your market;
D Amount and type of material you recycle;
D Market price of environmentally responsible
electronics recycling in your area; and
D Labor, transportation and equipment costs in your
area.
Your ability to make use of donated time or resources - labor,
equipment, advertising or site access - can have a significant
impact on your event costs.
Two localities that started electronics recycling in 2001
demonstrate how the type of event, advertising and other
factors can affect participation and cost for electronics
recycling programs.
The cost to recycle material at an
electronics only collection event can range
from $5,000 to $16,500, based on a recent
study by Portland Metro. This range reflects an
event that collects on average 15 tons, or
30,000 pounds. These costs include event
labor, equipment and recycling, but not
advertising or promotion.
[Source: Assessment of E-Waste Collection & Processing
Issues for the Metro Region, June 2002.]
The costs for advertising an electronics
collection event can range from no additional
cost, when governments advertise the events
in existing recycling newsletters or mailings, to
over $40,000 in a major media market where
organizers use paid advertising on television
and in newspapers.
[Source: Interviews with recycling staff in Minnesota,
California, Florida, Maryland.]
Napa County, California, a mostly rural county of about 128,000 people, conducted a Friday/Saturday
recycling event in 2002 that collected 85 tons of electronics for recycling. In addition, another 15 tons
were received through a year-round drop-off service. Every resident received notice of the event in their
monthly garbage bill and recycling was free for residents and businesses. They used their franchise
garbage hauler and the Napa Valley Personal Computer Users Group to plan and carry out the two-day
event. The total event cost, including public outreach and advertising, labor, transportation, equipment
and recycling, was about $50,000.
Lakeville, Minnesota, a Minneapolis-St. Paul suburb of 43,000, added electronics to their Household
Hazardous Waste Collection Day and collected 14.5 tons of material during the first event. The event
was publicized in the Lakeville newspaper, using already-budgeted space for the HHW collection.
Notices were put on the city website and cable access channel, and fliers were distributed to the schools
and sent home with children. The service was limited to city residents, and they were charged $20 for
large televisions or monitors (over 20 inches) and $10 for televisions or monitors less than 10 inches.
Other electronic items were collected at a charge of $2 per item. They used city and volunteer labor, and
contracted with a recycling company for transportation and recycling. The electronics recycling cost,
above and beyond what was covered by the fees collected from participants, was about $7,000.
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
First Steps in Planning Your Event
How to pay for the event
Nearly all types of programs have a variety of funding options. Cities, counties and private entities have used
some or a combination of these options.
D Charge a fee for those that drop off items at an event, which could cover all or part of the actual
recycling, collection and transportation costs
D Use government funds (from property tax, waste or recycling fee revenue) to cover all or part of costs
D Have a private sector source cover all or part of the cost of a program
D Use in-kind contributions from government and private sources to cover costs (publicity, labor,
equipment)
When combined, these options represent a shared responsibility model for electronics recycling, in which
manufacturers, retailers, consumers and communities all share in the cost. With this Plug-In To eCycling
campaign, the EPA hopes to encourage more partnerships and increased opportunities for recycling.
Paying for an event - Examples of Public/Private Partnerships
The eCycling Project, established by the EPA, created a vehicle for ten electronics manufacturers to provide grant
funding through the Electronics Industries Alliance to fund electronics recycling in the EPA Region III area. Region III
states (Delaware, the District of Columbia, Maryland, Pennsylvania, Virginia and West Virginia) provided limited
funding, largely through in-kind services. Local governments provided advertising for the events, and some
jurisdictions paid for processing and transportation costs, in part or full. In addition, some events were held at retail
locations. Three manufacturers, SONY, Sharp and Panasonic, paid the cost of recycling their products collected at the
events.
In some other areas (Connecticut, Minnesota) SONY, Sharp and Panasonic have agreed to pay recycling costs for
their products. The arrangements vary by area. Governments have chosen to cover the additional costs for
collection and transportation either through existing government garbage and recycling fees, or by charging recycling
participants a drop-off fee.
User fees have varied considerably across the Country. Generally, user fees are charged only on products
containing Cathode Ray Tubes (CRTs), such as televisions and computer monitors, but some areas charge for all
items. Each issue of E-Scrap News lists fees charged at recent collection events.
Examples of \Jser Fees
/ Flat fee per participant or car
/ Fee per item (usually on
televisions & monitors)
/ Fee per pound for each item
In 2002, user fees as low as 75 cents per television and 25 cents
per monitor were charged in rural Allegany County, Maryland.
The County charged an amount to cover only advertising costs.
Other event costs were covered through the eCycling Project
established by EPA Region III.
User fees of $10 to $35 per television or monitor have been
charged in a number of areas, such as drop-off options at landfills
and waste transfer stations, and by private mail-back programs run by Hewlett Packard, IBM and Dell.
Snohomish County, Washington, provides a good example of the range of fees charged for electronic
items. See www.co.snohomish.wa.us/publicwk/solidwaste/programs/takeitback/NCRTS.htm.
Best Buy has charged $10 per monitor and $15 per television at most of its recycling events. All other
electronic items are accepted at no charge. In the Seattle area, where transportation costs are very high
due to the distance to facilities that can process the full spectrum of electronic products collected at
events, the retailer has added on a $5 per car fee.
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
First Steps in Planning Your Event
4. Timeline and Schedule
This basic timeline will help you develop a schedule and keep in mind all of the activities that must be done
during your event planning. If your event represents a partnership - among a group of cities, a city-county
combination, or between business, nonprofit and a government office - the schedule you develop may require
additional time to allow for needed cooperation.
Three Months Before the Event
Basic Logistics and Planning
D Determine type of event, participants (residents, businesses), and dates and times
D Seek partner commitments to support event
Recycling Details
D Decide which items you will collect
D List specific collection, sorting, processing activities needed for the event
D Determine activities you will carry out and activities you will hire a service provider to do
D Check existing electronics recycling in your area to see if you can collaborate
D Select location(s); begin process of obtaining permission for recycling, if necessary
Other Details
D Research permit requirements, including OSHA, local waste enforcement and traffic
Publicity and Advertising
D Determine type of publicity you will use [See www.plugintorecycling.org for free outreach and education
tools you can use for your event]
Two Months Before the Event
Basic Logistics and Planning
D Finalize site location choice and ensure all necessary permission is in place
Recycling Details
D Select recycler and confirm dates, times and services. Initiate work on a service contract
Other Details
D Arrange any additional recycling services - batteries, cardboard or paper recycling
Publicity and Advertising
D Finalize details of publicity and advertising materials (locations, times, dates)
D Send out notices and information with long lead times (newsletters, bill inserts)
D Create on-site signs or handouts to those recycling participants
One Month Before the Event
Recycling Details
D Confirm data collection needs for measurement and reporting
D Recruit volunteer staff, if necessary, and provide guidance on event (e.g., what to wear, traffic control,
hours, etc.)
Other Details
D Arrange for all necessary equipment not provided by the recycler
D Confirm insurance coverage is in place
D Contact local police department and traffic control authorities, as necessary
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
First Steps in Planning Your Event
Publicity and Advertising
D Distribute initial consumer notices about recycling
D Send advertising and other publicity copy and art, as necessary
D Make arrangements for press conference on first day of recycling, if desired
One Week Before the Event
Recycling Details
D Reconfirm all staffing, equipment, recycling service arrangements
Other Details
D Ensure event staff have access to water and rest rooms
D Make arrangements for collecting fees, if necessary (staff, petty cash, security)
D Get supplies - traffic cones, tape, tools, refreshments
Publicity and Advertising
D Send out press release and contact local reporters several days before event
First Day of the Event
D Follow up on advertising and promotions, contact local news outlets
D Prepare site early with recycling service provider and other on-site staff
D Re-connect with property management before event begins; exchange contact information and establish
protocol for addressing unexpected issues
D Hold press conference, answer any press questions
D Coordinate and manage on-site staff
D Greet participants and interested constituents or supporters
D Collect data, including any survey information, in order to document your event to help with future
funding and support
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
TasVs to Couipiete Before the Event
Once you've made the decision to hold a recycling collection event and have developed a project budget, there are
a number of specific elements to address leading up to the event
I. PicV the Location for Your Event
Your location decision should address several factors:
D The location should be reasonably well known in the community, or at least fairly convenient to people
you want to participate.
D The site should have good street access, so people can easily enter the site without creating backups or
delays. Avoid sites that have only one point of entry, or require people to make left turns on busy streets.
D The space or parking lot should be large enough to safely accommodate traffic, recycling equipment and
event staff. There are a number of ways to set up for an event, but a large space is needed to ensure that
things run smoothly. If you are working in a parking lot, look for areas where you can get about 4,000
square feet. This space should be situated so that you can create two lines for cars, one on each side, or a
single line that has space for workers to unload a number of cars at the same time, to help to minimize
waiting time.
2. Get Permission to Hold the Event
Getting Permission for the Event
Early approval for an event should be a top priority in your
planning efforts. Delays in approval can mean fewer widespread
publicity opportunities due to compressed time lines, thus
lowering the turnout and the overall success of the event.
Establish good communications with the property owner,
occupant or manager. Provide them with good information about
the event and what to expect.
D Identify who will be the person to "make the call" for
using a site. For example, is it a school principal or will
the school district need to sign off on using a school
parking lot?
D Call and review the event objectives. Address all of their
questions and concerns.
D Be prepared to answer questions about your recycling event - who, what, when, where, why & how.
Have information about events that have been done elsewhere.
D Check with your recycler and the site manager and then investigate additional insurance requirements for
recycling electronics at the facility. No additional environmental insurance should be needed but sites
may require proof of coverage or additional coverage for general liability (which covers accidental injury,
damage, etc.).
/
/
/
If you are using a privately owned
property, such as a retail parking lot,
contact the property management
company and the store manager.
If you are using a facility owned by
the city or county, start by contacting
both the facility site manager and the
Public Works department.
If you are using a school property,
contact the facilities manager and the
specific school principal.
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
Tasks to Complete Before the Event
D Check with city and county offices - usually the Planning, Health or Public Works Department - to
determine needed permits (event, sign or tent permits).
D Call the state environmental regulatory agency to determine if there are any additional approval steps at
the state level. Some states may have specific provisions related to recycling events or to the handling of
electronic products.
3. Select a Recycling Service Provider
One of the most critical decisions you will make is to pick a recycling company to perform the actual recycling of
materials collected during the event. Three important considerations will help you evaluate electronics recycling
service providers.
D Cost
D Experience
D Environmental performance
A competitive solicitation process - through a request for bids - is an excellent way to choose a cost-effective
recycling option that fits your program goals and budget. A number of companies now offer comprehensive
services, from the point of collecting during the event all the way through to brokering the final recycling
processing and disposition of all materials.
Because of the emerging competition among these service providers, a competitive process is not only necessary to
identify the company that best suits your program goals, but also to ensure that you are granting all companies
the opportunity to bid for services. If you are a public organization, your organization will have procedures that
dictate how to go about contracting with a private company for services.
Steps in Selecting a Recycler
/ Determine what services you would like the recycler to provide (labor, equipment, transportation and recycling),
including any specific environmental management needs, such as domestic disassembly
/ Solicit proposals, or bids, from companies to provide the full range of services
/ Determine short-list based on cost, experience and environmental performance
/ Check references and previous contracts for companies on the short list
/ Select company that provides the best value in terms of your program goals
As you solicit bids, be sure to give the potential bidders very clear information about the population you want to
serve, your expectations about service during the actual collection event, and what sort of information you need
to see from them in order to properly evaluate their bids. You may choose to include a requirement that the
company be responsible to recycle all cardboard, mixed paper and beverage containers discarded during the
event.
Cost
Consumer electronics recycling can be expensive, and companies that provide recycling services offer a wide array
of prices. Several factors will influence the cost of your event:
D Services are contained in the cost (labor, equipment, transportation and recycling);
D Level of competition in the area; and
D Distance to environmentally responsible recycling facilities.
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
Tasks to Complete Before the Event
If you negotiate, you may get recycling companies to offer different rates if they are bidding on more than just a
single event. For instance, a company may offer a completely different price if the event is part of a larger package
of service, such as all recycling services for your organization. The recycling cost categories described below should
help you solicit bids.
Processing. How much does it cost to process the material collected? Usually, you will see processing costs on a
per-pound basis, but televisions and monitors may be a per-unit cost. Specific electronic items have different
processing costs, so costs should be broken down by sub-categories of equipment.
D Computers (CPUs)
D Televisions and computer monitors (products containing cathode ray tubes, or CRTs)
D Office equipment
D Cellular phones
D Household electric products (e.g., kitchen appliances) and other low-grade material
You will see higher costs to recycle products with CRTs. In 2002, processing costs ranged from $0.12 to $0.90
per pound, depending on the type of material and level of processing. High proportions of televisions and low-
grade material can push your costs toward the high end of the range.
Transportation costs. How much does it cost to transport collected electronics material to the processing center?
If the processing facility is nearby, transportation should be an hourly rate for truck rental. Longer distances
should be reported either as a flat rate or a per-mile charge. In 2002, transportation rates ranged from $1.40 to
$2.70 per mile. Remember, it is always cheaper to ship a full truckload of material, so be sure that the truck size
is right for the volume of materials you expect to collect.
Equipment and supplies. What equipment is needed to handle the program and what will it cost to acquire it?
The list of equipment and supplies will include pallets, gaylords, pallet jack, forklift rental, shrink-wrap and
cones. Many recyclers will provide for equipment and should itemize the added costs for equipment.
Labor. How many people does it take and at what cost to supply the service? Labor costs will vary across the
country, depending on the labor market in your area. Some recycling companies will provide you with the cost
per hour for each worker they will have at the event, while others will provide a flat labor charge for each day of
the event. This cost an sometimes be bought down with the use of volunteers.
Case Study on Recycling Costs - Boulder County, Colorado
On average it cost $5,000 (excluding donated services) for collection related costs and about $0.15 per pound for
processing related costs for the Boulder County events. Depending on the market you use, transportation makes up
about 1/3 of the processing related costs. The size of your event will naturally affect both of these types of costs.
Source: Organizing a One-Day Computer Equipment Recycling Event: a Planning Guide, U.S. EPA Region VIII, Colorado Governor's Office on Energy
Management and Conservation, EcoCycle, Inc.
Evaluating Recycling Costs Among Competing Bids
Ask for detailed cost estimates in your solicitation and you will have a much better basis for evaluating which
company best meets your needs. Ask service providers to provide pricing from recent contracts for similar services.
Compare costs. Compare the bids you receive to each other and to the costs associated with other events by calling
those communities that have organized events. A few communities may be reluctant to share information, but you
should be able to get useful information to help you compare costs. E-Scrap News (available through
www.resource-recycling.com) can help you keep tabs on the most recent events.
U.S. EPA's Plug-In To eCycling: Event Toolkit
-------
Tasks to Complete Before the Event
Experience
A growing number of companies can provide excellent service, and your evaluation should take into account the
experiences of these firms. When you compare the experience of service providers available in your area, the
following factors can guide your review:
D Does this firm have experience doing what you want them to do?
D If so, how have they performed under past contracts? If there have been problems, have they been
recurring problems or were they one-time occurrences?
D If not, do they demonstrate they are capable of doing something similar?
The easiest way to answer these questions is to contact people who have worked with each service provider in the
past. One useful hint is to ask each bidding company for contacts from recent, similar projects (3 to 5 should
suffice), rather than simply asking for references. By doing so you can reduce the ability of the service provider to
only select "good" references.
Environmental Performance
Take full responsibility for ensuring that the
program you set up achieves your
environmental objectives for recycling. Do not
assume that the collected material is being
recycled, or recycled according to your
expectations.
The following questions have been used by
others and will help you evaluate the
environmental performance and practices of
those service providers that submit bids.
Know How Your Materials Are Recycled
Recent reports have raised some important issues related to
recycling old electronics. Not all processing operations ensure
high standards for environmental performance, labor practices
and safe disposal. These concerns make it imperative to fully
understand how the material you collect will be handled.
[See www.nrc-recycle.org/resources/electronics/index.htm or www.ban.org or
www.svtc.org or www.iaer.org/aboutrecycling.htm for discussion of these issues.]
D How do they process the material you collect - shred, demanufacture or export? Is there any material
they collect that will not go through this process? Why not?
D What end-markets do they use? Is this a complete or partial list?
D What type of audits or environmental review do they do on the end-markets you use? Are there any
available to read?
D Do they ship any whole units overseas or to brokers? Where do the brokers send the material? Can they
verify the performance of all overseas markets? Ask for clear documentation on this, as this can be a red
flag for poor performance.
D Have any of their customers done any audits on environmental performance? If so, are they available?
D Can they provide all licenses, certificates and permits that they operate under, in addition to contacts at
the appropriate regulatory agency?
D Have they ever been cited, fined or been in violation of any environmental regulation?
D What are the residual rates from their facilities? What material is not recycled?
Electronics recycling is evolving, and those organizations that have been involved over the past several years are
gaining a strong understanding of how to evaluate the environmental performance of recycling efforts. By tapping
into this experience and expertise, you can help to ensure that the program you set up will achieve your
particular environmental goals.
U.S. EPA's Plug-In To eCycling: Event Toolkit
10
-------
Tasks to Complete Before the Event
Service Contracts
Sample contract language, based on language from several existing contracts, can be found at http://
www.epa.gov/epaoswer/osw/conserve/plugin/toolkit.htm. You will need to add specific contracting language
necessary for your organization, but can use the sample as a base for recycler-specific requirements.
4. Consumer Education and Outreach
A successful recycling event requires an extensive effort to inform consumers about both the need to recycle and
the specifics of the your collection event. The amount and type of advertising you chose to do can have a
significant effect on the number of participants in your event. A variety of public education, outreach and event
promotional materials have been designed for your use. Go to http://www.epa.gov/epaoswer/osw/conserve/
plugin/brochure.pdf.
How to Tell People About Your Recycling Event
Provide enough information for participants to
understand what they need to do.
D Event location (an easily recognizable location
is best)
D Dates and times for the event
D Products accepted and NOT accepted
D Whether there are any user fees
D Contact information for more information
Inadequate information can discourage participation or
inundate you with calls.
Advertisements in print, radio and television
Media advertising can be effective and, depending on your event budget, you may be able to use all three media.
If you are interested in media advertising, early decisions about your event budget and schedule should
accommodate the time and resource needs for such advertising. In addition, be sure you have the collection
capacity to handle large volumes of materials if you advertise widely. Your organization will need to have media
relations staff to help you secure the advertising time and space.
/
Print, radio and television advertisements
Announcements in local recycling newsletters
(including electronic newsletters and
websites), prepared by city or county recycling
offices
Special inserts in bills (water, utility or solid
waste bill)
Press releases and calls to local media to
generate news reports
Handouts at local stores and other sites, such
as household hazardous waste collections
MaWng \Jse of Advertisements
The State of Maryland, in partnership with a Baltimore television station, produced a commercial about electronics
recycling that was provided to other states and local governments to be tailored to their specific locations.
Best Buy Company generally runs print advertisements for their recycling events a week before the event and again a
day or two before the events. Best Buy also created a 30-second television advertisement that could be edited to
provide information on specific events.
U.S. EPA's Plug-In To eCycling: Event Toolkit
11
-------
Tasks to Complete Before the Event
Announcements in local recycling newsletters
If there is a recycling or waste newsletter (either print or electronic via email) in your community, this tool is
inexpensive, reaches all households in a community and is a primary source for recycling information. To the
extent you can plan your event on a schedule that allows you to include an announcement in a newsletter (or
several, if you are trying to reach a number of communities), this approach can be your primary outreach
channel.
Special inserts in other service billing statements
If you have the opportunity to include an announcement as an insert in a water, utility or solid waste bill, you
can gain the same cost-effective outreach as through a recycling newsletter. Such bills are sent out most often on a
quarterly basis, so your event planning would need to allow enough time to use the billing cycle for promotion.
Reaching All Residents
In Napa Valley, California, a county with about 128,000 people and few electronics recycling options, all governments
in the county worked with their franchise garbage hauler and the Napa Valley Personal Computer Users Group to
organize, plan and carry out two-day electronics recycling events in the summer of 2001 and 2002. The event was
open to both residents AND businesses.
In addition to advertising in advance through brochures, the organizers sent all residents a coupon for recycling
electronics in their monthly garbage bill. Participants with a coupon were not charged to drop off items at the event.
Existing waste and recycling fees covered the event costs.
The events resulted in over 70 tons in 2001 and 85 tons collected for recycling in 2002. Costs for the events were
about $50,000 each, including labor, equipment, transportation, and recycling.
News media outreach to gain access to local news reporting
While unpredictable, local news coverage can give you broad exposure for a relatively small low cost. An
announcement coming from a civic leader has a much better chance of gaining the attention of the local news
community. Second, have a media relations person or staff that can send out a media alert and answer calls
seeking more information. An example of a media alert that has been used for other events can be found at http://
www.epa.gov/epaoswer/osw/conserve/plugin/media.pdf. When you contact local news outlets, invite them to
come to the event for potential visual material and interviews.
Your Message Matters! Be Clear and Concise About Why T'eople Should Recycle
As part of your outreach efforts, you should carefully develop and refine your message. If a media representative calls
you, you will want to be prepared with a brief description of the event, the problems of discarded electronic products,
and how people can participate. The Plug-In To eCycling Campaign materials should help you provide a clear
message.
Plan to be easily accessible to the media before, during and after the event. This type of proactive outreach and
positive interaction with the media can really improve the public perception of your efforts.
BE CREATIVE! Use a Variety of Outreach Methods
The following examples highlight how two counties put together outreach and promotion efforts that include a
wide range of tools to reach different segments of their population. Aggressive outreach and promotion can be
instrumental in gaining the visibility needed to secure community support and funding for electronics recycling
programs.
U.S. EPA's Plug-In To eCycling: Event Toolkit 1 2
-------
Tasks to Complete Before the Event
Me Ft Back Network
Snohomish County, Washington
2002 Advertising and Promotion Materials
GENERAL PUBLIC
Publicity
• www.co.snohomish.wa.us/takeitback
• Press release (Ban/program announcement/
participant list)
Notification/Promotion
HANDOUTS
• Brochures
• Map/Directions and other local options
• Waste Connections newsletters
• Chamber of Commerce Fliers
SIGNAGE/DISPLAYS. ETC.
• Posters
• Counter Displays/brochure rack
• Employee buttons
Paid Advertising
• Newspaper Advertising
• Transit interior display advertising
• Yellow pages advertising
PARTICIPATING BUSINESSES
Communications
• Take It Back Network Breakfast Roundtable
Misc. In-Store Tools
• Electronic files of Take It Back logo art
• Window/door decals
• Banners (small: 11" x 13" and large: 3' x 3')
• Balloons
• Illegal Dumping signage (interior and exterior)
and mock surveillance cameras
• Posters, Employee buttons, Counter cards with
brochure holder
Cottier County, Florida
Outreach and Promotions
Collier County uses many public education and
outreach methods to publicize electronics recycling. The
County obtained a state recycling grant to hold two free
electronics recycling events. These events were held in
2001 and 2002, and collected about 18,000 pounds of
electronics. Two recycling drop-off centers also provide
free drop-off for residents and fee-based drop-off for
businesses. The County has recycled about 70,000
pounds through these centers to date.
Collier County uses several outreach methods. They
have an overall advertising budget of $80,000.
• The website gives information on electronics
recycling news and events, a photo gallery of past
electronics events, and a short movie clip. See
www.colliercountyrecycles.com.
• Movie Theater: They run a promotional slide on
the electronics program at local movie theatres.
This slide is shown four times before movies are
played.
• A 24-hour hotline with information on electronics
recycling.
• Brochure: The County developed a brochure that
gives facts on the dangers of not recycling
electronics and information on recycling in the
county.
• Magnets: the County created a magnet made from
recycled computer chip boards, with the logo,
Electronics Recycling is the Future, and the
website address and the hotline number.
• Radio and television commercials include
electronics recycling in the general recycling
message.
• Utility Billing: The County can advertise the
electronics recycling program for free on the
bottom of monthly utility bills for residents and
businesses.
• Flyer to Key business sectors: A flier was
distributed to Motel/Hotels to inform them that they
can recycle their electronics at our drop-off
locations.
• Newspaper Advertisement: Electronic Roundups
are advertised with the local newspaper.
U.S. EPA's Plug-In To eCycling: Event Toolkit
13
-------
Day of the Recycling Event
I. Staffing Weeds
You will need adequate staff for a successful event.
D A rough estimate is six to ten staff for an electronics event where you expect to collect about 15,000
pounds of electronics, or about 150 to 200 cars.
D Event times and days can affect how you staff an event. An event open only a few hours on a Saturday
may need more workers for a short time, for example, than an event open all day for a Friday and
Saturday.
D Avoid understaffing an event, which can lead to long waiting lines and participant frustration, property
owner and public dissatisfaction, and increased potential for injury.
D If you are loading trucks that don't have lift gates or are gathering the collected materials on pallets before
loading, you will need staff qualified to drive a forklift.
Volunteer vs. Paid staff
You should arrange for professional, paid and experienced recycling staff to carry out event manager and recycling
supervisor responsibilities. Some localities have city or county staff carry out these responsibilities; others have
hired private recycling firms to provide all event management and recycling activities.
Volunteer or paid staff can provide labor for unloading electronics from participants' cars, traffic management and
greeting participants.
Event Staff ing& Responsibilities
Event Manager
Overall responsibility for event logistics, including set-up and take-down; relations
with media, property owners and participants; day of event on-site problem-solving
Recycling Supervisor
Responsible for the full range of on-site collection, sorting and loading for
transportation; representative of recycling service provider with decision-making
authority at event
Recycling tabor
Lead for physically unloading participant vehicles; sorting and carrying collected
materials; preparing for loading and transportation
Greeters $ Traffic Management
Represents event host to all participants; provides information on event; answers
questions; helps direct traffic smoothly through the drop-off area; if appropriate,
collects data through survey or questionnaire
Paid Volunteer
'
'
'
'
'
'
U.S. EPA's Plug-In To eCycling: Event Toolkit
14
-------
Day of the Recycling Event
Some localities have determined that the time it takes to coordinate volunteers to properly staff an event
and the expense of the risk associated with volunteers at an event could be better spent on event
promotion and advertising, or other activities.
Other localities have found that using volunteers enables them to afford to hold event when they
otherwise wouldn't have the budget pay to staff the event.
Some recycling service providers may express liability concerns associated with having volunteers working
at an event. If you are going to have volunteers, discuss the best way to address these concerns.
Note of caution on volunteers
While many communities encourage active involvement of volunteer groups, you should use good judgment on
potential volunteers for electronics recycling events. Collection events involve high levels of traffic and lifting of
heavy items. These factors suggest that you consider only groups appropriate for these activities. While activities
like heavy lifting may not be a good fit for all volunteers, such as school kids, there are good ways to involve these
supporters. School children, for example, can do much to get the word out about your event.
Fridley, Minnesota, a suburban city outside of Minneapolis with a population of 30,000, added electronics collection to
their Household Hazardous Waste Clean Up Events in 1999.
In the first year, existing city staff provided all event labor - greeting, unloading cars, loading a roll-off container. Fridley
contracted with a recycler ONLY to drop off a roll-off container for electronics and the recycler then transported the load
off for recycling after the event.
In 2001 and 2002, Fridley arranged for a recycler to provide all service related to electronics. They determined that the
city time and budget needed to coordinate, staff and provide additional insurance for the event were offset by the cost
of the full service recycler. Residents paid a portion of the recycling costs for electronic items; the City paid the rest. In
2003, the City has discontinued collections due to the program cost.
2. Equipment and Supplies
If you use a recycling service provider, they should provide most, if
not all, of the equipment you will need during the event. You should
specify that they provide all equipment when you solicit bids and
include equipment responsibilities in your service contract.
The recycler should recommend the right size and combination of
trucks, trailers, or roll-offs for an event, based on the collection site,
anticipated volume of materials and transport distance to processing
facilities. Make sure the recycler has a truck, trailer or roll-off in
reserve. Require the recycler to bring extra pallets and gaylords, to
ensure there will enough to handle larger than anticipated volumes of
material.
It is important to be absolutely sure that you can handle any
foreseeable volume of material.
If drop-off fees are collected from participants, have a cash box with
petty cash for making change (in small bills) and a receipt book
(unless you are working with a not-for-profit who will reuse the
equipment, the receipts are not for tax purposes).
MAKE SURE you have a hand-counter (clicker) to keep track of
number of participants.
Recycling Eqmp\mem
/ Trucks & trailers - range from 24-
foot or 39-foot straight truck to 53-
foot semi-trailer OR roll off
containers (usually 40 yard size)
depending on anticipated size of
event
/ Pallets & gaylords for sorting and
loading
/ Moving and loading equipment -
forklift and pallet jack
/ Traffic control supplies - cones,
directional signs, rope, etc.
/ Recycling receptacles for
cardboard and mixed paper
/ Trash receptacles
/ Worker supplies: back braces,
gloves, safety vests, first-aid kit
/ Staff needs - Refreshments,
chairs, tables, tent for shelter,
access to restrooms or portable
toilets
/ Clean up supplies
/ A receipt book may be needed if
you are a nonprofit or serving
businesses
U.S. EPA's Plug-In To eCycling: Event Toolkit
15
-------
Day of the Recycling Event
3. How to Ensure a Safe Event
Event safety is often overlooked, but essential to ensuring that the event is a success. Several important steps can
help ensure that your event proceeds safely.
D The event manager and recycling supervisor should have a plan for event safety in advance of the event.
D Brief all event staff, paid and volunteer, in the morning before the event begins.
D Have safety and first-aid equipment on site.
D Avoid creating traffic flows that cross paths with pedestrian activity, both within the event site and the
surrounding area.
D Keep recycling equipment contained within an area not accessible to automotive traffic.
D Minimize the degree to which participants have to stop and get out of their vehicles (though you won't
be able to prevent this altogether, no matter how hard you try).
D Have a plan for media outreach if you have to cancel the event due to severe weather.
Make sure you check on any insurance requirements when you get permission to hold the event. Depending on
the site location, you may have had to secure general liability insurance to provide coverage in the event of any
accidents that lead to injury.
4. Collection Hours for Event
All advertising and promotion materials should have included information on the hours of operation for the
event. As a general rule, it is wise to avoid overlapping with rush hour if you are collecting on a normal business
day.
Best Buy Company holds electronics recycling events in parking lots of selected stores from 10:00 a.m. to 5:00
p.m. or 6:00 p.m. on Fridays and Saturdays.
Many cities and counties hold electronics collections on weekends (as electronics only events or with hazardous
waste collection days). Generally, events have been held Saturdays from 8:00 a.m. or 9:00 a.m. to hours ranging
from 1:00 p.m. to 4:00 p.m.
Consider the habits of your community and what they are used to in events when setting your time. If you are
advertising widely for a big turnout, you may want to have longer hours to try to spread the traffic.
Set up should begin so the event is ready to start
at least a half hour before the posted start time to
allow for early arrivals. Allow one hour after
collection for clean up of site, including loading
all material into trucks, sweeping up all trash,
taking down signs or traffic controls, and ensuring
that the site is left in the same condition as before
the event.
5. How do you run the event?
Organization is the key to success. The event
manager should create a plan for the entire event,
including logistics from set-up to clean-up.
Checklist for the Event
/ Schedule a walk-through of the collection site the day
before the event, for the event manager, recycling
supervisor and property owner - review plans for
traffic flows, sorting/loading, safety, emergency
contacts, equipment and supplies.
/ Have printed copies of contact names and phone
numbers for all people who may need to be reached
during the day of the event (get cell phone numbers!).
/ Have printed copies of press releases, advertising and
promotion materials on hand.
/ Check the weather forecast and bring clothing or other
items as needed.
U.S. EPA's Plug-In To eCycling: Event Toolkit
16
-------
Day of the Recycling Event
6. Collecting and Report'mg Information
Many communities and others who organize electronics recycling events collect data on the quantity and type of
material received at an event. You also will find this data critical for securing future funding and the support of
the community you serve. Your recycling service provider should be a source for much of the information on
materials collected, by type and quantity.
D Documenting your success for those who funded the event. Data can provide a record of how many
participants you served, how much material was recycled, how much benefit to the environment resulted
from removing certain hazardous materials from waste.
D Planning for future events. Having a good record of what you recycled and the number of participants
can help you plan for future events.
D Assessing the needs of your community. You can collect some qualitative information that may help you
with planning your program in the future if you choose to collect data through survey information.
Measuring what you recycle
In order to meet the data needs of your funders and constituents, you may wish to insert specific data reporting
requirements in your request for bids and your contract for the event. Specifically, you should ask your recycler to
report:
D How much material was collected?
D How much material was recycled? How much was waste?
D How much of each type of material was recycled (televisions and computer monitors, printers, etc.)?
D How much did it cost you to recycle each type of product recycled?
Do not rely on self-reported information to track what was brought to your event (i.e., "what did you bring
today?"). Doing so will not provide the quality information you will need. Depending on how you manage the
event collection itself, you or the recycler should count:
D How many cars/participants were served at the event.
You can get a good sample data reporting by clicking on http://www.epa.gov/epaoswer/osw/conserve/plugin/
form.pdf. EPA Region III and its member states initiated an eCycling campaign in 2001. Events were held
throughout the Region and participants used a uniform form for reporting results. This form is very useful and
can be adopted for use by others.
Surveys: Pro and Con
Some collection programs have used participant surveys to collect additional qualitative data during recycling
events. Surveys collect information on how participants heard about the event, how far they traveled to recycle,
how much they are willing to pay to recycle, as well as opinions about electronics recycling issues.
Surveys can be an effective tool, but add complications to the
how you carry out your event. You will need additional staff
to conduct surveys, and you may need to increase the size
and layout of the collection site in order to accommodate the
traffic during the time it takes to complete a survey. One
option to alleviate traffic problems is to hand participants a
survey form to take with them, which they fill out later and
mail back to you. While this can ease the concerns about
how the event works, you may not get enough responses sent
back to provide you with useful information.
Survey Examples Available
Minnesota, Region III eCycling and other
organizations have conducted surveys as part of
their events, so you may wish to rely on existing
findings before including a survey in your event.
Check the Minnesota Electronics Report at http://
www.moea.state.mn.us/plugin/report.cfm and the
eCycling survey at http://www.epa.gov/
epaoswer/osw/conserve/plugin/survey.pdf.
U.S. EPA's Plug-In To eCycling: Event Toolkit
17
-------
Post-Event TasVs
I. Communication with Partners
After the event is complete, it is good to communicate with all parties involved in the event.
D Send letters to each participating organization to thank them for their cooperation and help in carrying
out the event.
D Establish time frame for the recycling company to report back to you on types and quantities of material
collected during the event.
2. Report to the Public
Create a report for public audiences. The public report need only include the basics, such as those outlined
below. A public report will help the general public and decision makers within your organization understand
what happened at the event. It can assist any organization in planning, funding requests, cost assessments and
other analysis for future events.
D Brief description of program objective of the recycling event
D Dates and locations of the event
D Number of participants
D Types and quantities of materials collected
D Contact information for those seeking more detailed information about the event
Draft a press release publicizing the results of your event. Use the opportunity to help the public see how much
waste was recycled.
U.S. EPA's Plug-In To eCycling: Event Toolkit 1 8
-------
Weed Here Information?
The following organizations have additional information on electronics recycling pro-
grams:
Setting Up and Operating Electronics Recycling/Reuse Programs: A Manual for Municipalities and Counties, Northeast
Recycling Council (NERC), October 2001. www.nerc.org
Organizing' a One-Day Computer Equipment Recycling Event. A Planning Guide, U.S. Environmental Protection
O O J L 1 L J O O '
Agency Region VIII, Colorado Governor's Office of Energy Management and Conservation, and EcoCycle, Inc.,
2002. www.state.co.us/oemc
Recycling Used Electronics: Report on Minnesota's Demonstration Project, Minnesota Office of Environmental
Assistance, St. Paul, July 2001. www.moea.state.mn.us
Considerations for Local Communities, Related to the Collection of Used Electronic Products, Northwest Product
Stewardship Institute, http://www.productstewardship.net/PDFs/productsElectronicsCollectionConsid.pdf
Other sources of (fata and information referenced in the Tool Kit:
Assessment off-Waste Collection & Processing Issues for the Metro Region, Portland Metro, June 2002.
Collection Organizations Directory, International Association of Electronics Recyclers, Albany, NY. www.iaer.org/
search/iaersearch.cfm
Core Performance Elements of the Guidelines for Environmentally Sound Management of Wastes, Organisation for
Economic Co-operation and Development, February, 11 2003. http://www.olis.oecd.org/olis/2001doc.nsf/
linkto/ENV-EPOC-WGWPR(2001)4-FINAL
Household Hazardous Waste Management: A Manual for One-Day Community Collection Programs, U.S. EPA, 1993.
www.epa.gov/epaoswer/non-hw/household/hhw/cov_toc.pdf
Electronics Industries Alliance, Arlington, Virginia, Directory of Recycling Events, www.eiae.org
National Database of Electronics Recyclers, Reuse Organization, and Municipal Programs, National Recycling
Coalition, www.nrc-recycle.org
Polymer Alliance Zone, West Virginia, www.electronicsrecycling.org
Rochez, Regina, "Following the Path of eCycling" Resource Recycling, December 2002.
Selected E-Waste Diversion in California: A Baseline Study, California Integrated Waste Management Board,
November 2001. www.ciwmb.ca.gov
U.S. EPA's Plug-In To eCycling: Event Toolkit 1 9
-------
Need More Information
Silicon Valley Toxics Coalition, Campaign for Responsible Technology, San Jose, California, www.svtc.org
Technical Guidance for the Environmentally Sound Management of Specific Waste Streams: Used and Scrap Personal
Computers, Organisation for Economic Co-operation and Development, March 4, 2003. http://www.oecd.org
(search for title)
See additional documents regarding Environmentally Sound Management of Electronics at www.oecd.org.
This tool Vit was prepared by E4 Partners with funding from the \J.S. EWV. E4 and \J.S.
EWV thanV the following for sharing thoughtful comments, information, and examples.
Chris Cloutier, D&R International
Joe Aho, Recycle America, Waste Management, Inc.
Best Buy Company, Inc.
Ed Boisson, Ed Boisson Associates
Raoul Clarke, Environmental Administrator, Hazardous Waste Management Section
Florida Department of Environmental Protection, www.dep.state.fl.us/waste
Collier County, Florida, Solid Waste Management Department, www.colliercountyrecycles.com
California Integrated Waste Management Board, Sacramento, California, www.ciwmb.ca.gov
Cara Clore, Clinton County, Michigan
Susan Castellon, Colorado Governor's Office of Energy Management and Conservation
Julie Jones, Fridley, Minnesota
Anne Gelbmann, Minnesota Office of Environmental Assistance, www.moea.state.mn.us
Leif Hanson, Lakeville, Minnesota
Sego Jackson, Snohomish County, Washington
Tom Metzner, State of Connecticut
Kevin Miller, City of Napa, California, www.cityofnapa.org
Ray Moreau, Southern Waste Information Exchange (SWIX). www.swix.ws
Joe Nardone, Envirocycle, Inc.
Regina Rochez, Maryland Department of the Environment
Gloria O'Connell Sonnen, Materials Management Division, Minnesota Department of Administration
Claudette Reed, U.S. Environmental Protection Agency, Region III, Philadelphia, PA
U.S. EPA's Plug-In To eCycling: Event Toolkit 20
-------
SEPA
United States
Environmental Protection
Agency
Office of Solid Waste (5306W)
Washington, DC 20460
Official Business
Penalty for Private Use $300
EPA530-R-03-005
March 2003
www.epa.gov/osw
------- |