CLICK HERE to join leading service companies by completing the sustainable market census.
CLICK HERE to join leading service companies by completing the sustainable market census.
The Complete Green Service Company Production Manual
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Introduction
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Welcome to the Sustainability Manual for International Service Production Companies.
This manual is designed to provide valuable insights, guidelines, and practices to integrate sustainability principles into your operations and promote environmental responsibility within your service production activities.
As service production companies, we recognize our role in the larger ecosystem of media and entertainment, and we understand the importance of embracing sustainability practices to minimize our environmental impact.
By adopting sustainable approaches, we can contribute to the well-being of our planet, inspire positive change within our industry, and set a strong example for others to follow.
As we embrace our different approaches to sustainability, we create a stronger industry and we make sure we are working with a mindset of equity and inclusion.
This manual serves as a comprehensive resource to guide service companies in making informed decisions, implementing sustainable practices, and fostering a culture of environmental consciousness.
It will outline key sustainability concepts, address specific areas of concern within production operations, and provide practical strategies to reduce waste, conserve resources, and promote social responsibility.
Sustainability is not just a buzzword; it is a mindset and a commitment to responsible business practices that benefit both our companies and the planet.
By incorporating sustainability into our daily operations, we can not only enhance our reputation as socially conscious organizations, but also improve efficiency, reduce costs, and create a positive impact on the communities we serve.
We encourage all personnel to familiarize themselves with the content of this manual, as each individual plays a vital role in our collective sustainability efforts.
Together, we can make a significant difference and contribute to a more sustainable future for our industry and the world.
Let's make a positive impact, one sustainable step at a time!
Miranda Romero, Sustainability Consultant, Mexico & The GTB Team
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The green production service manual serves as a resource to support international companies in effectively bidding, presenting and reporting on their sustainability efforts to their clients.
By providing clear guidelines, templates, and examples, the manual empowers companies to articulate their sustainability practices, commitments, and achievements in a compelling and authentic manner, whist helping them to craft messages that resonate with clients who prioritize sustainability and are seeking responsible production partners.
With the guidance provided, companies can effectively showcase their sustainability efforts, differentiate themselves in a competitive market, and attract clients who share their values and vision for a more sustainable future.
The manual also serves as a reference for stakeholders, agencies, brands, and partners who are interested in understanding the sustainability initiatives undertaken by the companies and markets that they partner with.
Ultimately, this document is intended to inspire and guide service company employees and crew to embrace sustainable principles and integrate them into their daily work routines and decision-making processes.
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• Communication and transparency: It’s important for a service company to share its sustainability policy with its clients, and be clear about what sustainability looks like in their market.
Develop a communication strategy to inform stakeholders about the company's sustainability initiatives, progress, and achievements, while making sure to manage expectations from clients and foreign sustainability consultancies.
Produce sustainability reports, and engage in open dialogue with clients, crew, and the wider community.
• Environmental impact assessment: As a service company, conduct a thorough assessment of the company's environmental impact, including energy consumption, waste generation, and greenhouse gas emissions.
Identify the key areas where improvements can be made.
Commit to achievable goals and focus in reducing your impact, research what are your country’s environmental laws.
• Waste management: Implement a comprehensive waste management system that includes recycling, composting, and responsible disposal of hazardous materials.
Encourage the crew to minimize waste generation and provide training on proper waste segregation and disposal practices.
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• Minimal Carbon: Reducing carbon as much as possible across your entire production. On the ground this is mainly in travel and generator use.
• Single-use Plastic: Items that are made primarily from fossil fuel–based chemicals and are meant to be disposed of right after use, eg take out cutlery, plastic drinks bottles, straws etc.
• Sustainable: To eliminate further environmental damage, keep things at current conditions.
• Regenerative: Beyond sustainability, improving the environment and community.
• Zero Waste: At least 90% diversion of materials from landfill. This includes compost, recycling, and donations of art department and food.
Creative Considerations
The largest carbon impact in any shoot is the travel.
The Green Spark Group in Canada recently published this one sheet outlining the outsized impact of travel and transport in the productions they oversaw.
For more detailed information about the impact of flying in a typical production you can view their detailed case study at the link here.
Special thanks to the Adgreen calculator for making these emissions calculations and charts possible.
Creative Considerations When Bidding a Sustainable Production:
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When production companies bid a service job in an international market there is an inevitability that air travel will be a part of the CO2e impact of the shoot. There are ways to minimize this impact. If you feel comfortable recommending them to your production client please do.
They can could include:
• Recommending a remote shoot with local crew.
• Pitching the project in a location that could be reached by public transit or train.
If the shoot is still going to be in person, you can also use your bidding process as an opportunity to let your production client, agency and brand know the carbon implications of each additional traveler to a shoot location, so that they can be informed in their choices to fly out their own team or clients.
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In advance of your production and while bidding your job, it is important to consider how you will manage any construction or Art Department that needs to be built, so always bare in mind the following:
• Ensure your clients are aware of your local regulations in terms of waste management and what local construction usually does with dismantled sets.
• Work together with your local production designers, art directors, construction and strike crews to develop good practices.
• Explore local market laws regarding the use of certified wood and make sure that your construction crew are aware of them.
• Create a system for separating and sorting materials based on their recyclability. This can include wood, metal, plastics, fabrics, and other materials commonly used in set construction. Having designated bins or areas for different types of materials makes recycling more efficient.
• Collaborate with recycling services: Establish partnerships or contracts with recycling services or waste management companies that specialize in handling different types of materials. These professionals can advise on proper recycling methods and assist in the recycling process, ensuring that materials are disposed of responsibly.
• Donations or repurposing: Explore opportunities to donate or repurpose set elements. Contact local community theaters, schools, nonprofits, or other organizations that might have a use for the materials. Items like furniture, props, or building materials can find new life in other productions or community projects, reducing waste.
• Rental or reuse for future productions: Consider the possibility of renting or reusing set elements for future productions. By storing and cataloging dismantled sets properly, they can be repurposed for subsequent shoots, reducing the need for new materials and minimizing waste.
• Upcycling or DIY projects: Encourage the art department or crew members to get creative with repurposing materials. Set pieces can be transformed into furniture, art installations, or even incorporated into personal projects. This fosters a culture of sustainability and creativity within the team.
• Proper disposal of hazardous materials: Ensure that any hazardous materials, such as paints, solvents, or other chemicals used during the shoot, are disposed of according to local regulations. Consult with local waste management authorities to determine the proper handling and disposal methods for these substances.
• Documentation and inventory management: Maintain a comprehensive inventory and documentation system to keep track of reusable materials, recycling efforts, and donations. This helps streamline the process and provides a record of sustainability practices for future reference. Work with the construction crew and strike staff to come up with a system that is easy for them to log. Check with your production client which units of measurement are preferred for the reporting
• Remember to consult with production managers, sustainability coordinators, or relevant departments to ensure compliance with company policies, local regulations, and any specific guidelines regarding recycling or waste management on your production.
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Bidding
How to Bid a Sustainable Production
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When a Green The Bid production is requested, there are several aspects you can consider bidding for to ensure sustainable practices take place. You may receive clear bid specs for sustainability from the agency (example bid specs are in the resources below).
Here are some key areas to focus on:
• Sustainable energy sources: From the beginning mention in your bid what energy sources are available in your market and if possible propose using renewable energy sources to powering the production.
• Explore options such as solar or biodiesel generators.
• If bidding for long format, research local incentives or programs that support the use of clean energy in your country.
• Make sure the client knows what is available in your country regarding waste management, energy sources, eco transportation, eco portable toilets and recycling and composting. (see template in the resources below)
• Waste management: Highlight your plans for effective waste management on set. This can include implementing recycling systems, composting organic waste, and minimizing single-use items.
• Make sure you highlight the local waste management companies or organizations that specialize in sustainable waste practices in your area and what are the processes available for specific types of waste, and if certain products are easier to recycle in your specific market.
• Local resources and suppliers: Make sure to include in your bid quotes for local sustainability companies and services. Also emphasize your commitment to support local communities by sourcing materials and services locally.
• Transportation efficiency: Outline your strategy for minimizing transportation-related emissions. This could involve using fuel-efficient vehicles, promoting carpooling among the crew, or utilizing local public transportation whenever possible.
• Highlight any experience or partnerships you have with transportation providers that offer sustainable options.
• Suggest reduction of high consuming vehicles like Suburbans.
• Water conservation: Present plans for reducing water consumption on set. This can include using water-saving technologies, such as low-flow faucets and showerheads, and implementing the use of water thermos, or the use of ecological portable toilet rentals.
• You can also bid for thermos cups for the entire crew, if you are shooting in a difficult to access location.
• Environmental regulations and permits: Familiarize the clients with the local environmental regulations and permit requirements in your country.
• Demonstrate your expertise in navigating these regulations and obtaining the necessary permits to ensure compliance with sustainability guidelines.
• Education and awareness: Include a plan for educating and raising awareness among the cast and crew about sustainable practices on set. This can involve providing training sessions, distributing informational materials, or organizing workshops that focus on environmental stewardship.
• Monitoring and reporting: Implement a system for tracking and reporting the production's environmental impact. This can include regular monitoring of energy and water consumption, and waste generation.
• Provide a report to the production company to showcase the progress made and identify areas for further improvement. (See resources for reporting at the end of the manual)
• Continual improvement: Highlight your commitment to continually improving sustainability practices.
• Emphasize your willingness to adapt and incorporate new sustainable technologies and practices as they become available, while keeping in check any expectations your hiring company has, or the practices of their sustainability consultancy.
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When addressing a situation where a client is reluctant to pay for sustainability practices as a service production company, it's important to approach the conversation with professionalism and understanding.
Here are a few suggestions for what you might say:
• Emphasize the long-term benefits: Explain to the client that while incorporating sustainability practices may involve additional costs upfront, it can lead to long-term benefits for their business. Sustainable practices often result in improved efficiency, reduced waste, and enhanced brand reputation, which can ultimately lead to cost savings and increased customer loyalty.
• Make sure they are aware of the international regulations and your country’s norms regarding sustainability, waste management and use of single plastic. (see local market sustainability template in the resources below)
• Highlight the sustainability associations or organizations you are a member of e.g. GTB, AdGreen etc.
• Highlight competitive advantage: Share examples of other businesses in their industry that have successfully implemented sustainability practices and gained a competitive edge as a result. Help the client understand that consumers and brands are increasingly conscious of sustainability issues and may prefer companies that prioritize environmentally friendly practices.
• Educate on environmental impact: Provide factual information about the environmental impact of their industry and the potential consequences of ignoring sustainability. Discuss the growing importance of corporate social responsibility and the positive image their business can project by actively addressing these concerns.
• Address concerns and objections: Listen attentively to the client's concerns and objections and respond to them with empathy. Address their specific worries about cost, return on investment, or any other factors that may be holding them back. Offer solutions or reassurances that demonstrate your commitment to finding a mutually beneficial arrangement.
If the client still does not wish to pay for the sustainability measures, feel free to still maintain whichever practices are important to you but know that if the client isn’t paying then you do not owe them reporting on your sustainability work.
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When Green The Bid suggests 1% on top of budget for sustainability, it does not include carbon calculation.
However, some agencies or brands may ask for this in addition to sustainable practices, at an additional cost. If they do, ask them if they have a preferred calculator for you to use (examples in the resources below), or you can request to use your own if you have one that you know is rigorous and reliable.
In addition, always bare in mind the following:
• Provide an estimated cost for the offset and include it in your bid.
• Identify reputable carbon offset programs or organizations that can help offset the emissions through projects like renewable energy installations, reforestation, or methane capture initiatives.
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How Sustainability Should Show Up in Your Bid?
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You can be much more detailed in your sustainability explanation in your bid cover letter. Consider including the following information:
• Let your agency/client know which elements of the production will be done remote, eg casting callbacks, PPM, and post-production.
• Use the cover letter as an opportunity to show the agency and client the overall carbon impact of each person flown to set.
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Your sustainability measures should be highlighted and outlined throughout the bid, beginning with the bid cover letter.
You could describe your sustainability measures in the miscellaneous section.
Alternatively, you could choose to attach a complete company eco-policy to every bid, outlining your full sustainability position (example in the resources adjacent).
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In the bid itself you can either adapt each affected line to show the sustainability measure associated with it, or put all additional costs for sustainability on a single line as shown below.
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Green line shown as it might appear in a bid.
Example of how you might describe your sustainability practices in the bid
When The Job Awards
What to do When the Job Awards
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Make sure as soon as the project awards that whomever is responsible for sustainability on the production is embedded as early as possible in the planning and prep stages.
They will need to understand production resources and crew dynamics, how to coordinate with department heads during prep and shoot, be educated on how to make the production sustainable, and have passion and energy around the topic.
Without a dedicated sustainability point person or crew, it will be impossible to achieve a truly sustainable set.
• At this point it is good to have them begin to work through the Sustainable Production Timeline doc (in the resources below).
• If a carbon calculation has been requested by the brand or agency, be sure to create your account with the chosen calculator for the production.
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• Begin communicating with your HODs about your expectations for a sustainable production.
• Talk through each HODs sustainability checklist with them, and ensure they let you know what they will be able to achieve on your production. (Link to editable checklists in resources below).
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Sustainable production timeline doc
Download the checklists in the link below and translate or localize directly in the document for your own market.
How to Enroll and Work with your Crew
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When you are working with your HODs to come up with a sustainability plan for their department it is important to have a collaborative approach:
• Develop a specific sustainability plan with each department for how to implement all the actionable sustainability measures in their remit.
• Encourage department heads to share ideas and best practices with one another, fostering a culture of learning and innovation.
• Highlight the potential for cross-departmental collaboration to achieve collective sustainability goals and create a supportive environment where everyone can contribute.
• Set sustainability goals. Discuss specific sustainability goals you would like to achieve during the shoot. These goals could include reducing waste, minimizing energy consumption, promoting eco-friendly transportation options, or implementing responsible sourcing of materials.
Clear goals provide a focus for the entire team and help guide decision-making throughout the production.
• Outline specific sustainable practices: Share a list of specific sustainable practices that can be implemented by each department. (See the editable checklists in the resources below).
This can range from using energy-efficient lighting, recycling and properly disposing of waste, encouraging carpooling or public transportation for crew members, reducing paper usage, and sourcing sustainable materials. Provide practical suggestions and resources that can help each department incorporate sustainability into their workflow.
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When you first speak with your caterer/craft services/ restaurant about the sustainability measures for the production, begin by reviewing with them their Checklist (linked in the resources below).
• Always make sure you remind your caterer/craft services/restaurant to prioritize (wherever possible) reduction of their travel and fuel consumption on the project.
• Discuss with them how to minimize food waste in the production both before and during the shoot.
• Request they limit meat options to chicken or fish, rather than beef or lamb, and offer at least two vegan or vegetarian meal options. Or go all in and suggest a meat free shoot!
• Check that your caterer is able to provide either reusable cutlery and dinnerware, or paper wrapped, compostable bamboo alternatives. Offer to provide these if they cannot supply them themselves.
• Request that craft services bring only aluminum or glass bottled drinks so that they can prep that in advance.
• Let them know you will be providing bins and signage for placement near catering and dining areas for clear separate disposal of trash, recycling and composting.
• Remind the caterer/craft service/ restaurant that all surplus, untouched food will be donated or given away to the crew, and form a plan with them about how this will be achieved.
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The sustainability of the studio you are shooting in matters, so when you first speak with your studio or stage about confirming the stage for your production, be sure to ask them the following questions:
• Is the Studio participating in the Studio Standard program? (link to initiative provided in the resources below), and if so can they share their reporting?
• Does the studio have facilities for recycling and composting on site or will production need to arrange this separately?
• If the studio is providing your lighting equipment, what % of that light can be LED?
• Is the studio is running on a Green Energy Plan or Solar? - (Although this is currently rare to find, the regular requesting of it will be a good spur for them to switch).
• If you are completing a carbon calculation for your production, ask your Best Electric during tech scout if they are able to give you either meter readings before and after each prelight, shoot, and strike day, or ask the studio for the average KWH usage per hour for the stage that you will be shooting on.
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Production Prep
Production Prep Procedures
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• Utilize digital, streaming storage platforms to record and share any and all casting and performances.
• Limit the printing of size cards, headshots and resumes. This includes paper headshots from the talent.
• Encourage remote casting to help reduce emissions from having to drive to and from the casting facility.
• If casting is in person please check in with them on the following points regarding catering the casting call:
•• Request they limit meat options, or go completely vegetarian in their offering
•• Discuss with them how to minimize food waste during the casting call.
•• Check that they are able to provide either reusable or paper wrapped, compostable bamboo cutlery and dinnerware. Offer to provide these if they cannot supply them themselves.
•• Request that wherever possible all leftover, untouched food will be donated and form a plan with them about how this will be achieved.
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• Utilize rechargeable batteries for any walkie talkies or transmitters
• If one-time use batteries are used, make sure they are recycled correctly at a facility.
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Careful and creative planning can reduce set-related waste dramatically. Always design and build with strike and wrap in mind.
Request that all set building materials be:
• Recycled, eco-friendly or sustainable building materials
• Made with paints, sealants and lacquers that are low (or no) emissions
• Built from reused materials where possible. Discuss with the production designer and set shops about donating all props, paints, and other materials to organizations in need.
• Pulled as much as possible from rental houses that can reuse props and wardrobe, instead of purchasing new products.
For art department and wardrobe:
• When props and wardrobe are bought new and cannot be donated to non-profits, consider contacting local theatre companies and artist organizations to make the donation.
• Any wardrobe that cannot be returned should be donated to a local shelter or charity in the area.
• Reuse any hangers needed for wardrobe fittings and set.
• Whenever possible, plug into the local power grid instead of using generators.
• Utilize LED or low voltage lighting whenever available.
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Production companies need to contract a waste haulage company for dumpsters that can take trash and recycling, and where possible, composting or incineration too.
• Be sure to check with them exactly what items can and cannot be recycled and composted at their facility. Often these centers will only be available for drop off during normal business hours, so it is always best to organize pick up or drop off waste before close of day.
• Plan waste management for everything that any department acquires or builds, be clear with your department heads about how it will be reused, donated, or recycled at the end of shoot, and coordinate with your chosen non-profit (if donation) or haulage company (if composting or recycling) to ensure there is a clear plan for how it will be collected or dropped off. The aim is to pollute as little as possible.
• If composting is not available with your haulage company, search out separate composting facilities or organizations in the area of your shoot and make a plan for composting pick up or delivery.
• Be sure to check with them exactly what items can and cannot be composted at their facility. Again, if they’re not open past normal business hours, strategize with production on the most efficient ways to achieve this delivery
Check your local regulations around composting and recycling, as often these are requirements by law rather than just nice things to do.
(Supporting documents for e-waste and composting can be found in the resources below).
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• Well in advance of filming, identify who will be the recipients of untouched food on set.
• If this is your crew make a plan for how the food will be prepped for them to take home.
•If you plan to donate instead, contact local food banks, food donation services, or community shelters in the area of your locations or stage, that will accept any left over catering, craft service and/or beverages.
• Liaise with the donation receiving organization and your caterer/craft service/ restaurant regarding how the food is going to be collected or delivered.
• Remember food for donated lunches will be coming from your breakfasts, and food for donated dinners will be coming from your lunches, so plan pick up or drop off with these times in mind.
• Some (but not all) organizations can take your dinner service too, if it can be picked up or delivered by 8pm, but make sure you have confirmed this with the organization you are donating to.
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Preproduction Meeting and Tech Scout
Everything Before you Shoot
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• Send a welcome letter digitally before the arrival of the client, letting them know the steps you will be taking to manage the sustainable set and encouraging them to participate in supporting the effort (an example letter can be found in the resources below).
• If delivering the agency or client a Welcome Pack, consider carefully the likelihood of longterm use of any product you give them, you could instead offer to support a climate friendly project in their name.
• If your agency or client are flying in for the shoot, arrange for their transport or hire car to be electric vehicles (or hybrid if electric vehicles are unavailable in your location).
• Encourage them to bring their reusable bottles to set and only print essential documents.
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• If you are making a complete carbon calculation of your production you will need to confirm in advance the number of people traveling to the tech scout.
• Once your crew arrive at the first location or chosen production base, consider traveling everyone in people movers or pass vans to eliminate the use of individual cars. Whilst Covid is still a factor in production this may not be possible but, if it is allowed, have everyone wear masks and keep the windows open to have air circulating.
• Remind everyone to bring their water bottles with them.
• Bring light snacks and drinks in aluminum cans/ bottles for all crew members to reduce unnecessary waste.
• Avoid plastic wrapping and meat based products where possible.
• If meals are required, order them individually to reduce unnecessary waste. Make sure to request that there is no plastic silverware or individually wrapped condiments with the orders.
• Make sure all documents are kept in digital form and accessed via phone or iPad rather than printed.
• If you are making a complete carbon calculation of your production, keep a record of the distances traveled between locations and how many vehicles make the journey, as this will need to be added in your final calculations.
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• Explain what is your company’s policy. Clearly define sustainability goals for the production, such as reducing waste, minimizing energy consumption, and promoting sustainable transportation options.
• Let them know that you have set specific targets and will communicate them to the entire crew.
• Make sure clients understand the sustainability strategy and what your goals are.
• Let them know that these practices are also outlined on the production documents.
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Make sure to include a paragraph outlining the sustainability measures that have been included on the production. (Suggested language doc linked in the resources below).
Make sure that in your PPM you outline:
• Overview of agreed sustainability processes for all departments.
• Basic logistics for correct waste disposal and removal.
• General expectations for all crew regarding travel, vehicle idling, e-waste disposal, water stations and other general waste practices.
• Brief overview explanation of sustainable wrap and return/donation/ recycling process.
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Shoot
Shoot
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Begin by including a paragraph at the beginning of your sustainability section to let people know that this will be a green set (Suggested language can be found in the resources below)
Additional suggested sustainability information you can add to your call sheet includes:
• A reminder to not idle your vehicle.
• A reminder that all documents will be in digital and not paper format.
• A reminder to place all waste items into the appropriate and corresponding waste station.
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• Follow the 3 Rs: Reduce, reuse and recycle, in that specific order.
• No to single use plastic: Reusable cutlery and glasses and dish-ware.
• Art. department: Please follow the company’s sustainability protocols.
• HODS: Communicate to all your team members the company’s sustainability protocols
• Don’t forget to separate waste in line with the signage on set.
• No individual water plastic bottles (PET): Always bring your thermo for water and coffee.
• Sustainability: Using a personal thermos reduces waste generated on set. Disposable cups and bottles contribute to the accumulation of single-use plastics, which have a negative impact on the environment. By bringing your own thermos, you minimize the need for disposable beverage containers and promote sustainable practices. Make sure you can use it for both cold and hot drinks.
• Convenience: Having your own thermos ensures you always have access to your preferred beverage, exactly the way you like it. Whether it's a specific type of coffee, herbal tea, or a personalized hydration drink, having your thermos ensures you can enjoy it at any time during the shoot without relying on what's available on set.
• Hydration and well-being: Film shoots can be physically demanding and require long hours of work. Staying hydrated is crucial for maintaining energy levels, focus, and overall well-being. By having your own thermos, you can have a constant supply of water or other preferred beverages, making it easier to stay properly hydrated throughout the day.
• Ask catering to use containers that are easy to recycle in your area. (Soda cans instead of carton juices for example)
• Don’t throw cigarette butts in the waste separation stations.
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When you set up at the start of the day make sure you have:
• Sustainable options for water stations: 5 Gallon jugs, or glass or aluminum water bottles, in all common areas around set (by camera, craft service, breakfast/lunch areas).
• Clearly labeled trash, recycling and compost bins in high traffic areas around set. Label them clearly along with what items are appropriate to put in each bin (Green The Bid Signage available in the resources below).
• An e-waste collection point with a jar for batteries and a box for larger items. (Green The Bid editable signage available in the resources below).
• “Green” eco-reps/ P.A.s that are ready and available to coordinate with craft service and catering to ensure that the proper separation of items is known, followed and implemented.
• Make sure you have non-toxic cleaning supplies for on set cleaning.
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All these recommendations need to be prepped in the preproduction stage to be managed on the day, so make sure your caterer/restaurant is clear on all these expectations in advance of the shoot:
• Use only reusable plates, glasses, mugs and silverware (e.g. glass/ceramic plates and cups with real utensils).
• If you must purchase any single-time use plates, cups or utensils, buy only paper-wrapped, bamboo or untreated cardboard paper items that can be composted at the end of the day with the food waste.
• Avoid, wherever possible, purchasing any products that come in a plastic containers and look for options that come in paper or other highly recyclable materials.
• Ensure craft service has placed only glass and aluminum bottled drinks in the coolers.
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Whenever possible:
• Avoid unnecessary generator usage (i.e. shut them down during lunch, etc.)
• Turn off any air conditioning and heating units when not in use.
• Utilize rechargeable or solar lights over plug-ins, where available.
• Utilize recycled layout board or layout mats when possible for indoor locations.
• Turn off all idling non-electric vehicles, both production and personal.
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Food donation on a shoot can take various forms, and one approach is the simple act of donating leftover food to the crew at the end of the day.
This practice not only helps minimize food waste but also fosters a sense of community and appreciation among the crew members.
By redistributing surplus food, we can ensure that it does not go to waste and instead provides nourishment to those who have contributed their time and energy to the production.
This act of food donation promotes sustainability by reducing food waste and supporting the well-being of the crew, creating a positive and inclusive environment on set.
Sometimes the simplest solution is the most effective.
• If you are planning to give untouched food to your crew to take home, make sure you have a plan in place to manage this.
• If you are planning to donate the untouched food instead, identify and contact, prior to filming, local charities or community shelters that will accept any left over catering, craft service and/or beverages.
• Arrange for how the food is going to be collected by, or delivered to, the charity or shelter. Remember food for donated lunches will be coming from your breakfasts, and donated dinners will be coming from your lunches, so plan pick up or drop off with these times in mind.
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Boogie Films call sheet language example
On set signage (can be localized and translated in this downloadable doc)
Strike and Wrap
What to do During Daily Strike and Final Wrap
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Reporting is a requirement on paid-for sustainable production, so it is important that at wrap you manage collating the information that will be required:
• Weigh each category of material waste in their bags (recycling, compost, & landfill) .
• Co-ordinate with your haulage and composting vendor for the collection or drop off of all separated waste.
• Manage the rehoming of all art department and wardrobe donations, and make sure to collect receipts for all charitable donations for inclusion in the sustainability report (see sustainability report guidelines in the resources below) and return to agency if requested.
• Photograph and document sustainability measures and wins on set - including a narrative of what worked and didn’t work is a vital part of the reporting process.
• If you have been asked to complete a carbon calculation for the production, collect all receipts from carbon associated purchases, so that they can be easily inputted into the calculator.
(Reporting Guidelines can be found in the resources below)
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If the brand/agency has allocated the proper budget to have a sustainable production, they will expect to see measurable results in return for their investment.
The reporting guidelines in the resources below will give you the information about which areas of production should be included in the reporting.
Many agencies and brands are now keen to be able to collate all their reporting on productions, so have requested a standardized sheet of information within the production’s sustainability reporting. We recommend that you complete and include the standardized sheet in the resources below on all your paid for sustainable productions.
In addition, we have also added some examples of reporting from some other Green The Bid member service companies for reference.
Reporting is expected to be complete within 3 weeks of shoot, so make sure you are working on it while you wrap the production.
Share your sustainability report with all the stakeholders of your production; client, agency, and crew. Seeing the difference that a sustainable production can make inspires people to perpetuate their sustainable behaviors.
Finally, arrange a meeting with your production client to go over the contents of the report to identify key wins, areas for improvement and recommendations for more effective sustainability processes in future productions.
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Examples of sustainability reporting:
Carbon Calculation and Offsetting
What to do if you are Asked to Complete a Carbon Calculator
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Calculating the carbon on a production is an important part of understanding the environmental impact of a project.
There are several production calculators available for this process (links in the resources below), and you may be asked by your agency or brand to work with a specific one. Granular carbon calculation of a shoot can be requested from a consultant or production house, but should be funded separately and in addition to, the sustainability 1% on top of budget.
Make sure you have acquainted yourself with the calculator from the moment production starts and have a plan for how you will collate the required information.
The carbon calculation, if requested, will be delivered to client or agency along with the general sustainability report.
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Most of the information that you need to complete a carbon calculation will be in your budget actual and on your movement order.
• Most importantly, you should record all the flights taken to manage the production (including flights by agency and brand). These are always the largest carbon impact of any shoot.
• If you are working in a studio, you will need the size of your stage and the number of days for prelight and shoot.
• If you are shooting on location, you will need the distances between locations and who traveled where.
• You will need to know the number of crew and how many days they prepped, shot and wrapped.
• Accommodation, meals, trucking, generators, honey wagons, art department, wardrobe and set build information may also be required so make sure you have support from your HODs to collect any information not managed in the budget.
We have a complete carbon tracking workbook linked in the resources below.
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Green The Bid Carbon Tracking Workbook.
The primary production calculators:
What to Consider when Offsetting
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Carbon offsetting is “an action or activity (such as the planting of trees or carbon sequestration) that compensates for the emission of carbon dioxide or other greenhouse gases to the atmosphere” - Miriam Webster Dictionary
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The carbon market is relatively new, and some organizations adhere to stricter standards than others.
In addition, the price of the carbon in an offset can vary hugely from organization to organization.
Currently, there is no scientifically agreed way of quantifying how much it would cost to remove your production’s tonnage of carbon from the atmosphere, so it is important to be clear that your carbon offsetting is not a substitute for carbon reduction.
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The Social Cost of Carbon, is a predictive economic calculation of the environmental harm done by each ton of carbon sent into the atmosphere.
You can find out more about the history and current position on how the Social Cost of Carbon is calculated in the resource links below.
Recently the EPA released a draft paper suggesting the Social Cost of Carbon could be as high as $190 per ton.
We recommend considering this figure as a benchmark for your suggested production offset cost.
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It's important to conduct thorough research and due diligence when selecting carbon offset projects.
Choosing local offset projects often provides greater transparency and accountability, and is highly recommended.
You can directly engage with project organizers, visit project sites, and gain a deeper understanding of the impact your offsetting efforts are having.
When choosing a local project, ensure that it adheres to recognized standards, follow rigorous methodologies, and has reliable monitoring and verification processes in place.
In addition, by supporting local carbon offset projects, you can address environmental challenges specific to your region.
Projects may focus on reforestation, habitat restoration, renewable energy initiatives, climate impact mitigation efforts, or other activities that directly contribute to local ecosystem health.
Taking a targeted approach like this can have a more meaningful and lasting impact on your local environment and biodiversity.
Local carbon offset projects often have additional social and cultural co-benefits. They can promote sustainable practices, education, and awareness within the community.
A final benefit of offsetting in your own market is that there are potential opportunities to collaborate with local communities, indigenous people, local farmers, and other stakeholders, preserving traditional knowledge and cultural heritage while addressing environmental concerns.
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General In Office Practices and Guidelines
General In-Office Prep and Wrap Sustainable Practices :
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• Encourage staff to bring their own refillable water bottles, and have water-refill stations in the office to replenish the bottles.
• Separate the trash, recycling and compost into the correct bins.
• When ordering lunch or other meals to the office, utilize reusable plates, cups, serving and personal utensils.
• Let the take out restaurant know not to include plastic items or sachets in the order. Never use Styrofoam!
• Where possible, ask for minimal packaging when ordering supplies.
• Limit the amount of paper printing. If printing is required please print double sided. Only purchase recycled paper made with a 100% post consumer recycled content.
• Promote electronic communication and limit paper usage when specifically requested, including pre-pro booklets and call sheets.
• Distribute only digital timecards, mileage logs, kit rentals and associated paperwork to cast and crew. Do not utilize paper timecard unless absolutely necessary!
• Dispose of batteries and compact fluorescent light bulbs as hazardous waste with a certified hazardous waste vendor, and donate or recycle electronic equipment.
• If at all possible and available, please take public transportation or use ride sharing to travel to and from the office.
• Encourage the crew to view tech scout documents on their phones or tablets and, unless circumstances prohibit, avoid printing full tech scout packs. Printed shooting boards for a director's notation may be unavoidable and this is understood.
• Turn off all lights and sleep all computers when not in use.
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Acknowledgement for their incredible support in building this document goes to:
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bgreen
Eva Dvořàková Pérez
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Compass Rose
Pavla Burgetova Callegari
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Global Production Network
Julia Weichinger
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Le Grande Danois
Christian Ryge
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Green Eyes
Julia Tordai & Zsofia Szemeredy
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The Lift
Miranda Romero & José Barrera
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Nicocorp
Nico Bétrancourt
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Production Service Network
Michael Moffett
THE INFORMATION CONTAINED IN THIS MATERIAL IS PROVIDED FOR GENERAL INFORMATION PURPOSES ONLY AND IS NOT MEANT TO BE BUSINESS, LEGAL, FINANCIAL OR OTHER ADVICE NOR IS IT AN ENDORSEMENT BY GREEN THE BID OF ANY POLICIES, PRACTICES, PRODUCTS OR SERVICES MENTIONED HEREIN. NO INFORMATION IN THIS MATERIAL SHOULD BE RELIED UPON FOR SIGNIFICANT PERSONAL, BUSINESS, LEGAL OR FINANCIAL DECISIONS. PLEASE CONSULT WITH APPROPRIATE PROFESSIONAL FOR SPECIFIC ADVICE TAILORED TO YOUR PARTICULAR SITUATION.