Sustainability Policy

Sustainability will be considered when projects are conceived, budgeted, commissioned, delivered and evaluated.

We will prioritise avoiding impacts and reducing emissions and waste at source, then reuse,
repair and recycle where practicable. We will not rely on carbon offsetting as a substitute for
reducing impacts. Environmental decisions must also support access, safety, fair pay and
meaningful participation; where priorities conflict, the project lead will record the decision and
seek a workable alternative.

This policy applies to HCC staff, trustees, volunteers and HCC-led activity. We expect commissioned artists, producers, venues, suppliers, caterers and programme partners to follow the relevant requirements when delivering activity with us. We will put proportionate expectations into briefs and agreements, identify who is responsible for each measure, and ask partners to raise constraints early. For grants and community-led projects, we will offer practical guidance proportionate to scale and funding rather than impose burdens that prevent participation.

The CEO is accountable for this policy. The lead producer or project manager is responsible for considering environmental impacts and agreeing a practical plan with the venue, landowner and delivery partners. Everyone involved should report damage, pollution or an avoidable environmental risk promptly to the project lead.

• At the start of each project, consider whether the activity can use an existing venue, infrastructure, equipment or local supplier, and whether its scale, location and timing can reduce travel and material use.
• Build environmental measures and any necessary restoration costs into budgets, schedules, contracts and event plans. Larger, higher-impact events should have a written environmental plan with named actions and responsibilities; smaller projects should use a short checklist.
• Hire, borrow, share, repair or reuse staging, technical equipment, exhibition materials, signage and furniture before buying new. Design commissions and temporary installations for disassembly, storage, reuse or responsible disposal, and agree ownership after the event.
• Ask suppliers and contractors about transport, packaging, energy and waste arrangements. Choose options that reduce impacts where compatible with access, safety, quality, fair working conditions and value for money. Avoid unsupported claims that a project is carbon neutral or has no environmental impact.

• Choose locations reachable by public transport, walking and cycling, and give audiences clear travel information, including accessible routes. Coordinate deliveries and production journeys where possible. Support travel needed for access and participation.
• Use existing mains power where feasible, right-size equipment, switch it off when idle and choose efficient lighting and sound systems. For temporary power, seek lower-emission options and avoid unnecessary generator running.
• Plan touring, meetings and artist travel to avoid unnecessary journeys, while using remote participation where it works for the people involved. Keep digital production, storage and distribution purposeful and proportionate.

• Avoid unnecessary print and single-use promotional materials. Use durable, updateable signage and order realistic quantities.
• Provide clear waste and recycling arrangements suited to the site and local collection service, and brief traders, crew and volunteers. Prevent litter escaping beyond the event footprint and remove all waste after the activity.
• Ask caterers to offer appealing plant-based choices, plan portions to reduce food waste and use reusable service ware where facilities make this workable. Provide drinking-water refill points where feasible, and manage wastewater and oils through appropriate facilities.
• Avoid balloons, confetti, glitter and other materials likely to become litter or harm wildlife, especially outdoors.

Green spaces are valuable public places and living habitats. HCC will work with the relevant landowner or managing body before using a park or other outdoor site, obtain required permissions and follow site-specific conditions. We will assess the event footprint, seasonal ground conditions, trees, planting, waterways, habitats and wildlife as well as residents’ continued access. Where an activity could cause significant disturbance, we will seek appropriate specialist advice and change the layout, timing, scale or site if needed.

• Protect tree roots, planted areas and sensitive habitats; agree vehicle routes, loading areas and ground protection in advance. Avoid unnecessary vehicle movement on grass and do not attach equipment to trees without permission.
• Manage crowd pressure, noise, lighting, spills, drainage and waste to limit disturbance to neighbours and wildlife. Direct lighting only where needed and avoid unnecessary overnight illumination.
• Prepare for heavy rain, heat, drought and other extreme weather. Agree thresholds and arrangements to adapt, postpone or cancel an event where the site or people could be harmed.
• Inspect the site before and after use with the landowner where appropriate, remove all structures and waste promptly, and repair damage in accordance with the agreed site conditions.

We will discuss environmental requirements with partners early and agree which organisation leads on permissions, utilities, waste, travel information and site restoration. Partners must comply with the agreed plan and applicable venue or landowner conditions, share relevant information, and tell HCC promptly if an arrangement changes. HCC may ask for corrective action where an agreed requirement is not being met. We will listen to local residents and users of green spaces, particularly where an event may affect everyday access, quiet enjoyment or the condition of a site.

Our programme can invite people to explore climate, nature and environmental justice through art and culture. We will support artists and communities to do this in ways that are relevant to them, without treating creative content as a substitute for reducing the impact of production.

For significant events and commissions, the project lead will record the principal impacts and actions taken, including travel, power, materials, waste and site condition where relevant. We will gather information that is realistic for the scale of the project, review incidents and feedback, and use the findings to improve later events. We will report material issues and progress to the CEO and Board through programme and risk reporting. This policy will be reviewed at least annually and updated as the programme develops.