Sustainable Procurement and Materials in Municipal Cultural Services
Maintenance, recycling and sharing of furniture, tools and equipment, reuse of materials, reduction of consumption as well as the setting up and applying sustainable procurement principles.
Municipal cultural services use a wide range of materials, tools, and furnishings in their operations. Many services have their own facilities and are responsible for managing their furnishings, equipment, and material inventories. Others—such as general cultural services and arts education institutions—may operate fully or partly in shared-use spaces, where materials and equipment are also shared. These resources are needed for various purposes, including outdoor events, music education, office work, set and costume design, and exhibition installations. Some cultural services also sell products or run rental services.
The ecological sustainability of procurement can be promoted through cultural services’ own procurement guidelines or by following the municipality’s broader sustainable procurement principles.
The examples in this article are drawn from the report Kuntien kulttuuripalveluiden ympäristötyön hyvät käytännöt (Best Practices in the Environmental Work of Municipal Cultural Services). The report offers a broad overview of good practices in Finnish libraries, arts and cultural institutions, cultural centres, basic education in the arts, and general cultural services.
Common Environmental Actions in Procurement and Materials
- Recycling and maintenance of furniture, equipment, and tools.
- Reducing paper consumption.
Good Practices
Maintenance, Recycling, and Shared Use of Furniture, Equipment, and Devices
Music institute of Läntinen Keski-Suomi and Keuruu community college • Shared use of furniture and equipment
City of Keuruu’s music institute and community college operate within school premises, making efficient use of space and resources. They benefit from access to municipally owned facilities and equipment.
Various arts and cultural institutions • Recycling of furniture, equipment, and devices
The city of Turku’s Philharmonic Orchestra and Concert Hall prioritise acquiring furniture through the city’s internal Tavarat kiertoon (Goods in Circulation) service. Unnecessary furniture and other movables are recycled in the same way, and flea markets are organised to redistribute surplus items. Kainuu Museum’s n the city of Kajaani share equipment such as sound showers, which are also lent to other units when needed.
Various arts education institutions • Maintenance and recycling of furniture and equipment
At the music institute of the city of Mikkeli, items like chairs, sofas, and tables are used until the end of their life, and new purchases are made only when necessary. Items such as old music class chairs are circulated between teaching locations. Vekarateatteri, a children’ theater school located in the city of Kerava, uses second-hand office equipment, including computers, printers, and copiers. At Lauttasaari music institute, city of Helsinki, IT equipment is also repaired and maintained alongside other tools and furniture.
Various libraries • Maintenance and recycling of book collections
Many libraries, such as those in the cities of Karkkila and Raseborg, repair and clean damaged books whenever possible. In Raasepori, all borrowed material is checked upon return and the covers of books are cleaned at a low threshold according to both a visual and a hand-feel assessment of dirtiness. Books that are removed from circulation but still readable are repurposed in various ways. Kerava City Library offers a book recycling point for customers and organises book sale events. Libraries in Karkkila and Seinäjoki also sell or donate withdrawn books. In Kerava, books that cannot be sold are recycled into insulation material.
Various municipalities • Recycling and shared use of furniture and equipment
In the city of Salo, most of the office furniture used by cultural services has been acquired second-hand from other municipal departments. In Kouvola, cultural services share a centralised printer with other departments.
Various music institutes • Extending the lifecycle of instruments and teaching tools
Many music institutes promote sustainability by borrowing, purchasing second-hand, maintaining, and recycling instruments and materials. Music institute of the city of Alajärvi acquires used instruments and sheet music, lends instruments, and recirculates acquired materials. In music institutes of Lauttasaari and Mikkeli, instruments are repaired to extend their lifespan.
From Mapping Existing Resources to Thoughtful Procurement
Many libraries in Finland follow sustainable practices when acquiring furniture and equipment. For example, Turku City Library and Isojoki Library assess their existing material resources before making new purchases. This helps determine whether something suitable already exists in storage—either as-is or after refurbishment. Checking storage first helps avoid unnecessary purchases, which is also economically sensible.
In addition to their own inventories, many libraries benefit from municipal systems and services designed for the circulation of furniture and equipment. At Pieksämäki City Library and Pornainen Library, furnishings, tools, and supplies are circulated across the entire municipal organisation. Turku libraries use the city’s Tavarat kiertoon (Goods in Circulation) service. At Turku City Library, new items are only purchased after confirming—through both internal storage and the city service—that the need cannot be met by repairing existing items.
Libraries in the cities of Seinäjoki and Kerava also maintain and recycle furniture. In Kerava, furniture is reupholstered and its lifespan extended through cleaning. Where possible, second-hand items are acquired instead of buying new. In Pieksämäki City Library, for instance, electric desks have been purchased second-hand. When acquiring recycled items, libraries also consider potential risks, such as previous indoor air quality issues at the item’s former location.
Reuse and Recycling of Materials
Pieksämäki City Library • Utilising surplus materials from external sources
Pieksämäki City Library has received unused and surplus packaging materials from an external organisation. These recycled materials have been used for transporting and delivering library items.
Vantaa children’s cultural centres • Material-driven planning
Activities and workshops at the city of Vantaa’s children’s cultural centres are planned based on available materials in storage. This “material-driven” approach maximises reuse, favours natural materials, and reduces the need for new purchases. The centres also borrow and rent equipment both within the city and externally whenever possible.
Various arts education institutions • Reuse and recycling of teaching and performance materials
At Vantaa Art School, recycled materials are used in various teaching modules, including building things in contemporary art and architecture workshops. When purchasing new tools and materials, durability, quality, and ecological impact are prioritised. At Mikkeli Music Institute, recycled materials are used in costumes and sets for joint productions. Similarly, since its founding, Kerava’s Vekarateatteri has used recycled costumes, sets, and props in its performances.
Various municipalities • Recycling materials from activities, events, and performances
In the municipality of Lempäälä, cultural services aim to reuse all materials used in events—such as signs, decorations, costumes, and props—whenever possible. In the Tohmajärvi municipality, performances and shows are shared and circulated between neighbouring municipalities and regions. In Salo, recycled materials are used in workshops.
At Chappe and the neighbouring Raseborg Museum, we’ve actively worked to improve the reuse and recycling of exhibition structures.
– Jenni Laine, Producer, Chappe
Reducing Consumption
Various libraries • Reducing single-use products
Libraries have several ways to reduce single-use items. For example, Kerava City Library has switched to fabric hand towel rolls, and Turku City Library offers reusable bags for borrowing, as an alternative to purchasing disposable ones.
Various libraries • Reducing plastic covering of books
Many libraries across Finland are reducing or completely phasing out plastic book coverings. Kuopio City Library started a plastic-free pilot in 2019, with the aim of finding out how the library’s materials will hold up over their lifecycle without plastic. According to their estimate, avoiding plastic saves around 9 kilometres of covering film annually. Inspired by Kuopio, many other cities have followed suit. Survey responses show that, for example, Kajaani libraries have reduced plastic use, and 20% of the library’s books are now covered in bioplastic. In Salla and Karkkila, books are ordered without plastic whenever possible. In Karkkila, plastic covering is done in-house, and books with sturdy covers or low circulation are left unwrapped.
Various orchestras • Reducing printing
City orchestras such as Oulu Symphony and Vaasa City Orchestra have reduced unnecessary printing. In Vaasa, the use of paper sheet music has significantly declined thanks to digital alternatives, and Oulu has transitioned to electronic archiving.
Most of the tools we use are passed on from one maker to the next.
– Markus Koivumaa, Culture and Leisure Coordinator, Municipality of Pello
Principles of Sustainable Procurement
Partnerships and Promoting culture Espoo • Sustainable development framework in the service provider registry
In the city of Espoo, service providers for cultural education models and hobby pathways are selected through a dynamic supplier registry. One of the procurement criteria is the integration of a sustainable development framework into the provider’s operations. One such provider is Kierrätyskeskus (Recycling Centre), whose collaborative workshops are commissioned by cultural services for schools as part of cultural education activities.
Turku Museum Centre • Tools for more sustainable art procurement
The city of Turku’s Public Art Programme, completed in 2022, outlines the city’s principles and procedures for public art procurement. Sustainability is one of five evaluation criteria. In the project Kohti ekologisesti kestävämpää julkista taidetta (Towards Ecologically Sustainable Public Art) (2024–2025), the Museum Centre is defining what ecological sustainability means in art production and identifying the best stages in the commissioning process to address it. The project will produce knowledge and practical tools to help public art commissioners make more environmentally sustainable choices. It also aims to strengthen professional artists’ understanding of ecological sustainability. The project is coordinated by the Turku Museum Centre and funded by the Finnish Heritage Agency.
Various libraries • Ecological cleaning products
Libraries can support environmental, human, and animal well-being through their choice of cleaning products. For example, Pornainen Municipal Library and Kerava City Library use ecological and environmentally friendly cleaning agents.
Various libraries • Environmental considerations in procurement processes and tenders
Libraries can influence the sustainability of their procurement in many ways. In the municipality of Askola, the library and cultural services avoid unnecessary purchases, aim to increase second-hand acquisitions, and include environmental criteria in procurement processes and tender requests. Pieksämäki City Library also incorporates environmental considerations into competitive bidding.
Various museums • Sustainable procurement principles and guidelines
Museums can promote sustainable procurement in various ways. For example, Raseborg Museum and Chappe prioritise local suppliers for materials and supplies. The Leikki – the Museum of Play in the city of Espoo has developed sustainable procurement guidelines as part of its sustainability programme. The six-point guide encourages consideration of alternatives to new purchases and responsible food and supply sourcing. At WAM, Turku Art Museum, environmental aspects are considered in line with the city’s procurement guidelines.
Various arts education institutions • Environmental considerations in procurement
At Petäjä-opisto, part of the Sasky Municipal Education and Training Consortium, the environmental impact of small-scale purchases can be taken into account. In other cases, procurement is guided by the consortium’s general procurement policy. The city of Espoo’s Avonia Music Institute aims for long-lasting and durable solutions in all its purchases.
Fortunately, dance is a discipline that doesn’t require many materials. Our purchases mainly relate to performance costumes. We recycle and modify nearly all costumes based on our existing stock. We plan purchases to be long-lasting and versatile. Our costume collection was established 40 years ago, and we still use some of the oldest pieces—though of course, they’ve been repaired over time to ensure they last.
– Irmeli Toiviainen, Principal, Kerava Dance Institute
Sales Products and Rental Services
Kauhava City Museums • Sustainable choices in museum shops
The city of Kauhava’s museums pay special attention to the sustainability of the products they sell. The selection prioritises items made locally or, at minimum, manufactured in Finland.
Lohja Theatre • Costume rental
The theatre in the city of Lohja offers a costume rental service every Wednesday. Visitors can explore and borrow treasures from the theatre’s costume collection, including tailcoats, historical outfits, and imaginative combinations from various productions. Costumes are rented for one week, and the rental price is based on the condition of the garments.
Municipal Cultural Services
In Finland, municipal cultural services refer to activities through which a municipality promotes the creation, participation, accessibility, and use of culture and the arts. This includes arts and cultural education as well as the preservation of cultural heritage.
Environmental Work
An organisation’s goal-oriented and systematic efforts to achieve ecological sustainability. Environmental work may include actions to reduce greenhouse gas emissions or biodiversity loss.