The Ultimate Guide to Planning Sustainable Events: A-Z of Eco-Friendly Event Management

The 21st-century event industry is not just about glamour and spectacle; it’s also about being mindful of the environmental impact of our activities. As climate change and ecological degradation become increasingly urgent, sustainable event management is more critical than ever. This guide serves as a comprehensive resource for planning sustainable events from A to Z. By adopting eco-friendly practices, event planners can create experiences that are not only memorable but also responsible.

‍

Need Help launching your event?

Understanding Sustainability in Event Management
‍
Why Sustainable Events Matter
‍
Assessing Your Event’s Environmental Footprint
‍
Venue Selection: Eco-Friendly Spaces
‍
Greening Your Event Logistics
‍
Waste Management: The Three Rs
‍
Food and Beverage: Organic and Local
‍
Technology and Sustainability
‍
Marketing Your Green Event
‍
Measuring Success: Eco-Friendly KPIs
‍
Conclusion

‍

1 Understanding Sustainability in Event Management

Sustainability in event management means planning and executing events consciously to minimise negative environmental, social, and economic impacts. It’s about balancing the need for the event to succeed with a responsibility to protect and preserve our planet.

‍

Key Elements of a Sustainable Event

Energy Efficiency: From the venue to the lighting, how energy-efficient are the elements involved in your event?
Waste Management: What will happen to all the waste generated during the event?
Transportation: How will people get to and from your event, and how will that impact the environment?
Food and Beverage: Is the food sourced sustainably? Are the food and drink containers biodegradable or recyclable?

‍

The Three Pillars of Sustainability

Understanding the three pillars—People, Profit, and Planet—is crucial for any event planner. These pillars serve as a comprehensive framework for planning and executing sustainable events.

‍

2 Why Sustainable Events Matter

The events industry has been historically notorious for its wastefulness. Traditional events can be very taxing on the environment, from tons of disposable goods to high energy consumption.

‍

Economic Benefits

Contrary to popular belief, sustainable events are often more cost-effective in the long run. Money saved on energy, materials, and waste disposal can be significant.

‍

Social Impact

Promoting sustainable practices encourages attendees to be mindful of their behaviour, spreading awareness and fostering a culture of responsibility.

‍

Environmental Protection

The most obvious benefit is the positive environmental impact, reducing carbon footprints and waste.

‍

Long-term Impact

The long-term effects of sustainable practices stretch beyond your event. They influence attendees, encouraging them to adopt more responsible habits, and can even set a standard for other events in the industry.

‍

3. Assessing Your Event’s Environmental Footprint

Before you can make improvements, you need to know where you stand. Use tools and calculators designed to evaluate the environmental footprint of an event. These assess energy use, waste generation, water consumption, and transportation.

‍

Carbon Footprint

Calculate the carbon emissions generated by your event, considering transportation, energy used during the event, and any waste generated.

‍

Waste Audit

Conduct a waste audit to see how much waste is generated and how much is recycled or composted.

‍

Water Usage

Assess the volume of water used, and try to use recycled water wherever possible, particularly for landscaping or outdoor cooling.

‍

4 Venue Selection: Eco-Friendly Spaces

Choosing a green venue is one of the most impactful choices. Look for venues that:

Use renewable energy sources
Offer good public transport links
Have a robust recycling program
Are constructed from sustainable materials
Have energy-efficient lighting and HVAC systems

‍

Certification

Look for venues with sustainability certifications from reputable organisations, as this generally ensures a baseline level of sustainability.

‍

Location

A central location can reduce transportation needs, lowering the event’s overall carbon footprint.

‍

Energy and Water Efficiency

Examine the venue’s utility systems. Do they use renewable energy? What is their waste management policy? Do they have water-saving fixtures?

‍

Catering

See if the venue offers sustainable catering options, including local and seasonal produce and vegetarian and vegan options.

‍

5 Greening Your Event Logistics

‍

Transportation

When it comes to reducing the environmental impact of your event, transportation is a crucial factor to consider. The emissions generated from various modes of transport can contribute significantly to your event’s carbon footprint. Here’s how to green your event transportation:

‍

Electric and Hybrid Shuttles

Consider hiring electric or hybrid shuttle services to transport attendees from central locations to your event venue. This cuts down on the number of individual car rides and hence reduces emissions.

‍

Incentives for Public Transport

Collaborate with local public transport services to provide discounted or even free passes for your attendees. Make sure the timetable is convenient and aligned with your event’s schedule.

‍

Cycle and Walk to Event

Encourage attendees to cycle or walk to your venue by providing secure bike racks and well-lit walking paths. Offering small incentives like a free water bottle or an exclusive event badge can go a long way.

‍

Carpooling

Provide an online platform where attendees can connect to arrange carpooling. A dedicated ride-share platform can also encourage people to share transportation, reducing the number of vehicles used.

Signage and Materials

The materials you choose for your event can significantly affect its environmental impact. From the banners that welcome attendees to the direction signs and promotional material, each element can contribute to waste or sustainability.

‍

Digital Signage

Digital signage is easily updated, cutting down on the need to print new material for each event. This not only saves you money but also reduces waste. Utilise LCD screens strategically placed to guide attendees through the venue.

‍

Sustainable Physical Signage

If digital signage isn’t feasible, use physical signs made from sustainable materials like recycled aluminium or bamboo. Additionally, use eco-friendly inks for printing.

‍

Reusable Design

When designing physical signage, keep the reuse factor in mind. Make it so that signs can easily be updated for future events by incorporating swappable elements that can change dates, speakers, or sponsors.

‍

Signage Recycling Program

After the event, if you have signs that can’t be reused, implement a recycling programme to ensure these materials don’t end up in a landfill.

‍

6 Waste Management: The Three Rs

‍

Reduce

Reducing waste at the source can significantly cut down your event’s environmental impact.

‍

Digital Alternatives

Transition to digital platforms wherever possible. From invitations and tickets to programs and feedback forms, every piece of paper saved makes a difference.

‍

Reduce Swag

Cut down on the ubiquitous conference swag like branded pens, notepads, and disposable water bottles. Offer essential items that are practical and reusable, like a quality water bottle or tote bag.

‍

Limit Food Waste

Coordinate closely with caterers to prepare the right amount of food. Use platforms to allow attendees to pre-select their meals to get accurate numbers and reduce waste.

Focusing on reusability can significantly cut down waste and costs.

Reuse

Focusing on reusability can significantly cut down waste and costs.

‍

Decoration Rentals

Instead of purchasing decorations that you’ll only use once, consider renting. Companies provide a wide array of reusable decorations, tailored to your event’s theme.

‍

Reusable Tableware

Replace disposable plates, cups, and utensils with reusable tableware. If this is not possible, opt for compostable options.

‍

Badge Return Program

Provide incentives for attendees to return their badges at the end of the event for future reuse. A small reward, like a discount on future events, could serve as motivation.

‍

Fabric Banners

Use fabric banners instead of vinyl ones. They are easier to store, re-roll, and reuse for future events. Fabric banners also tend to look more premium, adding a touch of class to your event.

Recycle

Despite your best efforts, some waste will be inevitable. Make sure you have a plan for dealing with this responsibly. Recycling bins should be clearly marked and readily available throughout the venue. Post-event, liaise with local recycling facilities to ensure the waste is processed correctly.

‍

7 Food and Beverage: Organic and Local

‍

Local Produce

Sourcing food and beverages locally not only reduces your carbon footprint but also supports local businesses.

‍

Organic Choices

Organic food is produced without harmful pesticides and is often fresher since it doesn’t contain preservatives. By choosing organic, you’re making a healthier choice for your attendees and for the planet.

‍

Serving

Say no to single-use plastics, including straws and cutlery. Opt for reusable or compostable serving ware.

‍

Portion Control

Consider adopting a portion control strategy to minimise food waste. This could include a buffet-style meal where attendees serve themselves, so they take only what they will eat.

‍

8 Technology and Sustainability

‍

Virtual Components

Incorporate virtual aspects into your event to allow a broader audience to attend without the environmental cost of travel.

‍

Energy-Efficient Tech

Choose LED lighting, Energy Star-rated equipment, and other eco-friendly tech options to minimise energy consumption.

‍

Digital Signage

Opt for digital over printed signage where possible. This reduces paper waste and allows you to make real-time updates.

‍

9 Marketing Your Green Event

‍

Eco-Friendly Invitations

Consider digital invitations to reduce paper waste. If paper invites are a must, look for companies that offer recycled paper or other eco-friendly options.

‍

Social Media

Utilise social media platforms to not only promote your event but also to educate potential attendees about the sustainable aspects of the event.

‍

Partnerships

Collaborate with like-minded businesses or influencers who can help promote your event to a broader yet targeted audience with a vested interest in sustainability.

‍

10 Measuring Success: Eco-Friendly KPIs

After the event, it’s essential to measure its environmental impact. Key performance indicators can include:

‍

Carbon Footprint

Calculate the total carbon emissions resulting from your event, taking into account transportation, energy usage, and any other contributing factors.

‍

Waste Diversion Rate

Measure the percentage of waste that was diverted from the landfill through recycling or composting efforts.

‍

Attendee Engagement

Gather feedback on your sustainability efforts from attendees through post-event surveys to gauge their engagement and suggestions for future improvements.

‍

Download FILE

Conclusion

Creating a sustainable event is an ethical choice and often a smart financial decision. It requires a multifaceted approach—from planning and execution to post-event analysis.
Incorporating sustainability is no longer just a ‘nice-to-have’ but a ‘must-have’ in today’s event planning landscape. This guide has equipped you with the essential know-how to plan your sustainable events effectively.

‍

Discover more of our journals, a treasure trove of valuable insights, practical tips, and industry trends that will take your events to the next level.