Ten top tips on how to run a sustainable event
1. Choose a sustainable venue
Look for venues with built-in sustainability: energy efficiency (LED lighting); recycling facilities; accessible public transport; the technology to turn food waste into energy; and eco-conscious catering. Many venues now boast green credentials, like Green Meetings Accreditation, which can assure organisers of their commitment to sustainability.
2. Go paperless
An event app will immediately cut the need for a lot of your standard print collateral – from digital ticketing to location maps and rooming information. They’ll make your job simpler too, with simple data management that allows you to follow up after the event. If your venue has digital screens, use them for directional signage. Not only is this more sustainable, but it can also improve your guests’ experience.
3. Encourage sustainable travel
Offer incentives, such as discounts or special perks, for those who opt for greener travel methods. Make sure your joining details include information on public transport links to the venue, car sharing or even consider organising group travel from major hubs.
4. Make it hybrid
Hybrid conferences blend a mix of live and virtual experiences, offering delegates who can’t attend in person the option to livestream your event from their desks. For international or distant attendees, a digital event can make huge savings on emissions by removing the need to fly and the number of delegates you can include in your event isn’t limited to the size of the venue! Your broadcast can support live interaction from your virtual attendees, so they don’t lose out on face-to-face benefits. And you can arrange for a recorded event or video on demand, so the content is saved for future viewing.
5. Ditch single-use plastic
This one’s an easy fix! Use refillable glass bottles with filtered water for your conferences and events and encourage your delegates to bring their own water bottles so they can refill when needed. If plastic is unavoidable, ensure there are proper recycling facilities in place.
6. Change the menu
Food and beverage waste accounts for a minimum of 20% of event waste, and sometimes up to 60%. Take advice from your caterer on the number of servings you’ll need to reduce the risk. Ask them about what happens to waste food: can it be taken to anaerobic digestion to create fuel, or be shared with a local charity? Choose catering that uses local suppliers to help reduce food miles and menu options with lower carbon emissions.
7.Rethink your event assets
When it comes to props, staging, stands and marketing banners, bespoke one-offs with the date and title of your event might be enticing, but are then limited to single use, so think carefully how you design your event assets, so they have a longer life. Better yet, rethink the whole approach. Lighting packages which project images onto screens and buildings can look just as dramatic, and use a minimal comparative resource load. Ask your AV specialists to use LED lighting where possible.
8. Get serious about waste
Create a plan for dealing with waste that includes recycling, composting, and proper disposal of all materials used during the event. Make sure that your venue has comprehensive recycling facilities and that recycling bins available in key locations with clear delegate signage.
9. Offer sustainable swag
Event giveaways are often an expected part of the attendee experience, but it can also be a significant source of waste. Choose sustainable giveaways such as reusable tote bags, stainless steel water bottles, or plantable seed paper for badges. Alternatively, consider forgoing physical swag altogether and offer digital perks like free e-books, vouchers, or discount codes!
10. Get attendee buy-in
That inclusive, in-it-together approach should run through all your event communications.
Take every opportunity to support their engagement with this as a green event. You can include sustainability tips in your event joining materials such as the location of recycling facilities, reminding them to bring a water bottle or letting them know what will happen to the food waste from your event.
