Small steps to big impact: Sustainble event planning
“Telling a CEO or SVP to travel economy just isn’t realistic or helpful”
We had a conversation with a Global client in 2023 and the biggest challenge is making their M&E program sustainable, but struggling with ways to implement sustainable practices.
We’ve delved into the world of sustainable event planning and made some very interesting discoveries. As event organisers, we hold the power to make significant environmental impacts with all of our choices. In this article, we'll explore some effective yet straightforward actions that we can take to ensure our events are as eco-friendly as possible
Choosing the right location and using it effectively
The location sets the tone for your event's sustainability. It's essential to consider accessibility – is it easily reachable with minimal travel for delegates? This reduces the carbon footprint associated with travel. Is the venue a one-stop shop? Or are we bringing everything in, as that impact compounds. Consider somewhere with strong public transport links and encourage / incentivise guests to leave their cars at home or possibly car share if there’s no other feasible option. In addition for longer distance delegates you could incentivise to participate remotely and switch to hybrid.
When looking for your main venue, have you asked for their sustainability certifications or accreditations? These places have proven commitments to eco-friendly practices. On all our searches, we link out to these. Look for the Green Tourism Venue accreditations, where venues are ranked on how sustainable their day-to-day operations are.
When you're scouting for the perfect venue, here are some vital questions to ask:
Energy Efficiency: What measures do you have in place for energy conservation? Do you use renewable energy sources or energy-efficient lighting? For hotel venues, do they encourage guests against daily towel and linen replacement?
Waste: Can you describe your waste management policies? How do you handle recycling and composting, food etc? Or donating leftover food to local good causes?
Water Usage: Do you have water conservation measures in place? Do you use your grey water?
Supporting Local: How do you support your local area and businesses in your operations? Are your food suppliers local?
Eco-Friendly Products: Do you use eco-friendly cleaning products and other supplies?
Carbon Footprint: What initiatives do you have to minimise your carbon footprint?
Menus: Can you provide a seasonal menu?
Things-to-do: Off-site locations, what is within walking distance of your business? Choosing a location that is well located is key to reducing unnecessary carbon footprint.
These questions will help you gauge how aligned a venue is with your sustainability goals.
Ditching Single-Use Items
This should go without saying but one of the easiest ways to reduce waste is to eliminate single-use items like gift bags, pens, paper literature, or plastic water bottles. Encourage digital note-taking and provide refillable water stations instead.
Local Suppliers and Seasonal Menus
Using local suppliers not only supports the local economy but also reduces the carbon footprint associated with transportation. Seasonal menus are fresher and often more sustainable, offering a delightful culinary experience that reflects the local environment. Reducing the amount of meat being used or even going entirely veggie improves the environmental impact.
Informing Your Delegates
Communication is key in sustainable event planning. Inform your attendees about the sustainable aspects of your event and encourage them to participate actively, like bringing their own sustainable items.
Measure Your Event's Carbon Footprint
Consider using a CO2 emissions calculator to measure your event’s carbon footprint. MyClimate offer a great carbon footprint calculator for your event, completely free of charge - https://co2.myclimate.org/en/event_calculators/new
This tool can help you track and offset your emissions, making your event not just eco-friendly but carbon neutral.
However, be wary of ‘greenwashing’. Ie not actually changing your behaviours and aiming for carbon neutrality by offsetting some of your emissions with projects such as sponsoring a reforestation project!
Ticketing / printed literature
Save the trees. Consider going entirely paperless - digital tickets / registration / creating an app and using QR codes.
Conclusion
Every small action towards sustainability can create a ripple effect leading to significant environmental benefits. By choosing the right location, venue, asking the right questions, and making conscious decisions, we can turn our events into models of sustainability.
Ready to make your next event a beacon of sustainability and start making a real environmental impact today. Let's lead the change together.