Sustainable Events

Efficient. Sustainable. Future-ready.

5 Steps in Planning Sustainable Events

Conferences, seminars, workshops, and other events are an essential part of business practices and marketing strategies, but the nature of organising live events could also have a negative impact on the environment. Whether through energy and water consumption, food & material waste, greenhouse emissions, or pollution, events can present various environmental challenges for organisations.

The concept of sustainability, as defined by the United Nations Brundtland Commission, entails “meeting the needs of the present without compromising the ability of future generations to meet their own needs.” In pursuit of this goal, nearly 200 countries around the world have committed to sustainability.

With the increasing demand for eco-conscious practices, the events industry is facing growing pressure to change and adopt better ways of planning events. Organisations are beginning to recognise the importance of reducing their environmental footprint without compromising the quality of their events.

Planning a sustainable event may seem an overwhelming task, but success can be achieved through practical and well-defined goals. In this article, we will explore actionable steps in creating successful sustainable events that benefit you, your audience, and the planet.

What are Sustainable Events?

Sustainable events, also known as green events, are gatherings that are planned, designed and executed in ways that minimise their negative environmental impact. These events consider factors such as energy consumption, community cooperation, and waste management.

Examples of Sustainable Event practices include:

  • A tech conference that eliminates paper waste by using digital platforms for tickets, agendas, and attendee engagement.
  • A hybrid corporate event with both in-person and virtual experiences to reduce travel emissions from attendees.
  • Partnering with venues or organisations that actively facilitate reuse & recycling initiatives, to mitigate food & materials waste.

As highlighted in the resource from the Events Industry Council, sustainable events entail taking action towards environmental preservation, fostering a healthy, inclusive society, and a supportive thriving economy.

Familiarising yourself with the four principles outlined in this article, which align with the United Nations’ 17 Sustainable Development Goals, can empower you to make informed decisions when planning your next events.

First Steps to Make Events More Sustainable

Getting started can be daunting but it doesn’t have to be difficult. Sticking to practical yet impactful actions during the planning process can make execution easier. Below are some tips you can start with:

Look for Eco-Friendly Venues
Seek locations or venues with green certifications. Opt for spaces with energy-efficient infrastructure and sustainable practices, such as water conservation and effective waste management.

Adopt Green Procurement Practices
Partner with suppliers who prioritise sustainability. Choose local businesses and vendors to reduce transportation emissions, and opt for reusable or recyclable materials when possible.

Reduce paper & materials waste
Embrace digital solutions such as event apps and e-tickets to minimise waste. Develop a waste management plan that includes recycling and composting methods.

Through these simple first actions, you are taking small yet effective steps to get you closer to your sustainability goals. This way, you can simultaneously reduce the environmental impact of your event and inspire others to do the same.

5 Strategic Steps in Building Sustainable Events

Assess Your Current Practices Through an Audit
To effectively plan your sustainable event, start by understanding your organisation’s current practices. By conducting a sustainability audit, you can evaluate your status, identify gaps and inefficiencies, and highlight areas for improvement.

Establish Clear and Actionable Sustainability Goals
After your audit, setting realistic and actionable goals becomes easier. By reviewing your findings, you can devise practical actions to address the issues identified in the audit. Finalise your plan and communicate clear steps and actions to your team and stakeholders for alignment.

Collaborate with All Involved Parties
Successfully carrying out sustainable events requires cooperation from all stakeholders. Make sure all parties understand and support your objectives, as this will make it easier to achieve your sustainability goals. One way to do this is by including sustainability requirements in contracts and Request for Proposals (RFP).

Encourage Attendees’ Cooperation
Transform your sustainability efforts into a shared mission by engaging attendees. By sharing your initiatives before the event, you set the stage for their participation. During the event, activities like recycling challenges or workshops on eco-friendly best practices can engage, educate, and motivate attendees to adopt sustainable initiatives.

Measure, Report, and Improve
Evaluate your progress using tracking tools to measure key metrics, such as waste division rates and carbon emissions. Share your findings with stakeholders to inform them of progress achieved through their support. Finally, use this data to refine your future event plans and approaches.

Sustainable Events: More Than Just a Trend

Sustainability is no longer a “would be ideal, but not required” matter – it’s become a necessity within the events industry. According to a McKinsey survey, 70% of respondents reported that their organisations have formal administrative guidelines in place regarding sustainability.

Embracing sustainable practices not only benefits the environment and humanity but also offers several advantages for your organisation, including:

  • Long-term cost reductions
  • Enhanced brand reputation
  • Improved community engagement

By making sustainability an essential part of your event strategy, you demonstrate your commitment to growth and to providing the best possible experience for your attendees.

If you want to make sustainability a priority for your next event, start small, stay consistent, and celebrate small wins along the way.