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How can you create environmentally friendly contracts with event vendors?

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As an event planner, you want to create memorable and successful events for your clients, but also minimize the environmental impact of your activities. One way to do that is to negotiate contracts with your event vendors that include sustainability clauses and incentives. In this article, you will learn how to create environmentally friendly contracts with event vendors, and why they are beneficial for both parties.

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Aman Raj

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Heather Wilson, CMP

Brand Strategist | Employer Brand Innovator I Experiential Marketer | Community | Illuminating Recruitment Marketing…
Hadeel Abdulaziz

Events and Marketing Consultant | Event Planning | Luxury Management | Team Manager | Client Development | Corporate…

1 Assess your vendors

Before you sign any contract with a vendor, you need to do some research on their environmental practices and policies. You can ask them to provide you with information on their waste management, energy efficiency, carbon footprint, sourcing, and certifications. You can also check online reviews, ratings, and awards from reputable organizations that evaluate green businesses. Based on this data, you can select the vendors that align with your sustainability goals and standards.

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Aman Raj

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Clearly outline your organization's sustainability goals and expectations in the contract. This may include specific environmental criteria such as waste reduction targets, energy efficiency standards, use of eco-friendly materials, and adherence to sustainable sourcing practices. Conduct Vendor Assessment: Before entering into contracts, assess potential vendors' environmental practices and policies. Request information on their sustainability initiatives, including waste management, energy conservation efforts, recycling programs, and certifications (e.g., ISO 14001). Evaluate their commitment to environmental responsibility and select vendors that align with your sustainability objectives.

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2 Define your expectations

Once you have chosen your vendors, you need to communicate your expectations and requirements clearly and in writing. You can use a sustainability checklist or questionnaire to outline the specific actions and outcomes you expect from each vendor. For example, you can ask them to use reusable or biodegradable materials, avoid single-use plastics, reduce food waste, donate excess food, use renewable energy sources, offset their emissions, and report their environmental performance. You can also provide them with guidelines and resources to help them achieve these goals.

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Aman Raj

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Start by defining your sustainability goals and criteria for the event. Include specific sustainability clauses or requirements in your vendor contracts. Clearly outline the expectations and responsibilities of each vendor regarding environmental practices. This may include using recyclable or compostable materials, energy consumption, and implementing waste reduction strategies. Develop a sustainability checklist or questionnaire to assess vendors' environmental practices and capabilities. Ask vendors to provide information about their sustainability initiatives, such as their use of sustainable materials, recycling programs, and energy-efficient practices.

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3 Negotiate your terms

After you have defined your expectations, you need to negotiate the terms and conditions of your contract with your vendors. You can use incentives and penalties to encourage them to comply with your sustainability clauses and to reward them for exceeding them. For example, you can offer them a bonus for reducing their waste or emissions by a certain percentage, or charge them a fee for failing to meet your standards. You can also include clauses that allow you to terminate the contract or seek compensation if the vendor breaches the agreement or causes environmental damage.

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Heather Wilson, CMP

Brand Strategist | Employer Brand Innovator I Experiential Marketer | Community | Illuminating Recruitment Marketing Roadmaps | Veteran Spouse & Advocate | Beekeeper
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Be proactive. When RFPing, mention preference will be given to those who prioritize these clauses. Oftentimes, venues will tell you that for liability reasons, they cannot include sustainability clauses. This just is not true so arm yourself with information. When it's time for the contract, email the venue the language referencing The Bill Emerson Good Samaritan Food Donation Act, find out the local laws, and email those, too (feel free to reach out if you need these clauses). Don't give the other party the option of pushing back. Contact local organizations in advance who will arrange for pick up of leftover food items (they'll weigh it, too). It takes some planning, but it's worth it. Giving back should be a best practice.

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4 Monitor your vendors

During the event, you need to monitor your vendors' performance and compliance with your contract. You can use tools and methods such as audits, inspections, surveys, feedback forms, and metrics to track and measure their environmental impact. You can also communicate with them regularly and provide them with feedback and support. If you encounter any issues or problems, you need to address them promptly and constructively, and seek solutions that benefit both parties.

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5 Evaluate your vendors

After the event, you need to evaluate your vendors' performance and impact based on the data and feedback you collected. You can use a rating system or a scorecard to assess how well they met or exceeded your expectations and requirements. You can also share your results and findings with them, and acknowledge their achievements and contributions. You can also use this opportunity to identify areas for improvement and make recommendations for future events.

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6 Build your relationships

Creating environmentally friendly contracts with event vendors is not a one-time deal. It is an ongoing process that requires trust, collaboration, and mutual benefit. You need to build and maintain strong relationships with your vendors, and recognize them as partners in your sustainability journey. You can do this by staying in touch with them, providing them with referrals and testimonials, inviting them to join your network and events, and offering them opportunities for learning and development. By doing this, you can create a loyal and reliable pool of green vendors that can help you deliver more sustainable events.

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Polina Sali
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Building relationships is the most important part as then you can mutually grow in sustainability and develop low carbon capabilities

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Polina Sali
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Building relationships is the most important part as then you can mutually grow in sustainability and develop low carbon capabilities

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Hadeel Abdulaziz

Events and Marketing Consultant | Event Planning | Luxury Management | Team Manager | Client Development | Corporate Events | UAE · KSA
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When briefing event vendors, I emphasize our commitment to sustainability. We discuss eco-friendly materials, waste reduction, and energy-efficient options. It's about collaborating for a greener event together.

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How can you create environmentally friendly contracts with event vendors?

1

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3

4

5

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7

1 Assess your vendors

2 Define your expectations

3 Negotiate your terms

4 Monitor your vendors

5 Evaluate your vendors

6 Build your relationships

7 Here’s what else to consider

Event Planning

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How can you create environmentally friendly contracts with event vendors?

1

2

3

4

5

6

7

1 Assess your vendors

2 Define your expectations

3 Negotiate your terms

4 Monitor your vendors

5 Evaluate your vendors

6 Build your relationships

7 Here’s what else to consider

Event Planning

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