How can you increase sustainability and social responsibility for events with vendor contracts?

To promote sustainability and social responsibility, in events I try to follow these steps: 1. Incorporate sustainability criteria into the contracts. 2. Give priority to vendors who have certifications. 3. Encourage sourcing of materials. Minimize waste generation. 4. Ensure that energy efficient practices are included in the contracts. 5. Make sure that social responsibility commitments are integrated into the agreements. 6. Consider including provisions for contributions in the vendor contracts. 7. Promote transportation efficiency to reduce emissions related to event logistics. Add if I miss any. By implementing these measures we can enhance both the social impact of events while ensuring vendor engagement.

You can also look for local vendors from under-represented groups or small start-ups. This often helps keep proceeds from the event in the community, as well as supporting greater representation.

Sustainable practices in events is crucial when you evaluate the waste at the close of any event, expo or tradeshow. It starts with having a solid plan that minimizes single-use materials and incorporates reusable, natural, renewable and recyclable materials. It includes planning ahead for displays - 1) How can we choose a better materials? 2) How can we produce displays that can be repurposed after the event? 3) What can we accomplish with technology to create exceptional customization, presentation and branding? Plus simple tricks like the use of flowering plants vs cut flowers. Equally important is incorporating best practices with guests & staff: recycling, reuse, education, inspiration whereas they too can be part of the mission.

1. Incorporate sustainability criteria into the contracts. 2. Give priority to vendors who have certifications. 3. Encourage sourcing of materials. Minimize waste generation. 4. Ensure that energy efficient practices are included in the contracts. 5. Make sure that social responsibility commitments are integrated into the agreements. 6. Consider including provisions for contributions in the vendor contracts. 7. Promote transportation efficiency to reduce emissions related to event logistics. Add if I miss any.

Online video conference / event , and you do everything online. This is the one and only way "real sustainability" practices for hosting event.

The intro here really nails it. Remember that you have the power as the customer to make reasonable demands and set expectations. This will also depend on the context – is it being held in a location that prioritizes sustainability already? Or will that be difficult to arrange? It's important to take that into consideration so the expectations can be realistic, measurable, and context-specific. Having local partners on the ground that share similar priorities and expectations is helpful as well.

Incorporate digital and interactive elements, like QR codes linking to detailed reports or surveys, making it easier for attendees to access and understand the sustainability efforts. Leverage social media platforms to create campaigns that engage the audience before, during, and after the event, fostering a community around these values.

Yep totally agree. Also think about how can you inspire your guests with the decisions you’ve made. Make it fun and memorable that going green has been amazing. We always serve plant based food with no dairy or meat options, organic where possible and highlight this. Guests are always surprised how amazing the food is even though it’s not their norm. This done well has a huge knock on impact for the event and educating guests.

Based on your business and industry, you will need to set expectations on how to maintain the most sustainable business model, products, and amenities/offerings

I like to go by the triple bottom line which states essentially that businesses deals and contracts should seek to benefit people first secondly the planet I like to think of it as the second goal is planetary restoration in action and third profit and success of the engagement. That might seem a little backwards in the mind of a business owner who is used to settling for the bottom line dealing in profit profit profit but in this new world this new normal business owners will more and more likely be forced into positions if by no other way then the customers money to put the to put the benefit of people over the end goal of profit. It will become over the next I'd say 50 years almost like second nature

Here are 4 of my simple, easy to implement, go-to strategies for increased sustainability and social responsibility during vendor contract events. 1.Start green. >Require vendors use recyclable materials for serving food and drinks. ??No more plastic. Reusable dishware reduces waste. 2.Reduce carbon footprints. ?? >Incentivize suppliers offsetting their emissions or choose local options minimizing transportation. Fuel efficiency saves future generations. 3.Give back. >Stipulate in contracts suppliers donate unsold food to local shelters. ??Excess supplies support those in need, not landfills. 4.Champion diversity.?? >Seek minority/women-owned businesses as vendors. Inclusivity strengthens supply chains and communities.

In my events I ensure the vendors and collaborations created are with a long term intention. This ensures the working relationship is also a somewhat personal investment. We get to know each other, get familiar with the goals of those businesses and also keep them in the loop of our growth goals so we can meet those expectations in our collaborations together. For example; cross promotions, keeping them in mind for other ventures outside of the one event we started with and even networking with them in mind, and vice versa. Word of mouth and network building goes a long way. And, when our goals become aligned we all win.

One thing to add about vendor selection AND collaboration is that, especially when it comes to catering, food (and food waste) is a big way to enhance sustainability. It's important to make a plan together. You need to know whether food will be served individually or buffet-style, what meatless options are available (or if it can be fully pescatarian or vegetarian), what will happen to leftover food, if composting is available for food waste, and if waste sorting is available as well. This requires open communication on the vendor's part as well as flexibility on client's.

All contracts and business dealings should begin with a foundation in SUSTAINABLE practices. And should focus primarily on these same practices when we have a root that is based on the triple bottom line putting people's benefit first planetary restoration secondly the profit will be inevitable.

Rather than penalise those that are still on their journey of understanding, AMTEvents’s approach on sustainability & social responsibility in events is: - To be up front with our brand values and ensure clients and vendors alike know with AMTEvents sustainability reporting is a non-negotiable but an inclusive logistic carried out as smooth as the more traditional event operations - To plan ahead with set procedures & reporting templates in place already, to capture information from the start of an event so everyone knows where they stand and all information is accurate - To help where we can along the way and do our best; no-one knows everything, and seeking advice and help is not a weakness. Collaboration is the key!

Open communications is key! Hosting pre-event meetings save so much time when an event is underway — not to mention the inclusivity aspects and benefits of having everyone working toward the same clear goals. A final thought, be sure that your catering staff knows the event schedule and volume of service needed on each day. I had a recent horrible experience as an attendee. On the first day, half of the attendees were onsite and breaks were staggered which lead to a lot of food waste. On the second day, everyone was present and had meal breaks at the same time and the food prep couldn’t keep up with the demand.

Yes, but you can also engage in the old-fashioned method of asking around. Crowdsourcing is especially true if you have local partners or know others in the events space. They can give an accurate understanding of what to expect, the vendor's strengths and weaknesses, and how to accommodate the event guests in a meaningful way.

Don't just monitor as an overseer engage in the practices and the setup and the actual Hands-On task of the event I've always learned if you want something done a certain way it is true you should do it yourself

ROI ROI ROI - have a KPI - (which doesn't have to be profit by the way) and see how likely you are to hit that - then evaluate after !

Monitoring doesn’t have to be punitive as this item seems to read. Engage vendors as the valued partners that they are in the success of your event. Ask for their advice on how to improve processes to achieve your sustainability goals — of course educate them on these goals first and invite them to co-create or update them based on their experience.

Feedback from attendees can also be used as a useful tool to enhance sustainability and social responsibility for events with vendor contract. Attendees usually join-in from different walks of life with varied perspective and therefore, can value-add by their opinion towards this end.

Consider using local vendors and small businesses with missions which align with your own. It is much easier to fine tune details of production and ensure adherence to shared values when you’re dealing with one or two people, as opposed to a much larger operation.

When we do events, we try to go as zero waste as possible. Food product sampling is done using steel cups (biodegradable cups are also single use and must be avoided). We hire help to help us with washing of the cups. Sustainability has to be felt in every part of the organisation for it be become integral.

Engaging vendors in the entirety of the event can’t be overstated. When everyone knows who is doing what and when, the entire team can find ways to be more sustainable across their roles. For example, vendors may find that they are duplicating supplies or that the timing of one service can be combined with another to save on energy consuming tasks.

Be clear on values and purpose. This dictates the impact. Don’t water down being sustainable, push the boat out and go beyond what you thought you could achieve, the planet and future generations need our deliverables to be in service to restoration. Don’t compromise and be the best you can. There is no time for anything else.