How can you plan sustainable events that meet client preferences?

Making your event sustainable starts at the planning stage and impacts all of your decisions, including the contractors, sponsors, and suppliers you work with.

Over 90% of an event's carbon emissions come from guest travel. Offering a livestream experience, situating the event in an accessible location, and reducing the in-person guest count are the most impactful measures you can take to reduce your waste and carbon emissions.

Take sustainability a step further by offering carbon offset options and tracking. Calculate the event's carbon footprint, including travel, energy consumption, etc.

Plan a social impact program as part of your event and it'll rate as the favorite part of the conference. Make it a collaborative engagement and you'll build relationships that last!

With approximately 12% of the U.S. population being people with disabilities it is essential to ensure high levels of accessibility for your next event. So many events rely upon web based sign-ups and registrations. However, some of those processes may not be fully accessible for screen reader technology. So, we would want to be sure to choose platforms that are accessible. Also, while having an alternative process to register is undesirable, having customer service to work with a person who may have a challenge is something every organization can do. The same is true for physical access. Having events at locations that are accessible for people is essential for demonstrating that your organization includes people with disabilities.

When suggesting venues close to public transportation, take it a step further by proposing transportation solutions. Recommend shuttle services, bike rentals, etc.

It's important to consider the sustainable initiatives the venue has in place including social, economic and environmental aspects. Here are a few examples: Social - Check if the venue provides accessible features on their website such as options for adjusting font size and contras, at the venue wheelchair-friendly entrances, lifts and restrooms. Check if they offer storage for walking aids and employ hearing loop systems to enhance audio quality. Economic - Check if the venue collaborates with local foundations and supports local businesses. Environmental - Check if the venue offers CO? compensation, promotes sustainable transport, prioritises seasonal decorations, practices water management, offers seasonal catering.

Check with any venue you're considering to see if they already have an environmental policy in place. Many venues that put a priority on the environment will have their guidelines in writing. This often outlines the ways they achieve, and how guests should abide by, their green standards. Interview possible hosts before making any decisions to ensure your environmental goals align.

Choosing a green venue is pivotal for sustainable event planning. Opt for venues with environmental certifications, indicating a commitment to eco-friendly practices. Location is key; select venues near public transport to reduce travel emissions. Check the venue's energy efficiency, waste management, and water conservation measures. Venues with outdoor spaces offer natural settings, minimizing energy use. Assess vendor policies to ensure alignment with your sustainability goals. Communicate the venue’s green initiatives to attendees, enhancing the event's eco-conscious image. This initial step of selecting a green venue significantly impacts the overall sustainability of your event, marking a stride towards eco-responsible event planning.

Make sure the green venue has an adequate space for childcare and family needs (lactation room, changing room, etc.). If we are serious about promoting environmental justice, we must accommodate the intergenerational needs of the global majority.

I agree with other contributors. Using sustainable service ware can help. Opt for compostable or reusable serving ware such as bamboo plates or glass ware to reduce waste.

Eco-friendly catering and green venue selection can go hand in hand on helping make events more environmentally friendly. Menu choices can go along way! Sometimes that's easier said than done but even the small things can help along the way (i.e. don't always choose steak, there are other meat options that are more environmentally friendly.

Festivals can lead the way by working towards circular economy of reusable, washable plates, cups and cutlery. Discard the single use anything.

One of my favorite festivals does an amazing job of executing an annual large-scale sustainable event. Guests are asked to bring a water bottle or drink container for use at filtered water stations, or they can obtain a branded reusable stainless steel pint glass for beer and wine. Single use water bottles and plastic/styrofoam containers are neither used nor sold. All utensils and food containers are compostable with numerous composting stations for guests and food vendors. The practice of asking guests to bring their own reusable mugs or bottles to large meetings and gatherings has become increasingly common, and people seem to embrace it. In those instances, reusable or compostable containers are provided as well, on a limited basis.

When possible, support local small businesses and BIPOC business owners. BIPOC communities are among the first and hardest hit by climate change and environmental injustice. You can demonstrate your commitment to fighting climate change by investing in these communities.

Also, Plan a Waste Management: Set up clearly labeled recycling and composting bins throughout the event venue to encourage attendees to dispose of waste properly. Consider implementing a "zero-waste" goal to divert as much waste as possible from landfills.

Forego traditional conference schwag. Most people don’t want or need another water bottle or coffee cup, and they sure as heck don’t need a branded t-shirt. Consider a Local Gift Bar of consumable/practical goods purchased from nearby sustainability-focused suppliers, place company profiles with social links beside each product, and let attendees choose what they’d like.

Consider recommending that your client opt for sustainable catering options. Sourcing locally grown, organic, and seasonal foods can significantly reduce the carbon footprint of an event.

Aim for a venue that has wifi, allowing easy digital information-dissemination and reducing the need for paper. If it is a ticketed event, consider charging a fee per car to encourage carpooling when possible. Accurately gauge the number of attendees so waste is minimized. Clearly mark recycling bins and place those near trash cans with signage specifying what can/cannot be recycled. If you're offering a giveaway, avoid small objects that will likely be thrown away or forgotten. Instead, consider consumable or experiential prizes. Reuse banners and other large signage at future events by omitting specific information (like dates).

Paperless events are an increasingly common and convenient way to go. Most attendees will have smartphones, and some events make use of apps that include all requisite info and materials for plenaries and breakout sessions. Be sure to have at least some paper copies on hand to meet accessibility needs.

Make sure each event has a mission statement and clearly defined objectives, which is signed off by all relevant stakeholders in advance. That way, when assessing the performance of the event post-show, you have a clear foundation.

Try to ensure you consider each of the factors within ESG, not just the carbon impact of your event. Yes, we should make every effort to mitigate the carbon impact on Environmental terms, but the Social element is vital in event engagement. There are so many ways in which an event can deliver societal benefit whilst enhancing the ROI of the event. Event the most formulaic of corporate conferences can achieve this.

Engaging and understanding all your stakeholders is crucial to developing any successful event. I would suggest conducting face-to-face stakeholder interviews to uncover interests and priorities of each group and actively listen to their needs. Take a look at the stakeholder profile and the community. Consider the influence that each stakeholder has and the impact on the event. What are the objectives and how can you measure success? Communication, legal considerations, and conflict resolution are key areas in planning a sustainable event.

Looking beyond the scope of your event will ultimately have the biggest impact on your event. Utilising suppliers that share a common sustainability goal and having them invested in a shared outcome will almost always produce outstanding results. For example, in event technology consumable AV (low quality products being built in a low quality facility) is a huge barrier to true sustainable practice, so utilizing suppliers and contractors that have invested in sustainable products with high shelf lives is SO important.

Attendees communication. The success of each event is based on engagement, collaboration and interaction; no event can be truly sustainable if your audience will see the changes as a hassle not as an opportunity.

The previous suggestions are amazing. The only slightly new thing that I would like to add is not using one-time products, so everything from glasses to cutlery, to food containers need to be reusable. This is especially important with big events given that they create a lot of one-time product waste. It can additionally bring a very good branding effect if the attendees can keep what they use during conferences, or buy to use during longer events or conferences.

Try to sway stakeholders from printing things for events! In the digital era we are in, we can find other alternatives to present ideas/materials.

Some additional ways to aid in planning a sustainable event: - Do your research, you don't need to reinvent the wheel, what has worked in the past? -What type of sustainable supplies are readily available to you/ what do you already do that meets this need? - Have a ready list of ways that works best for you that's sustainable and also elevates the clients experience: so that you don't have search for new solutions in the future. Having a bag of tricks is quickest and easiest way in my experience.

Sustainable decor is always a great option. Use centerpieces that the guest can take with them to enjoy in their homes or replant for years to come.

Introduce a “green theme” that weaves sustainability into every aspect of the event. Use a mobile app for interactive, paperless engagement & real-time feedback. Offer a “sustainability challenge” to guests, like a zero-waste goal or a carbon footprint reduction target, turning it into a collective effort. Set up “eco-station” with information on sustainability practices being used at the event. Feature a “farm-to-table” experience with local, seasonal produce. Utilize solar-powered lighting and decorations made from recycled materials. For intimate gatherings, consider planting trees for each attendee present at your event as a way of giving back to the environment. This approach actively involves everyone in the sustainability journey.