How do you make sure your event venues and suppliers are sustainable?

1 Assess your event goals and needs

Before you start looking for venues and suppliers, you need to have a clear idea of what kind of event you want to host, and what your sustainability goals and expectations are. For example, do you want to reduce your carbon footprint, minimize waste, support local communities, or promote social justice? How do you plan to measure and communicate your sustainability efforts and outcomes? How much are you willing to invest in sustainability, and what are the potential benefits and risks? These questions will help you define your event vision and scope, and guide your research and decision making.

2 Research the sustainability standards and certifications

One way to make sure your event venues and suppliers are sustainable is to check if they have any sustainability standards or certifications that demonstrate their commitment and performance. For example, some of the common standards and certifications in the event industry are ISO 20121, LEED, Green Key, B Corp, Fair Trade, and Green Seal. These standards and certifications cover different aspects of sustainability, such as environmental management, energy efficiency, waste reduction, social responsibility, and ethical sourcing. You can use online directories, databases, or platforms to find venues and suppliers that have these standards or certifications, or ask them directly.

3 Evaluate the sustainability policies and practices

Another way to make sure your event venues and suppliers are sustainable is to evaluate their sustainability policies and practices, and how they align with your event goals and needs. For example, you can ask them about their sustainability vision and mission, their sustainability targets and indicators, their sustainability reporting and verification, and their sustainability initiatives and innovations. You can also ask them for specific examples or case studies of how they have implemented sustainability in their operations, products, or services, and what challenges or opportunities they have faced or created.

4 Negotiate the sustainability terms and conditions

Once you have selected your preferred venues and suppliers, you need to negotiate the sustainability terms and conditions with them, and make sure they are clearly stated in your contracts. For example, you can negotiate the sustainability fees and incentives, the sustainability roles and responsibilities, the sustainability deliverables and deadlines, the sustainability monitoring and evaluation, and the sustainability communication and recognition. You can also negotiate the sustainability contingency plans and clauses, in case of any changes or issues that may affect your event sustainability.

5 Monitor and communicate the sustainability performance

After you have signed the contracts with your venues and suppliers, you need to monitor and communicate their sustainability performance throughout the event planning and execution process. For example, you can use checklists, surveys, audits, or metrics to track and measure their sustainability actions and results, and provide them with feedback or suggestions for improvement. You can also use newsletters, social media, websites, or reports to communicate their sustainability achievements and impacts to your event stakeholders, such as attendees, sponsors, partners, or media.

6 Review and improve the sustainability outcomes

After your event is over, you need to review and improve your sustainability outcomes with your venues and suppliers, and learn from your experience. For example, you can conduct a post-event evaluation or debriefing with them, and identify the strengths and weaknesses of your sustainability performance, as well as the best practices and lessons learned. You can also use testimonials, ratings, awards, or referrals to acknowledge and appreciate their sustainability contributions, and to build long-term relationships with them for future events.

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?