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How can you plan a sustainable conference?

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Planning a sustainable conference is not only good for the environment, but also for your reputation, budget, and social impact. However, it can be challenging to balance the needs and expectations of your attendees, speakers, sponsors, and vendors with the best practices of green event management. In this article, you will learn some tips and strategies to plan a sustainable conference that is engaging, effective, and eco-friendly.

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Maama Kwao Akita

MPhil Student || Director/Member, Eco-Conscious Citizens Ghana

1 Choose a green venue

One of the first steps to plan a sustainable conference is to select a venue that is committed to environmental sustainability. Look for venues that have certifications, policies, or initiatives that demonstrate their efforts to reduce waste, energy, water, and carbon emissions. For example, some venues may have solar panels, LED lighting, recycling bins, composting facilities, or water-saving devices. You can also consider the location and accessibility of the venue, and opt for one that is close to public transportation, bike paths, or walking routes.

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Joziel Segatto

Tec. Agricola ,Graduando em Agronomia .Fala sobre #soja ,#trigo ,#milho,#sorgo.
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Organizar um evento sustentável é o objetivo a ser trabalhado, mas primeiro você deve entender exatamente o que isso implica. Para sediar com uma mentalidade sustentável, seu evento deve: Iniciar etapas antes, durante e depois para preservar o ambiente natural. Promover uma sociedade saudável e inclusiva.

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Jeferson Almeida

Secretário Executivo SRTE 0052464/SP | Assessoria Executiva | Gest?o de Agenda | Facilities | Family Office | RH | Organiza??o de Eventos e Viagens | Customer Experience
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Planning a sustainable conference involves choosing certified venues, reducing waste, and promoting eco-friendly practices. Encourage sustainable transportation, manage waste efficiently, and highlight sustainability in promotional materials. Prioritize energy efficiency, use green technology, and engage the local community. After the event, evaluate practices and consider carbon offsetting. Education on sustainability is also crucial.

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2 Reduce travel emissions

Another way to plan a sustainable conference is to minimize the travel emissions of your attendees, speakers, and staff. You can do this by encouraging them to use low-carbon modes of transportation, such as trains, buses, bikes, or carpooling. You can also offer incentives, discounts, or rewards for those who choose greener options. Alternatively, you can consider hosting a hybrid or virtual conference, where some or all of the sessions are delivered online. This can reduce the need for travel, as well as the costs and resources associated with a physical event.

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3 Select sustainable speakers

The speakers you choose for your conference can also influence its sustainability. You can select speakers who are experts or advocates on topics related to environmental or social issues, such as climate change, biodiversity, social justice, or corporate responsibility. You can also ask them to incorporate sustainability messages or practices into their presentations, such as using reusable materials, avoiding single-use plastics, or sharing resources electronically. Additionally, you can provide them with guidelines and feedback on how to make their speeches more engaging and interactive, without relying on excessive or wasteful props or handouts.

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4 Opt for eco-friendly catering

Food and beverage are essential components of any conference, but they can also generate a lot of waste and emissions. To plan a sustainable conference, you can opt for eco-friendly catering services that use local, organic, seasonal, and fair-trade ingredients. You can also choose vegetarian, vegan, or plant-based menus, or at least offer some options for those who prefer them. Moreover, you can reduce food waste by ordering appropriate portions, donating leftovers, or composting scraps. Furthermore, you can avoid disposable plates, cups, cutlery, and napkins, and use reusable or biodegradable alternatives instead.

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Maama Kwao Akita

MPhil Student || Director/Member, Eco-Conscious Citizens Ghana
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Waste generation is always a problem at events. Guests must be informed to take what they can eat (responsible consumption). Guests may be preinformed to come along with reusable bottles for water and local drinks/juice. The usage of reusable materials would reduce waste and make waste segregation easier

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Michelle Jacomini

Coordenadora de Marketing | Especialista em Comunica??o Estratégica | Marketing Digital | Performance | Posicionamento de Marca
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Considere estabelecer parcerias estratégicas com empresas comprometidas com a economia circular. Essas parcerias podem envolver programas de coleta de resíduos ou iniciativas de reciclagem inovadoras. Ao colaborar com essas empresas, você poderá garantir que os resíduos gerados no evento sejam coletados de forma responsável e direcionados para reciclagem ou reaproveitamento. Aproveite também a oportunidade para engajar os participantes do evento nesse processo, promovendo a conscientiza??o sobre a importancia da economia circular e incentivando a separa??o adequada dos resíduos durante o evento.

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5 Promote green behavior

One of the most important aspects of planning a sustainable conference is to promote green behavior among your attendees, speakers, sponsors, and vendors. You can do this by communicating your sustainability goals and expectations before, during, and after the event. You can also provide them with information and resources on how to act more environmentally friendly, such as recycling, saving energy, conserving water, or offsetting carbon. Additionally, you can create a green culture and atmosphere at your conference, by using signage, banners, stickers, badges, or games that highlight and celebrate your sustainability efforts.

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Ana Rosa Domingues

Especialista em Marketing e Vendas | Inova??o I Responsabilidade Social
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Pode-se realizar a busca de fornecedores com cadeias sustentáveis até a promo??o de mudan?a de comportamento do público. Incentivar os participantes a levar e a usar seus próprios materiais, diminuirá a compra e produ??o de materiais descartáveis, como: copos, cadernos, canetas, blocos, sacolas etc. Reutilizar materiais de outras eventos também é uma alternativa viável e de fácil acesso: desde flores e ornamentos até a montagem, como carpetes, madeiras e plásticos vindas de partes de estandes. A reciclagem de materiais como a lona de banners e tecidos de bandeiras, que podem ser transformados em bolsas, sacolas e coberturas de espacos abertos, também é uma alternativa.

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6 Measure and improve

Finally, to plan a sustainable conference, you need to measure and improve your performance and impact. You can do this by collecting and analyzing data on your conference's environmental footprint, such as the amount of waste, energy, water, and carbon generated or saved. You can also solicit feedback from your attendees, speakers, sponsors, and vendors on their satisfaction and suggestions for improvement. Based on your results and feedback, you can identify your strengths and weaknesses, and set new goals and actions for your next conference.

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Maama Kwao Akita

MPhil Student || Director/Member, Eco-Conscious Citizens Ghana
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It is important to consider suggestions of clients. Getting feedback from clients helps to improve your services or subsequent programmes

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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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Milanyila V.

AI Integrator | Strategic Connector | Empowering Global Expansion & Strategic Innovation|
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Plan a sustainable conference by selecting a venue with eco-friendly practices and opting for digital materials to reduce paper waste. Choose caterers that use local, organic ingredients and offer plant-based options. Implement effective waste management with recycling and composting. Encourage attendees to use public transport or carpool. Utilize energy-efficient technologies for conference facilities. Offer sustainable merchandise like reusable water bottles. Provide virtual participation options to minimize travel emissions. Offset the event’s carbon footprint by investing in environmental projects. Educate attendees about sustainability during the conference, promoting eco-conscious practices.

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How can you plan a sustainable conference?

1

2

3

4

5

6

7

1 Choose a green venue

2 Reduce travel emissions

3 Select sustainable speakers

4 Opt for eco-friendly catering

5 Promote green behavior

6 Measure and improve

7 Here’s what else to consider

Event Planning

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How can you plan a sustainable conference?

1

2

3

4

5

6

7

1 Choose a green venue

2 Reduce travel emissions

3 Select sustainable speakers

4 Opt for eco-friendly catering

5 Promote green behavior

6 Measure and improve

7 Here’s what else to consider

Event Planning

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