Sustainable meetings and events: Tips and tricks

Sustainability is no longer a luxury but a necessity. As businesses and individuals grapple with the pressing environmental challenges of our time, it’s imperative that we integrate sustainable practices into every aspect of our lives, including Meetings and Events. According to the University of Freiburg, “each visitor causes an average of 0.5 to 1.5 tonnes CO2 equivalents in a three-day conference.” Implementing eco-friendly practices in your meetings and event planning can significantly reduce your event’s environmental impact and enhance your reputation.

To help you navigate more sustainable travel choices for your meetings and events, rather than focus on unrealistic goals, we recommend that you take smaller, more manageable steps to your sustainability goals. Consider selecting the top 3 items that are most important to your company and put processes in place to implement and measure your success.

On-site or hybrid? The most successful way to minimise your carbon footprint is to limit travel. For example, rather than host one large event that requires attendees to travel to the destination, consider breaking this up into smaller local events that are easily accessible for most attendees.

Include virtual attendance options for attendees who cannot travel and connect the group with an event platform or app to offset the large footprint of the major event.

Venue selection It goes without saying that the first port of call is choosing venues that prioritise sustainable practices. Inquire about the venue’s approach to energy efficiency, waste reduction and water conservation during the planning stage.

Try to select a venue that is central and easily accessible by public transport to reduce carbon emissions. It’s also a good idea to ensure the venue offers multiple options for you to keep as of the event as possible in one place to reduce additional travel. For example, choose a venue that offers a conference room to accommodate all attendees, as well as breakaway rooms, VIP lounges and storage facilities to reduce travel.

Catering Work with local companies to support the host economy and reduce long-distance travel for produce and supplies. Try to source food from local farmers and employ local caterers to reduce transport emissions.

Serve in-season food and opt for a meat-free menu if possible. Also serve a la carte meals with proper cutlery (not disposables) instead of a buffet to minimise waste. Should your venue not already donate excess food, try to partner with food banks to donate unused food.

Décor Prioritise eco-friendly décor options. Options include opting for LED lighting, using recyclable or natural materials, serving water in reusable containers and setting up recycling stations throughout the venue. As giveaways, consider giving away plants instead of traditional merchandise.

Transport If you need to fly in, choose airlines that offer direct flights, support eco-friendly initiatives, like using fuel-efficient aircraft (look for Boeing 787, Airbus 321 NEO or the Airbus 350), and support on-board sustainability initiatives, etc. Where possible, encourage transport by train or public transportation options to reduce emissions. Also, provide shuttle services to reduce individual car use.

Garner support Get attendees to support your eco-friendly initiatives by highlighting your support of sustainable practices. Consider offsetting emissions through local initiatives like Trees4Travel, which invests in reforestation projects by translating trips into trees planted. They calculate the carbon emissions associated with a trip, and based on the calculated footprint, offer offset options by contributing a specific amount towards tree-planting projects around the world.

By adopting a “greener” approach to event and meeting management, we can transform the way we travel, ensuring our journeys contribute positively to the planet we all share.