Sustainability is no longer optional in event planning. Attendees expect it, sponsors demand it, and the planet requires it. Here's how to build a sustainable event strategy that reduces environmental impact without compromising experience quality.
Why Sustainable Events Matter
The events industry has a significant environmental footprint:
- Travel emissions from attendees and speakers
- Waste generation from food, materials, and swag
- Energy consumption for venues and technology
- Resource depletion from single-use items
Beyond environmental responsibility, sustainable events offer business benefits:
- Attract environmentally-conscious attendees and sponsors
- Reduce costs through waste elimination
- Enhance brand reputation
- Future-proof against regulations
Measuring Your Event's Impact
Before improving, understand your baseline.
Carbon Footprint Categories
Scope 1 covers direct emissions:
- Venue heating and cooling if you control it
- Generator use
Scope 2 covers electricity:
- Venue power consumption
- AV and technology equipment
Scope 3 covers indirect emissions:
- Attendee travel, often 70-80% of total
- Accommodation
- Food and catering
- Materials and shipping
Tools for Measurement
- Carbon calculators for events
- Venue sustainability reports
- Travel distance surveys
- Waste audits
Reducing Travel Emissions
Travel typically accounts for the majority of event emissions.
Strategies
- Choose locations that minimize average travel distance
- Offer hybrid format for those who can't justify travel
- Arrange shuttles from airports and hotels
- Offer rail booking support to incentivize trains over planes
- Use carbon offsets for unavoidable travel emissions
Making the Business Case
Show stakeholders the emissions comparison between venue options, factoring in attendee locations.
Venue Selection and Management
What to Look For
- LEED or equivalent green building certification
- Renewable energy use or commitment
- Waste reduction and recycling programs
- Water conservation measures
- Local and sustainable food options
Questions to Ask
- What percentage of energy comes from renewable sources?
- What is your waste diversion rate?
- Do you have electric vehicle charging?
- What sustainability certifications do you hold?
Sustainable Catering
Food represents a significant opportunity for impact reduction.
Menu Choices
- Increase plant-based options for lower emissions than meat
- Source locally to reduce transportation emissions
- Choose seasonal ingredients for lower energy requirements
- Reduce food waste by ordering accurately and donating surplus
Practices
- Eliminate single-use plastics
- Use reusable or compostable serviceware
- Provide water stations instead of bottles
- Clearly label vegetarian and vegan options to increase uptake
Materials and Waste
Reduce Before You Begin
- Digital signage over printed banners
- Event apps instead of printed programs
- Badge recycling or sustainable materials
- Eliminate unnecessary swag
On-Site Waste Management
- Clear waste sorting stations
- Staff to assist with proper disposal
- Composting for food waste
- Recycling for all applicable materials
Sponsor and Exhibitor Guidelines
- Provide sustainability requirements in contracts
- Offer incentives for sustainable practices
- Share best practices and resources
- Recognize sustainable exhibitors
Sustainable Swag
Traditional event swag often ends up in landfills. Rethink your approach.
Better Options
- Digital rewards like gift cards, subscriptions, or donations
- Quality over quantity since one great item beats many forgettable ones
- Sustainable materials that are organic, recycled, or upcycled
- Useful items that people will actually use
- Opt-in model that lets attendees choose if they want swag
Best Practice
Donate to charity in attendee's name instead of providing physical items.
Engaging Attendees in Sustainability
Make sustainability visible and participatory.
Communication
- Share your sustainability goals and progress
- Explain why you're making certain choices
- Provide tips for attendees' own sustainable choices
Gamification
- Sustainability challenges with rewards
- Carbon footprint tracking
- Recognition for sustainable behaviors
Feedback
- Survey attendees on sustainability priorities
- Share results and planned improvements
Creating a Sustainability Report
Document and share your efforts.
Include
- Goals and commitments
- Metrics tracked
- Results achieved
- Areas for improvement
- Next steps
Benefits
- Accountability for improvement
- Marketing material for future events
- Benchmark for industry comparison
- Sponsor and stakeholder reassurance
The Business Case for Sustainability
Sustainability can actually save money:
- Reduced printing through digital programs and signage
- Less waste disposal through accurate ordering and recycling
- Energy efficiency with LED lighting and smart HVAC
- Fewer giveaways by choosing quality swag or digital alternatives
And generate revenue:
- Attract sponsors with sustainability requirements
- Premium pricing for green events
- Grants and incentives for sustainable practices
Getting Started
You don't need to be perfect from day one. Start with:
- Measure your current impact
- Set goals for improvement
- Prioritize high-impact, achievable changes
- Communicate your efforts
- Iterate based on results
Every step toward sustainability counts. The key is to start, measure, and continuously improve.
The future of events is sustainable. The organizations that lead this transition will be rewarded with loyal attendees, enthusiastic sponsors, and a clear conscience.