Sustainable meetings

Always
Prioritize
Sustainability
in Your Event

An event that not only has a strong environmental profile but also contributes to improvements in the local and global community – and perhaps even leaves lasting positive changes behind – that is what we call sustainable. When hosting a sustainable event, there are a quite a few things to consider. Let us guide you through the three steps of 1. Planning, 2. Execution, and 3. Follow-up.

While most event planners would say that the main benefit of hosting a green event is to protect the environment. However, the benefits go far beyond protecting the planet. In fact, eco-conscious events can be an incredible asset to your organization.

1

SUSTAINABLE EVENTS CAN SAVE YOUR ORGANIZATION MONEY.

While it is true that some eco-friendly options may seem expensive at first, they can help you cut down on costs over the long run. For example, collecting name badge holders and reusing them at other events can save you a lot of money.

2

Sustainable events can improve your reputation.

Many people today care about decreasing their environmental footprint. Hosting a sustainable event is a great way to position your organization as a leader in sustainable event planning. You want to show attendees that you’ve taken active steps to decrease waste or “leave no trace.”

3

Sustainable
events transform
the future of
the industry.

Events of any size can generate a massive amount of unnecessary waste. Hosting an eco-conscious event can be fun, fulfilling, and meaningful — not just for your organization, but also for your attendees. You’ll also find satisfaction in knowing that you’re changing the industry, one event at a time. In a world where single-use plastics and water waste have become the norm, now is the time to challenge this mindset for a better tomorrow.

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STEP 1:

SUSTAINABLE PLANNING

This planning phase lays the groundwork for the event’s sustainability journey, emphasizing clear goals, collaboration, and environmental responsibility.

Organizing Sustainability Management

Appoint a sustainability coordinator.
Ensure organizational support for sustainability efforts.

Defining Purpose and Goals

Clearly define the purpose and overall goals of the event.
Set realistic, measurable, and achievable sustainability goals.
Obtain necessary permits.

Venue and Date Selection

Considerations:

Align with the event’s purpose and goals.
Prioritize safety and security.
Ensure accessibility for all attendees.
Plan transportation logistics.
Be mindful of concurrent events.
Consider local community and environmental impact.
Address noise levels and access to power sources.
Adhere to budget constraints.

Setting Sustainable Goals and Compliance

Formulate measurable and evaluable sustainability goals.
Ensure achievability of goals.
Emphasize goals and outcomes post-event.
Comply with safety, environmental, and legal regulations.

Communications and Marketing

Prioritize digital marketing.
Follow city guidelines for exposure.
Utilize environmentally friendly materials.
Use storytelling to explain sustainability efforts.
Maintain dialogue with local residents.
Establish manned information stations for visitor assistance.

Cooperation

Conduct sustainability analyses of potential partners.
Collaborate on sustainability goals.
Prioritize travel-free or online meetings.
Highlight successful sustainability cooperation.

Booking and Ordering

Perform sustainability analyses of suppliers for various aspects.
- Establishing materials, sound, lighting, stages, and fences.
- Marketing materials such as programs, banners, and clothing.
- Food and beverage suppliers.
- Program participants, including artists and speakers.
- Transportation providers.
- Accommodation options.

STEP 2:

SUSTAINABILITY, SAFETY AND EFFICIENCY

The execution phase focuses on implementing sustainability measures, ensuring safety, and effectively managing resources during the event.

1. Establishment

Ensure a safe working environment at the site.
Provide necessary information and staffing for a smooth establishment phase.

2. Information

Prioritize digital communication and manned information stations.
Inform visitors about your sustainability management and address issues promptly during the event.

3. Registration

Share information about the event’s sustainability efforts to enhance understanding and guide attendees in making eco-friendly choices.

4. Information During the Event

Communicate information digitally to reduce printed materials.
Ensure inclusivity with multi-lingual, hearing loops, and sign language interpretation.
Provide clear information for increased efficiency.
Inform visitors about safety measures, emergency exits, and accessibility options.

5. Safety and Security

Provide information about the event’s safety and security measures to staff and relevant parties during the event.

6. Accessibility

Continuously assess the accessibility of the event and promptly address any issues, incorporating feedback into the upcoming evaluation.

7. Food and Drink

Ensure those serving food and drinks adhere to agreed sustainability perspectives.
Comply with permits and regulations for handling food and drink.
Monitor and adjust waste management during the event.

8. Waste Management

Adhere to the waste management structure developed during the planning phase.
Make necessary adjustments and address any issues that arise.
Align waste management with local provisions to minimize waste.

9. Measure and Estimate

Continuously review the project plan during execution and make revisions as necessary.
Compile measurements specified in the event plan for the upcoming evaluation and report.

10. Cleanup

Ensure a safe working environment during cleanup and adhere to the cleanup schedule.
Develop a plan for the transport, storage, and management of leftover materials post-event.

STEP 3:

sustainable follow-up

Promoting successful sustainability outcomes enhances the event’s brand, drawing more participants to future editions. Key achievements like lowered climate impact, job creation, local business engagement, and audience perceptions (measured through post-event surveys) contribute to your success.

1. Plan

Assess if the goals and purpose of the event were achieved.
Evaluate the effectiveness of the planning phase.

2. Execution

Review whether the event was executed as planned.
Evaluate aspects like information dissemination, establishment, registration, safety, security, accessibility, food and drink, waste management, measuring tools, and cleanup.

3. Measurements

Process collected materials and draw conclusions from measurements.
Identify areas for improvement and propose measures for a more sustainable event.

4. Dialogue with Partners

Seek feedback on the event’s results from partners.
Share experiences to enhance future events.

5. Communicating the Results

Clearly communicate both successes and areas for improvement.
Emphasize ongoing development towards more sustainable events.
Relate the event results to Agenda 2030 for strengthened sustainability communication.