1. Determine the environmental impact of your event

Determining the environmental impact of your event is the first critical step in making your event sustainable. It entails evaluating and comprehending the implications of your event activities in planning and carrying them out in the environment.

This baseline survey tells you where you are on the sustainability issue and serves as a map towards change. Understanding the dimensions of your event’s ecological footprint helps develop precise sustainable objectives unique to its magnitude and impact on energy utilisation, waste, water, and emission of pollutants from transportation.

These goals aid toward sustainability measures and track progress, making it possible to convey a commitment to sustainability to attendees and stakeholders. The more eco-conscious and responsible event you planned helps determine its environmental impact and lays down the basis for such an event that aligns with the growing global imperatives for taking care of the environment.

This assessment also lets you pick up on the areas that need improvement, prioritise your sustainability initiatives based on their highest impact, and involve all the critical stakeholders in the sustainability journey. When you incorporate sustainable practices into your event, inform attendees of the significance of eco-friendly decisions and continually evaluate and refine your work in this respect. By doing so, you show a commitment towards environmentally responsible behaviour.

2. Choose an eco-friendly venue and suppliers

While looking for a venue, we usually look at how attractive it is and what its cost is. We never look at whether it is sustainable or not. So, before all these factors, you should consider a venue that aligns with eco-friendly purposes and has certifications like LEED (Leadership in Energy and Environmental Design) or Green Key.

Apart from that, venues near public transport options should be considered, and attendees should be encouraged to use public transport so less carbon dioxide and other harmful gases are emitted. 

3. Go plastic-free

Sustainability Measures in Event Planning, Going Plastic-free. This involves doing away with or significantly reducing the dependence on throwaway plastics such as straws, forks and cups. Some solutions that can be pursued include using bio-degradable or reusable materials while planning an event to reduce plastic pollution significantly. It is important to note that this move helps safeguard the environment and conveys a strong message to attendees concerning the event’s pledge to sustainability. Embracing plastic-free means it is in line with environmental principles and encourages responsible consumption, and sets a positive example in the event industry towards a more environmentally-conscious approach to event planning and execution.

4. Go paper-free

The step “Going paper-free” is essential in reaching event eco-sustainability as it limits reliance upon traditional paper materials, including brochures, flyers and printed calendars. Moving towards digital solutions like mobile apps, e-tickets, and QR codes reduces paper waste and makes event logistics easier. This allows participants to readily access the event information on their gadgets rather than using printed materials. This way, events align with the global drive to minimise paper usage, conserve trees and lower carbon footprints. In addition, it portrays the dedication to innovation and environmental friendliness, motivating others in the event industry to turn towards paperless practices and embrace a responsible future.

5. Serve organic, locally sourced produce

Catering is a favourite part of any occasion, and it offers numerous possibilities to make sustainable choices:

  • Local and Organic Ingredients: Work with caterers who prioritise using locally sourced and natural ingredients. This supports neighborhood farmers and decreases the carbon footprint of transporting food long distances.
  • Sustainable Menu Planning: Design a menu that minimises meal waste by imparting smaller portions and various dietary options. Ensure that extra meals are properly donated.
  • Eliminate Single-Use Plastics: Instruct caterers to avoid using plastic utensils, straws, and packaging. Instead, opt for compostable or reusable alternatives.
  • Encourage eco-friendly transportation to and from your event

Encourage attendees to select sustainable eco-friendly transportation alternatives to get to your event. Promote carpooling, public transportation, and cycling by offering incentives like discounted tickets or parking for green options. You can also associate with journey-sharing services to provide shared rides to and from the event.

6. Use projectors over print

When it comes to event planning, choosing projectors over print materials is a green way forward. Projectors enable lively and interactive presentations, minimising the use of printed posters, banners, and slides. This significantly reduces paper wastage and transportation and storage needs, reducing the event’s environmental imprint.

Interactive and visually attractive content in the digital format is beneficial for attendees. Indeed, projectors also indicate innovation and an environmentally friendly approach in the event management industry. Such an approach not only helps minimise printing costs but also links the events with the increased awareness of the worldwide reduction of resource consumption and promotion of sustainability.

7. Opt for LED lighting options

LED Lighting is an excellent choice. By replacing traditional incande­scent Lighting with energy-e­fficient LED lights, you will save on energy consumption and enjoy a longer lifespan for your lighting fixture­s.

One way to optimise­ temperature control is by inve­sting in smart thermostats and HVAC systems. These advanced technologies can automatically adjust temperature­ settings based on occupancy, ensuring that he­ating or cooling is only activated when nee­ded.

When organising your e­vent, it is recommended to prioritise renewable­ energy sources for electricity. Opting for energy provide­rs that offer renewable­ options or considering on-site generation through solar panels or wind turbines can contribute to a more sustainable approach. 

8. Reduce water usage

Water conservation or reducing the water usage is essential to sustainability, as water is a valuable resource. 

Equipping the event venue with water-green furnishings like low-waft toilets and taps is vital. These furnishings assist in lowering water consumption without compromising functionality.

Consider putting in water stations at the event wherein attendees can top off reusable water bottles or inspire them to deliver their own. This initiative allows less reliance on unused plastic water bottles, which contributing to environmental pollutants.

9. Measure your carbon footprint to gain greater insight

Calculating the environmental impact of your event gives you a unique perspective. It entails evaluating greenhouse gas emissions during the event’s life cycle from planning to execution. The information provides organisers of events with knowledge of the activities that contribute most to their carbon footprints, helping them identify the areas that need improvement. Organisers can then set meaningful sustainability goals, track progress, and implement strategies to reduce the environmental impact of their events by quantifying emissions. This aligns with the world’s efforts in combating climate change, showing an approach of transparency and responsible event management. The carbon footprint is another crucial step towards organising green and sustainable events for a better future.

Wrapping up

Organising a sustainable occasion is effective, environmentally responsible, and beneficial to your business enterprise’s photo and attendee satisfaction. By imposing these ten strategies, you may significantly reduce your event’s ecological footprint and inspire others to undertake sustainable practices of their events as well. Remember that every small step closer to sustainability counts; collectively, we can make a high-quality impact on the earth even as we are playing hit events.

If you are an event professional or organiser looking for an expert organiser to help you arrange a successful event, Whitespace XPO has the skilled people, knowledge, and insight to bring resourceful solutions to exhibitors, event organisers, and agencies.