Planning Sustainable Events

Nov 29

In an era where every decision impacts our planet, hosting events sustainably is more than just a trend—it's a responsibility. Whether in-person or virtual, events offer countless opportunities to minimize environmental impact and align with organizational values. Here's how to make your next gathering greener:

1. Start with a Sustainability Plan

Every event begins with a vision. Add sustainability to yours by creating a plan that prioritizes eco-friendly decisions. Consider:

Venue Selection: Choose a certified green venue or a space accessible via public transportation.
Energy Use: Opt for venues that rely on renewable energy sources or offer energy-efficient lighting.
Carbon Offsets: Calculate your event’s carbon footprint and invest in offset programs to counterbalance emissions.
Think Local: Focus on sourcing everything you can locally, from staff, catering, materials, talent, and more.

2. Opt for Sustainable Materials

Reduce waste by rethinking event materials:

Use digital invitations and programs instead of paper.
Provide reusable or compostable utensils, plates, and cups.
For giveaways, choose eco-friendly products like seed packets, reusable tote bags, or digital gift cards.
Use solar-powered stages. Solar power reduces greenhouse gas emissions and our dependence on depleting resources.

3. Prioritize Sustainable Catering

Food and beverage choices can significantly impact sustainability:

Source ingredients locally to reduce transport emissions.
Minimize single-use plastics by serving water in dispensers instead of bottled water.
Donate leftover food to local organizations to prevent waste.

4. Go Digital with Virtual Events

Virtual events are inherently more sustainable, but they still require intentional planning:

Use platforms with energy-efficient hosting or data centers.
Encourage attendees to reduce personal energy use by unplugging unused devices.
Limit swag to digital options, like e-books or online subscriptions, reducing shipping and material waste.

5. Reduce Travel Emissions

Travel is often the biggest contributor to an event’s carbon footprint:

For in-person events, offer hybrid options to minimize the need for travel.
Encourage carpooling, biking, or public transportation for local attendees.
Provide a carbon-offset option for attendees when registering.

6. Measure Your Impact

To ensure your sustainability efforts succeed, track and evaluate your event’s environmental impact:

Audit waste levels by measuring trash, recycling, and composting after the event.
Collect feedback from attendees on sustainable practices and areas for improvement.
Share your findings in a post-event report to demonstrate transparency and commitment.

7. Engage Your Audience

Sustainability is a collective effort, and your attendees can help:

Communicate your goals and how they can contribute, like bringing reusable water bottles or using carpool apps.
Provide clear signage for waste stations to ensure proper sorting of trash, recycling, and compost.
Incorporate an educational element, like a sustainability panel or a showcase of local eco-friendly businesses.

Sustainable Event Examples

Oktoberfest - the world-famous beer gathering in Munich has been a leader in sustainable large-scale events since the 1990s. In 1997, Oktoberfest won an Environmental Oscar award for their waste-reduction efforts.

Global Citizen Festival - this festival uses alternative diesel, has composting and recycling bins, and has a single-use plastic ban.

Splendour in the Grass - this Australian festival has a "Green Offset" option for festival passes.

Øyafestivalen - this festival in Oslo, Norway has sustainable food experiences, green purchasing policies, and fossil-free transportation.

Paris 2024 Olympics - this event was planned to be the most sustainable Olympics ever, with innovative methods including medals made from Eiffel Tower iron and drone-like buoys to protect delicate ecosystems.

Glastonbury Festival - this festival has a Love Worthy Farm, Leave No Trace initiative.

Global Fashion Summit - this summit in Copenhagen, Denmark drives sustainability in the fashion industry through collaborative efforts.

PSX - these events are dedicated to product stewardship, which aims to minimize the health, safety, and environmental effects of consumer goods.

Small Steps, Big Impact

Sustainable event planning isn’t just about protecting the planet—it’s about inspiring others to adopt eco-conscious habits in their own lives. Whether it’s a virtual conference or an in-person gala, your dedication to sustainability can create ripple effects that extend far beyond the event itself. Your audience will notice.

Want to make your event sustainability efforts shine? Let us help you tell your story.

Melinda Jones

Melinda brings a passion for community storytelling and keen eye for detail based on her years of experience in brand strategy, fundraising events, and nonprofit marketing. She has successfully led initiatives that amplify organizational impact and drive engagement with a strategic and imaginative approach, ensuring that every campaign resonates deeply with its audience and its creators. She is an avid advocate for outdoor conservation and enjoys crafting narratives that inspire change.

Melinda loves handwritten cards. She'll always make sure your experience is genuine and out of this world.