11 Steps to Planning Sustainable Events and Meetings

An average event generates approximately 389 pounds of CO2 equivalent emissions per day, contributing significantly to climate change and resource depletion.

Sustainable event planning minimizes ecological footprints, elevates brand reputation, engages socially conscious attendees, and aligns with global initiatives like the Sustainable Development Goals (SDGs).

In fact, 73% of millennials are willing to pay more for sustainable products and services, indicating a market shift toward sustainability.

The strategies for creating impactful, eco-friendly events are vast and varied, from reducing waste and supporting local economies to promoting wellness and community engagement.

While the common misconception is that sustainability comes at a greater cost, a study by the Events Industry Council (EIC) has shown that sustainable practices can lead to 20-30% cost savings in event expenses.

Our comprehensive guide with actionable strategies, real-world case studies, and expert insights empowers your journey toward planning sustainable meetings and events that make a difference.

This content is also available to download as a free PDF report.

Quick Checklist To Plan Sustainable Events and Meetings

1. Define clear sustainability goals aligned with the SDGs.
2. Select eco-friendly venues with green certifications.
3. Reduce travel impact by promoting public transportation and offering virtual options.
4. Minimize waste with digital solutions and clear waste stations.
5. Implement sustainable catering practices focused on local sourcing and plant-based options.
6. Utilize digital solutions for registration, schedules, and networking.
7. Work with sustainable vendors committed to eco-friendly practices.
8. Create sustainable décor using rented or natural elements.
9. Engage attendees through education and incentives for sustainable behavior.
10. Measure your impact post-event to evaluate success and areas for improvement.
11. Celebrate and share your successes to inspire others.

Align Your Event with Sustainable Development Goals (SDGs)

One of the most effective ways to structure your sustainability efforts is by aligning them with the Sustainable Development Goals (SDGs) established by the United Nations. 

The 17 SDGs provide a comprehensive framework that addresses global challenges such as poverty, inequality, climate change, and sustainable economic growth.

Key SDGs Relevant to Event Planning:

• Zero Hunger: Reduce food waste and donate surplus food.
• Good Health and Well-Being: Promote wellness in event design.
• Affordable and Clean Energy: Use venues that prioritize renewable energy.
• Responsible Consumption and Production: Implement sustainable sourcing and reduce waste.

By integrating these goals into your event planning, you create a strong foundation for your sustainability initiatives, ensuring they resonate with attendees and stakeholders alike.

How To Plan Sustainable Events and Meetings?

Explore how you can lead the charge in creating a greener, more responsible future for the events industry.

Step 1: Set Clear Sustainability Goals

Start with a vision. Defining clear sustainability goals sets the tone for your event. Consider the specific impacts you want to achieve, and establish measurable objectives that align with your overall vision.

Here are some examples of effective sustainability goals for your event:

• Reduce single-use plastics by 90% through the use of reusable items.
• Achieve carbon neutrality by offsetting emissions related to travel and energy.
• Donate 100% of excess food to local food banks or shelters.
• Support local economies by sourcing at least 75% of goods and services locally.

Document these goals and share them with your team and stakeholders. Transparency will ensure everyone involved understands their role in achieving these objectives.

The Thailand Convention and Exhibition Bureau (TCEB) has launched a decarbon MICE framework aimed at helping events achieve carbon neutrality.

Step 2: Choose an Eco-Friendly Venue

Selecting the right venue can significantly impact your event’s sustainability. Look for locations that prioritize green practices and sustainability certifications, such as LEED (Leadership in Energy and Environmental Design) or similar accolades.

Criteria for a Sustainable Venue:

• Energy Efficiency: Look for venues with energy-efficient lighting and HVAC systems.
• Onsite Recycling: Ensure the venue provides facilities for recycling and composting.
• Water Conservation: Seek venues with low-flow toilets and water-saving measures.
• Proximity: Choose a venue that minimizes travel distances for attendees.

The Vancouver Convention Centre is an excellent example of a sustainable venue, featuring a marine habitat restoration program and a living roof, emphasizing its commitment to sustainability.

Step 3: Minimize Travel Impact

Travel is one of the largest contributors to an event’s carbon footprint. To combat this, consider strategies that encourage attendees to travel sustainably.

The City of Gothenburg has topped the Global Destination Sustainability Index through effective transport initiatives.

How to Reduce Travel Emissions?

• Promote Public Transportation: Provide information about local public transport options and incentivize attendees to use them.
• Offer Virtual Participation: Hybrid events allow those who cannot attend in person to engage digitally, thus reducing travel-related emissions.
• Carbon Offsetting: Invest in carbon offset programs for your event to balance out emissions generated from travel.

Encouraging sustainable travel not only benefits the environment but also enhances your attendees’ experience by providing convenient options.

Step 4: Focus on Waste Reduction

Waste management is a critical aspect of sustainable event planning. Events can produce significant waste, but with careful planning, you can minimize this impact.

Effective Waste Reduction Practices:

• Go Digital: Use electronic invitations, tickets, and programs to reduce paper waste.
• Implement Waste Stations: Clearly labeled bins for recycling, composting, and landfill waste help attendees dispose of waste properly.
• Reduce Food Waste: Coordinate with caterers to plan portions based on attendance and establish a plan for food donation post-event.

MGM Resorts has successfully implemented a food donation program, using blast chillers to freeze and donate unserved food, ensuring that excess food does not go to waste.

Step 5: Choose Sustainable Catering Options

Catering is a vital component of any event, but it can also lead to significant waste, 15-20% of the food produced, if not managed correctly.

Sustainable Catering Tips:

• Source Locally: Work with caterers who prioritize local, seasonal ingredients to reduce transportation emissions and support local farmers. Casa Kolacho in Medellín supports community-based tourism, providing a model for sourcing locally.
• Offer Plant-Based Options: Incorporating more vegetarian and vegan dishes can significantly lower the event’s carbon footprint.
• Plan Portions Wisely: Work with caterers to estimate attendance accurately and avoid over-preparation.
• Utilize Compostable Serviceware: When reusable options aren’t feasible, choose biodegradable or compostable alternatives to minimize waste.

Sustainable catering options will not only elevate the dining experience but also minimize the environmental impact.

Step 6: Embrace Digital Solutions

The digital landscape offers a wealth of opportunities to streamline your event planning and reduce resource consumption.

Digital Solutions for Sustainable Events:

• Event Apps: Utilize an event app to provide real-time updates, schedules, and maps, reducing the need for printed materials.
• Online Registration: Facilitate online registration and check-in to reduce paper usage.
• Virtual Networking Platforms: Incorporate platforms that allow attendees to connect digitally, promoting networking without the need for travel.

Integrating digital solutions into your event planning enhances attendee engagement while minimizing resource use.

Step 7: Collaborate with Sustainable Vendors

Building relationships with sustainable vendors is key to your event’s overall sustainability. Research vendors that prioritize eco-friendly practices and align with your sustainability goals.

Questions to ask an event planner:

• What sustainability initiatives do you have in place?
• Do you offer eco-friendly products or services?
• Are your materials reusable or recyclable?

Engage with organizations that prioritize sustainable practices. Their expertise will help your sustainability efforts while creating lasting partnerships.

Step 8: Design Sustainable Décor and Branding

Creating an inviting atmosphere doesn’t have to mean excessive waste. Sustainable décor can be both beautiful and environmentally responsible.

Sustainable Décor Ideas:

• Rent or Reuse Decorations: Opt for rented items or repurpose decorations from previous events to minimize waste.
• Incorporate Natural Elements: Use potted plants or flowers that can be replanted or reused after the event.
• Avoid Single-Use Items: Skip balloons and confetti that often end up as litter; instead, use reusable banners or digital displays.

A well-designed, eco-friendly atmosphere enhances the attendee experience while reinforcing your commitment to sustainability.

The UN Climate Change Conference (COP26) set a powerful example of sustainability by reusing carpets and donating furniture, demonstrating a commitment to a greener future.

Step 9: Educate and Engage Attendees about Sustainable Efforts

Engaging attendees in your sustainability efforts is crucial for the success of your initiatives. By raising awareness, you can inspire participants to adopt sustainable practices in their own lives.

How to Raise Awareness?

• Communicate Your Goals: Clearly explain your sustainability objectives to attendees before and during the event.
• Provide Educational Materials: Offer guides on how attendees can contribute to waste reduction and sustainability during the event.
• Reward Sustainable Practices: Consider small incentives for attendees who participate in sustainable activities, such as using reusable bottles or carpooling.

Host workshops or panels on sustainability topics to inspire the attendees and encourage a community of practice.

For instance, the Hillside Music Festival innovated with solar-powered dishwashing stations and energy-generating stationary bikes, creating a festival experience that harmonizes fun and eco-friendliness.

Step 10: Measure Your Impact

After the event, take the time to evaluate the effectiveness of your sustainability initiatives. Understanding what worked and what didn’t is vital for continuous improvement.

Metrics to Track:

• Waste Generated: Calculate the total waste produced and how much was diverted from landfills through recycling and composting.
• Carbon Footprint: Assess the total carbon emissions associated with travel, energy use, and materials.
• Attendee Feedback: Gather input from attendees about their experience and perceptions of the sustainability efforts.

Conduct an effective waste audit. Using this data, you can refine your strategies and set stronger goals for future events.

Step 11: Celebrate and Share Your Success

Sharing your achievements is not only a great way to celebrate but also to inspire others in the industry.

How to Showcase Your Success:

• Post-Event Reports: Create a detailed report that highlights your sustainability efforts and the impact achieved.
• Social Media: Use social media platforms to share photos, success metrics, and attendee testimonials related to your sustainability initiatives.
• Case Studies: Develop case studies to illustrate how your event successfully implemented sustainable practices, providing a roadmap for others to follow.

Showcase your success and position your organization as a leader in sustainable event planning while encouraging others to adopt similar practices.

The Future of Sustainable Events and Meetings

As we look toward the future, the importance of sustainability in event planning will only continue to grow. Remember, the path to fully sustainable events and meetings is not a sprint; it’s a journey.

While the ambition to implement comprehensive sustainable practices is admirable, it’s essential to acknowledge the constraints we often face: budget limitations, resource availability, or logistical challenges.

However, every step we take, no matter how small, contributes to a more sustainable future. Instead of striving for perfection, let’s celebrate our progress today. 

Together, we can create meaningful experiences that honor our commitment to the planet and foster a legacy of environmental stewardship for future generations.

Start today, and be the change you wish to see in the event industry!