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9 Sustainable Solutions For Events: Think Big, Act Smart

In today’s world, sustainability isn’t just a buzzword—it’s a critical responsibility. For companies, sustainability should be embedded into every decision, shaping the future of business and events. But creating sustainable events requires more than surface-level changes. It starts with a deep understanding of your event portfolio and finding solutions that reduce environmental impact without sacrificing the attendee experience.

Balancing sustainability with event enjoyment can be a challenge, but it’s possible to make smart decisions that align with both your goals and the needs of your attendees. Here’s a roadmap of essential steps and considerations to guide you toward more sustainable events.

Essential Steps

Make A Commitment to Sustainability

The most basic step is the most important: Commit to sustainability becoming a part of your organization’s decision-making process.

Set A Baseline

Measure your current event portfolio’s carbon emissions to see where you stand. From there, you can set goals to improve.

Take It Easy

Begin with making manageable first steps that won’t disrupt attendees’ expectations. For example, remove single-use plastic, select a venue that limits waste, and use local vendors, but wait on taking meat off the menu.

Put It In Writing

Create a checklist or one-pager that describes sustainability goals and principles. This adds accountability and provides partners with an understanding of your values.

Strike A Balance

If hosting a 1,000-person event, consider converting smaller meetings into hybrid programs to offset the large footprint of the major event

Practical Approaches for Organizing Sustainable Events

Site Selection

Rather than host one large event, create three or four regional events that are within driving distance of most attendees. Unite the group with technology – an event platform or app – that creates a hybrid experience.
Select a venue in the central part of a city to add public transit as a viable option. Provide charter buses from the airport. Select a destination that most delegates can access via train.
Keep as much of the agenda in one building. Ensure the selected venues have sustainability programs in place.

Food & Beverage

Ban single-use straws and disposable silverware. Encourage attendees to bring reusable water bottles that can be filled at stations throughout your venue.
Serve meals a la carte instead of offering a buffet, which can create more waste. Select a venue that donates excess food. Trade beef options for chicken, fish, or pork.
Take meat off the menu entirely and offer creative vegetarian and vegan dishes. Source all ingredients from local farms and outlets.

Social Responsibility

Make sure speakers come from a variety of backgrounds.
Ensure venues meet regulations for attendees who use a mobility device. Have sign-language translators at education and general sessions for attendees with a hearing disability.
Build a Corporate Social Responsibility (CSR) project into the event’s agenda. Encourage sponsors to use their funds for CSR activities in place of swag, which often gets left behind.
Work with Convention and Visitor Bureaus and Destination Management Companies to partner with local organizations. Promote local causes on event communications, websites, and apps.

Waste Management

Reduce printed materials and use recycled products as much as possible.
Work with vendors to ensure all materials are compostable, recyclable, or reusable.
Make all name badges electronic; use digital signage. Go completely paperless.

Leading The Way Toward Sustainable Events

Sustainability is not only a way to protect the planet but also an opportunity to stand out as a company committed to positive change. As Mary Carmen Ramirez, Commercial Director, LATAM, BCD Meetings & Events, says: “A sustainable event allows a company to differentiate itself by demonstrating values appreciated by key audiences. It contributes to a positive brand image and shows genuine social and environmental responsibility.”

By taking thoughtful, strategic actions today, your events can make a lasting impact on the environment while offering memorable experiences for your attendees.

For in-depth insights check out our 2024 Sustainability Guide, which covers the latest trends and best practices for meetings and events – helping you drive sustainable actions.