How to plan environmentally sustainable events

 As in-person events have experienced a resurgence in the past few years, there’s been an increased focus on their environmental impact. While research on event waste is scarce, many reach the same conclusion: Attendees at in-person events often generate a lot of waste. Just over four pounds (1.89kg), according to some studies. Planning environmentally sustainable events is becoming a priority for organizations that want to reduce environmental impact and meet attendee expectations.

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Demand for environmentally responsible events continues to grow across industries. Sixty-six percent of companies are trying to use more sustainable energy. And 87% of consumers will support companies that have a mission and stand by it. As a result, many organizers are focusing on environmentally sustainable events that reduce waste, lower emissions and demonstrate measurable environmental responsibility.

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But there’s more to delivering sustainable events than meets the eye. Events are complex, with numerous processes and variables that make each one unique. And these aren’t the only challenges making sustainable events hard to deliver. 

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Before diving into challenges and solutions, let’s take a closer look at the benefits of delivering sustainable events. 

Benefits of environmentally sustainable events

The primary goal of environmentally sustainable events is to reduce environmental impact while delivering meaningful experiences for attendees. While these benefits are true for sustainable events, there are perks beyond environmental ones, too. There are financial and brand motivations, to boot. 

• 77% of consumers are more likely to support environmentally conscious companies. 

• Consumers are also more likely to trust and recommend brands with environmental missions. 
• Organizations with environmental, social and governance (ESG) related products can see up to 34% repeat sales over organizations without ESG attached. 
• From 2017-22, 89% of consumers shifted toward more sustainable shopping and lifestyles. 

Focusing on environmentally responsible event practices now helps reduce environmental impact, but it also sets you up to be part of a growing, popular movement that resonates with customers far and wide. 

Challenges of planning environmentally sustainable events

Events vary widely in size, location and audience, making sustainability planning more complex. Unlike the task of making an assembly line more sustainable, where the variables are fewer and more predictable, delivering a sustainable event is a nuanced process with various challenges. 

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Beyond the variability of events, there are multiple larger challenges facing the industry: 

• Car travel: Vehicles in the U.S. alone account for roughly 80% of CO2 emissions in the transportation sector. The more people who must travel for an event, the more emissions. 
• Waste: Studies going back to the mid-2000s claim event attendees create roughly four pounds of waste each day. Event attendees need to eat, making food waste hard to avoid. 

• Energy: Commercial energy use, including that used for events, has remained largely stagnant for decades compared to other sectors. Whether an event is indoor or out, energy is required, making it hard to get around. 
• Reporting: There’s no agreed upon measurement for what defines a sustainable event. This makes it difficult for companies to set goals, track progress and report results. 

You can’t avoid travel entirely, nor can you eliminate energy requirements and waste. But there are ways to mitigate the impact events have on the environment. Many organizers rely on event management software to track sustainability metrics, coordinate vendors and manage operational data needed for sustainability reporting.

Strategies for environmentally sustainable events

Whether you’re a venue hosting events or an event planner scouting out future locations, there are a few ways you can help make sustainable events a reality. 

Use local catering

When possible, have your events catered by providers closest to the venue or event location. This reduces the number of trips required to transport food, thus lowering this portion of the carbon footprint your event leaves. 

Require food registration

If feasible for the type and size of event, have your guests register for food ahead of time. This reduces the chances you over-order and have leftover food. If you’re going with a buffet, partner with your caterer to ensure the amount of food aligns with the estimated headcount. 

Recycle food

It’s unlikely all the food at your event is eaten, regardless of your food planning efforts. Before your event, see if there are any groups in the area that can help you safely donate leftovers to shelters, community groups, soup kitchens and so on. 

Choose accessible and sustainable venues

If you’re not hosting the event at your own venue, choose one located near transportation hubs and accommodations to reduce attendee travel emissions. This includes any venue near major transportation hubs, restaurants and entertainment and lodging. Think about whether attendees have any necessary reason to travel far from the venue, or if everything they need is nearby. 

Find energy-efficient venues

If you’re selecting a venue for your event and not using your own facilities, look for one that’s as energy efficient as possible. Do they use LED bulbs? Are they getting any power from solar or another renewable source? Do they recycle? 

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If you run your own venue, take steps to become as energy efficient as possible. This not only helps the environment but also makes your venue more attractive to those looking to deliver sustainable events. Modern venue management software can also help facilities monitor energy usage, waste reduction programs and operational sustainability initiatives. 

Provide eco-friendly handouts

While event giveaways can be appealing, many traditional swag items contribute unnecessary waste. Before ordering your next batch of branded merch, look for more sustainable options. 

• Instead of plastic pens with your branding, choose those made of recycled cardboard. 
• Find shirt vendors that use recycled material and safe labor practices. 

• Swap branded plastic bottles for those made of bamboo, or at the least, recycled plastic. 
• Give out reusable bags made of recycled materials, perfect for those looking to pick up other booth swag or do some shopping after the event. 
• Swap your business cards out for those made of biodegradable materials, or even eco-friendly plantable business cards using seed paper. 

Many sustainable options are slightly more expensive than their non-green counterparts. While the cost may be higher, consider the environmental good you’re doing and the benefits to your organization’s reputation. 

Partner with a carbon offset organization

Even when implementing environmentally sustainable event practices, partnering with a carbon offset company is a great way to help further the good you’re doing for the environment. 

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Keep in mind that some carbon offset organizations aren’t as reliable as others. If you go this route, make sure you properly vet the company to ensure your efforts and funds are going toward the mission the company is promising. 

Remember: We can’t offset our emissions at a planetary level. Carbon offset organizations aren’t a “get out of jail free” card. You should still make additional efforts to deliver sustainable events. 

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Whatever sustainable efforts you decide to go with, it’s important to communicate your sustainability efforts through event marketing and attendee communications and on the branding of the event itself. If your event is helping provide food to the area or partaking in a recycling program, etc., make it known via a post that details your push to be more environmentally conscious. 

Track and report environmentally sustainable events with Momentus

Momentus sustainability tracking software simplifies the process of planning and tracking environmentally sustainable events, giving you a suite of tools and dashboards that allow you to set goals, track progress, work cross-departmentally and enable full visibility into your sustainability efforts. 

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See how Momentus Sustainability can help you measure and improve the environmental impact of your events and schedule a free demo today.