How to Host a Sustainable Event

Whether you’re planning a business conference or a music festival, it’s no longer a second thought to be mindful of its impact on the environment, but a necessity as consumers demand more eco conscience events.  The Covid pandemic has amplified this.  To learn more about how to host a sustainable event, keep reading.

According to a recent report by the World Travel & Tourism Council, 58% of consumers state the pandemic has caused them to think more about the environment and 73% of consumers are taking note of brands that are making a difference.  Source   To further add to this, another report by Promoleaf in partnership with Censuswide, surveyed business conference attendees and discovered 85% of respondents prefer or strongly prefer attending a conference with sustainable practices.  Source

With consumers leading the need for change, we in the event industry need to measure the impact that our events have on the planet.  You can group the main contributors of greenhouse gas emissions that all events are responsible for into three categories: Transport, Fuel and Waste. 

Transport: How your guests get to your event is a major contributor to emissions.  

Fuel:  Energy consumption including the use of non-renewable options such as diesel fuel to run generators.

Waste: Single use items such as utensils and plastic water bottles, as well as organic waste from leftover food contribute to waste and cost for clean up.

If we take a closer look at festivals, the stats are quite alarming.  On average, these events produce 25,000 tons of waste, use five million litres of fuel and emit almost 20,000 tons of carbon dioxide (CO2) every single year.  Source  While it all may seem overwhelming, there are many ways you can plan an event that is not only better for the environment but also can lead to greater cost savings in the future.  

So, where do you start? 

As with anything, it starts with a plan.  Set out your sustainability goals and understand how your event will directly affect the environment.  Be sure to align your goals with any company environmental commitments (if established), and create measureable KPIs that can be tracked and analysed after the event for continuous improvement.  KPI suggestions include; waste tonnage, percentage of energy used from renewable resources and cost savings.

How does your venue stack up?

It’s important to understand and review your chosen venue’s sustainability goals and ensure they align well with yours.  Here are a few points to consider:

• Is your venue close to public transport or do your guests have to drive there?  Limiting the use of vehicles coming to your event and providing an easy and affordable alternative means will help reduce carbon emissions.  Is your event over several days?  If so, look for a venue that’s close to affordable accommodation to give your guests the option to walk or take public transport each day.
• Does the venue provide access to renewable energy options such as solar and wind power?  Are your suppliers able to connect to the grid or will they need generators to power their sites?  The use of diesel fuel is a significant contributor to emissions.  If this is unavoidable, can you opt for a biodiesel fuel option instead? 
• Do they provide recycling reciprocals and water refill stations? If so, ensure they are plentiful and easy to find. 
• If they provide catering, do they source their food from local suppliers and/or offer a vegetarian option?  Offering a locally sourced and vegetarian-focused menu improves the sustainability of your event.  Additionally, offering smaller portions will help reduce left over food and waste. 
• Finally, what’s their policy on single use items such as plates, cutlery and straws?  Many venues now ban these items.  What will be offered instead? 

Source the right products

You can make wise choices when it comes to products you purchase for your event.  Often, by selecting the best eco-friendly option you can reap cost savings in the end.  Here are a few products you can use that will help you reach your sustainability goals: