The Rising Demand for Sustainable Meetings & Events: A Guide for Meeting Planners

The event industry is booming, but so is our collective awareness of the environmental impact it can have. Between travel emissions, mountains of waste, and energy-guzzling venues, traditional meetings and events can leave a hefty footprint. But a shift is happening! Delegates are increasingly eco-conscious, demanding sustainability in meetings and events.

This guide is your roadmap to navigating the exciting world of sustainable event planning. Whether you're a seasoned planner or just starting, we'll equip you with the knowledge and resources to host impactful green events.

We’ll discuss:
• How to create a sustainable event
• Sustainable event ideas
• Sustainable event practices

So, read on!

Importance of Sustainability in Events

Event sustainability offers a wealth of advantages beyond just environmental impact. Some of these benefits are:

1. Reduced carbon footprint: Sustainable practices, such as minimising travel, using renewable energy, and opting for eco-friendly materials, significantly reduce greenhouse gas emissions and fight climate change.
2. Waste reduction: Conscious efforts like offering reusable items, composting food scraps, and prioritising recycling diverts waste from landfills, conserving resources and reducing pollution.
3. Resource conservation: By choosing local vendors, using water-efficient practices, and opting for energy-saving equipment, events can minimise their strain on precious resources.
4. Cost savings: Sustainable strategies often translate to cost savings. Reducing waste, sourcing local produce, conserving energy, and using reusable materials and technology can lead to significant financial benefits.
5. Increased revenue: Studies show that nearly 50% of delegates are willing to pay extra to attend greener events, recognising the benefits of sustainability.
6. Enhanced brand image: Implementing sustainable practices demonstrates an organisation's commitment to social responsibility, boosting its reputation and attracting eco-conscious partners and clients.

How to Make an Event More Sustainable: 6 Tips

Follow these 6 sustainable meeting practices to make your next event more planet-friendly:

Embrace Plastic-Free Initiatives
Transitioning to reusable or compostable cups, plates, and cutlery is a simple yet impactful way to reduce your event's plastic footprint. For drinks and dining, consider using glassware, bamboo, or other sustainable materials that offer both functionality and an eco-friendly statement. Set up clearly labelled recycling bins for paper, plastic, glass, and aluminium throughout your event space to divert waste.

Promote Sustainable Travel Options
Transportation can significantly contribute to an event's carbon emissions, especially when delegates travel long distances by car or plane. To mitigate this, encourage car-sharing, public transportation, or even cycling where feasible. If some guests must travel from afar, offering a hybrid event option allows participation without the environmental toll of long-distance travel.

Select an Eco-Friendly Venue
Choose venues that are not only visually appealing but also committed to green practices, including venues with effective recycling programmes, water conservation measures, energy- efficient lighting and heating, and the capacity to accommodate your sustainability ambitions.

Engage with venue managers to understand how they can support your green event from start to finish. Use venues powered by renewable energy sources like solar or wind. Look for LEED or EnergyStar certified spaces with energy-efficient appliances. Many hotels also share their green practices online, covering everything from carbon offsets to energy savings and linen recycling.

If you plan to host your event at a hotel, check out sites Cvent Supplier Network or venuedirectory.com to search for eco-friendly options.

Implement a Paperless Policy
Digital technology offers a powerful tool for reducing environmental impact and creating sustainable meetings and events. Transitioning to digital tickets, programmes, and promotional materials eliminates the need for paper, significantly reducing waste.

Utilise event apps, websites, and social media to engage with delegates, distribute information,
and create interactive experiences without the environmental cost of traditional paper materials.

Prioritise Sustainable Catering Practices
Source ingredients locally to reduce transportation emissions, opt for organic and fair-trade products to support sustainable agriculture and consider offering vegetarian or vegan options to lower the carbon footprint of meat and dairy production. Additionally, plan carefully to minimise food waste, ensuring that your event is delicious and eco-conscious.

Comprehensive Mobile Solutions
Going green isn't just about sustainable practices; it's also about leveraging tech to enhance and modernise your event. Cvent, for instance, offers a mobile event app that supports virtual attendance, pushing all marketing materials into digital form and moving promotions to email and social media. It can reduce waste by offering digital solutions like e-tickets, online registrations, digital badges, QR codes, and online programme guides.

How to Choose a Sustainable Venue

Choosing a venue that follows and promotes green practices can help you in sustainable event
management. Here is how to choose such a venue:

1. Look for Certifications: Many sustainable venues have certifications from organisations such as ECOsmart, Green Tourism, Green Key, IACC Green Star, Green Flag Award or BREEAM. These certifications can help verify that the venue is committed to sustainable practices
2. Ask Questions: Ask the venue manager about their sustainability practices. What kind of energy sources do they use? How do they manage waste? What transportation options do they offer? When negotiating your contract, include clauses that specify your sustainability requirements. For example, you can request that the venue use recycled materials, compost food scraps, and avoid single-use plastics.
3. Consider the Location: Your venue's location can also impact its sustainability. Ideally, you want to choose a venue close to your target audience and easily accessible by public transportation.

Green Event Management: One Gathering at a Time

The event industry is at a crossroads.

We can continue down the traditional path, leaving a hefty footprint on the planet, or we can embrace the exciting journey of sustainable event planning. This isn't just about ticking boxes and following trends; it's about reimagining what events can be. It's about creating experiences that are not only meaningful and impactful but also leave a positive legacy for our planet and future generations.

Remember, every event, big or small, can make a difference. Are you ready to create an event that leaves a lasting impression, not just on your delegates but on the world?