Sustainable events are moving from a topic of conversation to becoming a priority for event organisers as part of sound business practices. In addition to creating a more sustainable and equitable future, sustainable events enhance brand reputation, generate cost savings, ensure regulatory compliance, mitigate risks, attract talent, create value, and drive innovation.
If you are struggling on how to get started, here are five tips to make your event sustainable while promoting environmental stewardship, social responsibility, and diversity, equity, and inclusion (DE&I).
- Select a venue that already has sustainable practices as part of their business operations.
- Energy saving features like renewable energy and energy-efficient lighting.
- Recycling programme that includes composting.
- Water conservation features.
- Work with your caterer to eliminate food waste and reduce your carbon footprint.
- Opt for locally sourced, organic catering options to reduce carbon emissions associated with transportation and support local businesses.
- Eliminate single use plastic (bottled water and straws)
- Minimize the potential for food waste by not pre-setting water/tea, salads, desserts, or bread.
- Require concession stand food containers to be made with sustainable material that can be recycled or composted.
- Provide tips and best practices to exhibitors on how to eliminate waste and conserve energy.
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- Booths should be built using materials that are reusable, recyclable, or made of recycled materials.
- Choose items that can be reused more than once or twice and then repurposed or donated before it is recycled or landfilled.
- Avoid custom cut or custom colored carpet.
- Use recyclable materials for signage.
- Power down computers, monitors, and lighting after show hours.
- Use energy efficient equipment like LED lightbulbs and Energy Star rate electronics.
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- Provide conference participants with volunteer, donation, or charitable giving opportunities. Incorporating social responsibility initiatives into your event to give back to the local community helps mitigate the impact that large events leave on the host city. These opportunities can be integrated into the event design or offered as optional activities for staff and guests.
- Integrate DE&I into your conference program and other event design elements.
- Ensure that your event lineup, panels, and speakers represent a diverse range of backgrounds, perspectives, and experiences.
- Incorporate DE&I content in your programme.
- Provide accessibility options such as wheelchair ramps, sign language interpreters, and inclusive restroom facilities to accommodate attendees with disabilities.
- Implement a zero-tolerance policy for discrimination and harassment to create a safe and inclusive environment for all participants.
- Provide safe spaces for underrepresented segments of your audience to connect and build community.
What I’ve learned is that this is a journey and that you can approach incorporating sustainable practices into your events in phases. Use the EIC Sustainability Standards as your roadmap to help you get started. You may be surprised to find that you and your supplier partners are already doing more than you think!
Stephanie Jones is the Managing Director, Professional Development and Event Strategy with the Water Environment Federation and a member of EIC’s Sustainability and Social Impact Committee. Stephanie led the sustainability and social impact efforts for WEFTEC 2023, which received a Gold Level certification to the EIC Sustainable Event Standards and was a finalist for the 2023 IMEX-EIC Innovation in Sustainability Award.
