Sustainable event planning guidelines.
How can events be more eco-friendly?
You may have a passion for being environmentally conscious or perhaps your attendees are urging you to enhance your eco-friendly reputation. Either way, knowing how to plan a sustainable event is a crucial skill for any event organiser. With the multitude of things to consider when you're organising an event, it might seem that planning a sustainable event adds another layer of complexity. However, with a bit of thought and consideration, you can easily grasp – and reduce – the impact of your event on the environment. Here are nine straightforward steps to creating environmentally sustainable events.
Understanding sustainable event management.
The significance of sustainability in events has become a pressing issue in recent years, and this trend is only expected to grow. To put it simply, sustainable event management involves making conscious choices that minimise the environmental impact of your event.
RACHELLA SAYS
As an event planner, it's your responsibility to do what you can to decrease the carbon footprint of your event as much as possible. The journey toward making your event sustainable begins during the planning phase and influences all your decisions, including the contractors, sponsors, and suppliers you collaborate with.
Guidelines for eco-friendly event practices.
Taking steps towards running a sustainable event does not necessarily mean that it will cost more, nor does it mean you will have to work any harder. It’s all about knowing how to make the right choices. If you are an event organiser holding an event, these sustainable event guidelines can assist you in taking steps to make your event a more sustainable one.
In some circumstances (such as running an outdoor event held in a public place), these sustainable event guidelines must be implemented in order for you to obtain an event permit! Familiarise yourself with these guidelines to ensure you’re planning your event correctly right from the outset.
Stay away from single-use plastic bags, plates, plastic straws, cutlery and cups.
Don’t use or distribute balloons.
Create a sustainable waste management plan (general, recycling and organics).
Stay away from individual sachets of sauce and condiments.
Proactively plan to reduce, reuse and recycle.
Sustainable events are easy to plan when you know the key components.
What are some specific actions you can take?
Moving beyond a simple list of guidelines, it's important to know the actionable steps you can take for environmental impact reduction. Having a clear understanding of what needs to be done is essential to successfully integrate event sustainability guidelines into your event planning process.
Thorough assessment and planning.
Begin by conducting a comprehensive assessment of your event's components, from logistics to resources. Plan for sustainable practices right from the outset – consider eco-friendly transportation options, energy-efficient equipment, and waste reduction strategies.
Collaborate with eco-conscious partners.
Form partnerships with suppliers and contractors who share your commitment to sustainability. Collaborate with those who can provide eco-friendly materials, minimise packaging waste, and employ sustainable practices in their operations.
RACHELLA SAYS
Embrace sustainability in event planning by assessing, collaborating, engaging, and improving. Each step is a stitch in the fabric of bet-practice and responsible choices that have a positive impact on both experiences and the environment.
Green venue selection.
Choose event venues with a strong track record in sustainability. Venues that practice efficient waste management, utilize renewable energy sources, and offer recycling facilities can significantly contribute to your event's eco-friendliness.
Minimise energy consumption.
Go for energy-efficient lighting, appliances, and equipment. Use natural lighting and ventilation, when possible, to reduce the need for artificial energy sources.
Manage waste effectively.
Set up clear waste sorting and disposal stations throughout the event area. Ask your contractor for options that divert waste from landfill, and preferably avoid creating waste. Work together to complete a comprehensive Waste Management Plan. Encourage attendees to recycle and compost, where possible, reducing the amount of waste sent to landfills.
As a minimum, recycling and general waste bins must be on site. Bins must be labelled according to type and, positioned in pairs or groups. Ensure you have sufficient bin numbers and types depending on the size of your event. For large-scale events, consider providing a recycling/cardboard skip to assist with bulk packaging at set-up time. Engage volunteers or a waste management company to monitor bins on the day to assist patrons in correctly separating their waste.
Be clear about how your waste is being handled and how it will be processed when creating your waste plan. Consider setting targets for reduction of all waste, not just reducing waste to landfill.
Promote sustainable catering.
Work closely with catering partners to prioritise locally-sourced, organic, and sustainable food options. Choose food vendors who are committed to reducing wastage and have minimal impact on the environment. Provide a copy of our sustainable event guidelines and be clear about your expectations. Minimise or eliminate single-use plastics and prioritise reusable or compostable dining ware. There are different laws on single-plastic use across states and countries. Be clear about the local laws in your area.
Eco-conscious communication.
Embrace digital communication to reduce paper usage. If print materials are necessary, opt for recycled paper and eco-friendly printing methods. Set up a website and social media to share information about your event, rather than printing material.
Be proud of your sustainable efforts! Remember to promote the fact that you're holding a sustainable event throughout all of your event communications, advertising and promotion, and remind event attendees what they can do to support it e.g., BYO reusable cup.
Engage and educate attendees.
Create interactive displays or sessions that educate attendees about the event's sustainable initiatives. Encourage them to participate actively in waste reduction and energy conservation efforts.
Track and measure impact.
Implement methods to monitor the event's environmental impact, such as energy consumption, waste diversion rates, and carbon emissions. This data can guide your future planning of your sustainability event. Sustainable events are attractive to sponsors, grants and other sources of funding. A sustainable event can be leveraged to gain more financial support.
Continuous Improvement.
After the event, analyse the data collected and gather feedback from attendees, partners, and staff. Use this insight to refine your sustainable event practices for planning future events. By translating these guidelines into concrete actions, you can ensure a meaningful and effective integration of sustainable practices into every facet of your event planning process.
Wrap up.
Creating an environmentally sustainable event isn't just about following a checklist; it's a commitment to responsible action. By embracing assessment, collaboration, engagement, and ongoing improvement, we create an event plan of clever environmental choices. By embracing these steps, we not only plan outstanding events but also lay the foundation for a brighter and more sustainable future.
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