Questions concerning how to host sustainable events have been increasing so our sustainable events toolkit aims to breakdown how to make your events more sustainable at any point of your sustainability journey. Whether you have been running sustainable events for years to just wanting to know where to start, we are here to give everyone some advice and information along with reflections to takeaway.
Key starting notes before you continue
Conversation and legacy are what makes a great event. If you want your event to be remembered and referred to when asking for a great example, then you need to make a long lasting impact. Hosting a sustainable event is a way to do this as it creates more takeaways for attendees as they leave the event with not only the knowledge learnt and connections made but also feeling part of the bigger changes. So any sustainable practices you implement need to be shared and discussed to create an event to be remembered with sustainability in mind.
You can read more around generating impact and leaving a legacy here.
Another good rule of thumb is Reduce Reuse Recycle! The first step is to consider your previous events, which elements could you remove altogether; goody bags, note pads and pens? Then, think about ways to reduce the environmental impact of your event such as a meat-free menu using locally sourced products would certainly help. Then you can reflect on what you already have and could repurpose, so could you reuse signage, lanyards, and badge holders, for example.
Not everything you currently have will still be usable as things need to be replaced but if you are purchasing new it is good to consider some sustainable practises such as a few examples below:
- Can this product be reused multiple times?
- Does it reduce the number of disposable items shared?
- Lastly if it is disposable can it be recycled or upcycled to create a new life? As when sourcing materials, choose products that can be recycled, pop-ups and banners for example would certainly help.
Sustainable Event Toolkit Breakdown
Choosing a sustainable venue
As the official venues finders for event spaces in Cambridge, at Meet Cambridge we know how important it is as the event organiser to find a venue that meet the event criteria and objectives as it is more than just a venue, it helps build the atmosphere of the event. Sustainability should be included in this as the small changes made during the event planning can result in an event that is sustainable by design.
Things we discuss are considering a venues sustainability accreditation, location, catering, service & waste management as well as energy consumption. Read more..
Sustainable food choices
We can all agree catering is a critical part of the event, with many people remembering the food and drinks on offer, so it can impact delegates experience of the whole event. Therefore, we understand considering everyone’s preference can be tricky which is why we have created points for consideration while working along side your venues catering department as they can give the best advice for what would work for your specific event. Whether it is choosing to use local produce, having a variety of plant-based options, minimising food waste to even making the time to educate your delegates, these and many more tips are shared so you can know what to discuss with the catering team ahead of your next event. Read more…
Responsible delegates and exhibitors guide
The responsibility for a suitability does not solely belong with the event planners, there are ways you can ensure the exhibitors and delegates are included as well. By encouraging those joining your event to be proactive and make the changes they will feel part of this solution which helps develop the legacy of the event through group involvement. So, we have listed a few ways you can ensure delegates and exhibitors are involved through simple steps and changes! Read more…
Full Impact - ESG working together
As well as mitigating the negative environmental impact, we must also think about the positive impacts that events can have too. With planning you could build activities into your conference that can really make a difference. Offering a volunteering activity, for example, can help you get closer to your sustainability goals and if that activity directly benefits a community, you can create a real positive impact. Read more…
Overall, there are many different ways you can tailor your event to reduce its impact on the environment, support the local community, or made a statement of your organisations values and beliefs. as it is important to remember there is no right or wrong way, every event has a different objective, not every initiative can work at every event. Ultimately it is key to understand what you do at your event is a reflection of your organisations values and beliefs which is what might incentivise the sustainable practises you use at your event.
The ideas do not have to be original, we learn for each other so remember to,
- Open conversions in your workplace.
- Attend local events
- Share your experiences and practice – learn from others
- Ask Meet Cambridge!
Additionally, check out our Develop and Shaping Sustainable Events blog for more resources.