Few people stop to think about the environmental impact events generate.
But have you noticed that the consumption of countless plastic cups, flyers, water, and electricity can become a long-term problem?
Depending on how you plan your event, you could be wasting more than you’re saving.
That’s why sustainable events, or sustainability actions, can be the solution for your organization! And for our future.
So, how about learning to apply the concept of sustainability when planning an event? Today I’ll teach you:
- What is a sustainable event?
- Learn more about ISO 20121
- 10 sustainable actions for events
What is a sustainable event?
Basically, a sustainable event is one that seeks to balance the economy, the environment, and society. These are the 3 pillars that define sustainability planning.
So your event should use material resources consciously. It can also support recycling campaigns and professionals in the field.
Obviously, this involves a change in behavior from both the organizer and attendees. But it’s worth it!
That’s because you’ll be able to balance your event’s needs without compromising the needs of future generations.
It can also help you save a lot by encouraging responsible consumption.
What is ISO 20121? And how does it make your event sustainable?
Sustainability in events is so important that there’s even a technical standard for implementing it!
ISO 20121 is the standard that provides guidelines to help event organizers improve the sustainability of their activities.
It provides a framework for identifying, reducing, and eliminating the negative impacts of events on the environmental, social, and economic spheres.
As a result, your event will have a sustainable commitment, more efficient use of the supplies it needs, and reduced waste.
But don’t worry! While it’s a great standard, ISO 20121 isn’t mandatory.
Even so, it’s good practice for large-scale events, such as concerts and trade shows, to follow it, especially public and government events.
Since it’s a technical standard, it’s available through official standards bodies.
But I’ve also put together some tips based on ISO 20121 to help you make your event more sustainable and cut costs. Take a look:
How to create sustainable events? 10 sustainable actions to put into practice
1. Choose the right venue
Choosing a good venue is fundamental for holding sustainable events, since it can determine many important aspects of your event.
For example, to prioritize sustainable actions, your event’s venue should be close to bus stops and have bike racks!
This will encourage your audience to choose public or alternative transportation.
Also check whether the venue is designed to maximize the use of natural light (in rooms, cafes, dining areas, and exhibition halls).
In addition, choose a venue that reuses materials, has collection programs, or donates to charities.
Finally, it’s a plus if the venue has water-saving devices in kitchens and restrooms.
2. Apply selective waste collection
Still on the topic of waste, you should provide a good number of bins for different types of waste in appropriate spots, especially in kitchens and dining areas, with clear labeling and instructions.
3. Avoid disposable cups
After setting up proper recycling systems at your event venue, it’s time to eliminate as much plastic as possible.
This is a super simple and popular tip, so everyone is already familiar with cutting out disposable cups.
But other similar materials can be avoided too, like styrofoam.
If they’re really necessary, ideally they should contain as much recyclable or plant-based material as possible, such as with paper Eco Cups.
4. Look for engaged supporters
Your social and sustainable commitment can be attractive to other brands engaged in the cause.
After all, the positive outcome of a sustainable event is a great success story for sponsors to promote.
So look for companies that will embrace your idea. Ideally, seek out brands with environmental policies and action plans.
5. Avoid waste during the coffee break
Speaking of partners, many organizers look for catering companies for the event’s coffee break.
In that case, when partnering with caterers, share the exact number of attendees.
If possible, avoid disposable materials, single-serving packets, paper napkins, and aluminum foil.
Also, some caterers offer less environmentally harsh options, such as dishes with less meat and locally sourced natural ingredients.
These options, like vegetarian ones, reduce carbon emissions. And meat-free products need less water to produce.
6. Use clean energy
Did you know that lighting for booths and stage sets can consume up to 75% of all the electricity used at an event?
That’s why it’s best to choose equipment that uses energy more efficiently.
One option is professional fixtures that use LEDs as the lighting element.
Only use generators when truly necessary! They run on fossil fuels and therefore emit CO2, one of the main greenhouse gases.
7. Give eco-friendly gifts
I know giveaways are one of the most anticipated parts of an event!
But have you thought about giving items with positive value?
Instead of giving out folders or backpacks at the entrance, opt for eco-friendly bags (known as tote bags).
They can be reused for grocery shopping and will definitely stay with your attendees for a long time!
You can also use this moment to welcome attendees while explaining the event’s sustainability goals and asking for their help achieving them.
Find interesting ways to talk about sustainability, such as through talks, educational games, cultural presentations, campaigns, and awards.
In the end, you’ll discover that encouraging new behaviors can be a lot of fun.
8. Educate attendees
Speaking of encouraging new behaviors, an essential part of your event is educating attendees.
Besides the tips we’ve already shared, you can encourage them to bring their own water bottles, or to use the bike racks.
For example, you could offer discounts for those who arrive by bike. Just create a specific ticket type for cyclists.
You can also give out reusable water bottles as event giveaways.
Or provide materials with instructions for an “environmentally friendly mindset” and share them by email, on the website, or through the event app.
These alternatives will reinforce your event’s commitment to sustainability and add value to it for attendees and sponsors.
9. Avoid paper
When preparing your event, you should choose electronic communication methods!
The idea is to use technology to your advantage instead of hundreds of printed materials.
So you can:
- Use an online registration system instead of printing tickets
- Notify attendees by email
- For academic events, publish the proceedings online instead of printing papers
- Use an event app to share news and announcements during the event
All of this can be done through event platforms like Even3.
That way, you can centralize your information in one secure place that your attendees can always access, unlike paper, which is fragile and can get lost or crumpled.
Your printing costs will definitely go down, and access to your event will be easier!
10. Use a check-in system
Speaking of replacing paper, a great idea is to use a check-in system!
That’s because it will completely eliminate those paper attendee lists.
Also, with a check-in system like Even3’s, you’ll have access to a check-in app.
Just use the app to scan the QR code from the attendee’s registration confirmation email, and there’s no need to print anything. Pretty cool, right?
Even3’s technology also lets you securely store check-in information in one place, even offline.
This will minimize the use of paper at your event and protect you from unexpected issues.
