Enjoy, learn, share, sell… “Thinking green”
Hosting a sustainable event is a great way to demonstrate your organization’s commitment to environmental and social responsibility. Of course, you have to adapt to the target, the time of year, the objective of the event, the environment and, almost most decisively, the budget.
For each of the above conditions, there is a wide range of options that will define and delimit the scope of action. We are going to leave here some simple and transversal tips for any type of event.
The following checklist can serve as a starting point for your brainstorming with the team.
- If possible, choose a place in nature: Especially for corporate events, take the opportunity to offer an environment outside the four walls that usually defines the workplace of most people. A garden, a terrace or an urban attic where you can see the horizon can be alternatives to full nature. If you can afford to go to the mountains or the sea, you could consider events in a village, on the beach or sailing, hiking… All of this can be combined with grove replanting, coastal cleanup, rural development, etc.
- Whether in an urban or rural environment, sea or mountain, make sure that if part of the event takes place in a building, the venue is committed to sustainable practices, such as renewable energy, waste management or energy efficiency.
- Digitize as much as you can: Avoid printed invitations and use electronic invitations or an event webpage to minimize paper use. Make sure that the invitations are checked with a digital QR or barcode terminal… When there are many guests, in addition to saving time in queues, you will avoid paper printing.
For the development of the event you can also opt for the use of advanced technologies, such as Apps for events in order to reduce printed material both to publicize the program, as well as in personal presentations, presentations or demonstrations… Offering a QR in front of a paper card reduces paper and printing consumption, and saves time when integrating it into the agenda database or CRM.
Of course, keep in mind that not all population groups have the same access to digital tools, so you should think about making the solution you use accessible, if possible for all audiences, and if not, at least for your main target.
- Sustainable transport: Encourages the use of public transport, the train versus the plane, carpooling or provide incentives for attendees to carpool and reduce carbon emissions. If it’s a remote place, or difficult to access by public transport, you can rent a bus or prepare a deployment of carpools to pick up and take your guests.
If there is a lot of dispersion, think about minibuses that allow freedom of schedules and mobility to attendees. It will always be better to have small group options and short routes, so that everyone has to take their own car without going completely. In addition to limiting CO2 emissions, you will be offering peace of mind to your guests. By the way, as far as possible, transport should be electric recharged with renewable energies.
If goods need to be transported to the event, choose sustainable transport options and reduce the carbon footprint as much as possible not only on people, but also on what is not so obvious to the naked eye.
- Sustainable food: Offer catering options with local and organic foods, and, of course, avoid plastics or any non-compostable disposable kitchenware. Promote a diet based on kilometre 0 vegetables to reduce the carbon footprint, to contribute to the development of the local economy and to share the culture and customs of the place.
- Water without plastic bottles. Especially if it’s summer, you should offer your guests water at all times. Have jugs, taps or fountains where they can not only drink directly, but also fill their own bottles or thermoses. Do not just throw away the water that is left over, both in glasses and jugs, use it to water the plants or mop the floor!
- Waste management: Implement a recycling and composting system during the event and ensure that waste is properly managed.
Have bins to facilitate waste separation (if biodegradable paper and utensils are used for catering, it can all go to the same organic deposit).
As far as possible, choose tableware and traditional cutlery, so we will eliminate a lot of waste. And if you use single-use, made of bamboo, pineapple peels, starches or any other fiber that is compostable, warn those who collect the service so that they can throw it in the corresponding deposit and we are not going to make the effort so that it ends up all mixed in unsorted garbage.
- Sustainable materials: Any event worth its salt must have a decoration that inspires and contextualizes. Sustainability is not the enemy of style or good taste! Use recyclable or reusable materials and decorations instead of single-use products. Try to make the decoration a statement of intent.
If you are in a rural environment, you can try to make the elements also a symbol of the economy and culture of the place. You can count on artisans or collaborations with local shops, artists or museums.
If you have to incorporate signage, banners, photocall into the design, furniture, etc. try to make sure that none of it is ephemeral. Create designs that allow you to recycle materials from one year to the next, avoiding texts or references to the specific event. You can print a generic stage background and have the title and year projected from a computer, so it will serve you for other occasions.
- Energy efficient: If it’s night or the event takes place indoors, you’ll need lighting. If there is hot catering or you need to preserve the food you will need to heat and cool… Use renewable energy sources if possible and encourage efficient energy use at the event. Did you know that there are solar panels with batteries that can be installed anywhere?
You can ask the owner of the place where the event is held with which supplier they have contracted electricity, for example, and privilege suppliers that have a guarantee of energy from renewable sources.
- Sustainable gifts: Instead of traditional promotional giveaways, consider gifting attendees with sustainable products or donating to charity. If you want it to be something tangible, count on local artisans and artists. You can also give typical products of the area (oil, wine, garden products, ceramics, plants, …)
Keep in mind that if your guests are returning by plane, you should not give them liquids or unless they are ready for them to be checked in.
- Everything is not going to be work. You can include conferences or workshops on sustainability as part of the event to raise awareness among participants. Visiting workshops and industries in the area, doing a showcooking or a guided tour of emblematic places, a master class on a native activity, are some ideas that can inspire you.
- Enroll in Certificate Programs: Some organizations offer certifications for sustainable events. Consider enrolling in one of these programs to show your commitment. Of course, take it in time because that does not come out from one day to the next. However, in exchange for your effort, you will be able to demonstrate your commitment to the guests of the event and to all the stakeholders of the organization, as well as to the people who may be in the area.
- Donations to Charities: Allocate a portion of event proceeds to charities that promote sustainability and social responsibility. If possible, local. Think about what needs may exist in the place where you hold the event, or what causes they are involved with, and be part of their engine for change or development.
- Measurement and dissemination of results: Keep track of your sustainable efforts and share the results with attendees and other stakeholders to increase awareness of business sustainability.
It doesn’t hurt to let your guests know through posters or in the event information itself that it is taking place with sustainability considerations. And you can briefly list and detail each of the points that have been taken into account.
In this way, you will not only be associating your brand with criteria of sustainability and environmental care, but you will also set an example and ideas to other companies and cause a viral effect.
- Community involvement: Involve the local community in the event and encourage collaboration with local sustainability groups.
Sustainability is an ongoing effort and every little action counts. Customize these ideas according to your company’s needs and goals and the type of event you’re organizing. And you will have part of the success assured.
