Online vs face to face
Before arranging the event, assess if it has to be in person. Try to hold the event online if possible, or perhaps parts of it (such as having external speakers attend online). Hybrid events will become the norm with platforms such as Microsoft Teams, Zoom, FB, Go To webinar etc all in a race to introduce VR and AR elements into their solutions to deliver a more personalised face to face environment.
Timing
Ensure the starting and finishing times coincide with reliable public transport times.
Location and transport
Transport is the single largest contributor to carbon emissions generated from events. Use venues that mean public transport is easy for the majority of attendees. Are there facilities available for parking bicycles? Thereafter, encourage car sharing. Get a sponsor to offer public transport travel incentives e.g. money towards the ticket.
Energy efficiency
Use a space the right size for your event – not too big. Use natural light as far as is comfortable for speakers and delegates. Interrogate the venue on their green/carbon policies (eg separated waste and recycling, energy efficiency, procurement). Use open/shut windows and doors before considering air conditioning/heating. You could use a venue with BREEAM status – this means it is built in a sustainable way.
Event app - no printing
Reduce your printing costs and environmental impact by housing all event collateral on one app – which can also handle registration electronically. The app could be adapted for all events. It could contain:
Programmes or agendas
Delegate lists
Handle your registration via QR code
Speaker biographies and presentation slides
Feedback forms
Competitions
Maps
Peer to peer contact
No new name badges
Encourage your attendees to wear name badges they already own. Other than this – you could use compostable stickers. Failing that – asking someone their name is a great conversation starter.
‘Bring your own’ practical items
All kinds of branded practical items are issued to event delegates – tote bags, pads & pens, water bottles. All of which have to be manufactured and shipped. But is this really necessary? Save money and gain green credentials by encouraging delegates to bring the things they may need. Everyone has a spare tote bag, pen, paper, water bottle.
Generic responsibly-sourced signage
If the lack of branded items raises concerns over lack of cause promotion, use banners and signage made from sustainable materials with a generic design that can be used event after event.
Sustainable catering
Try to ensure that those attending reconfirm their attendance – to reduce waste
Ban single use plastics
Speak to the venue about using organic, seasonal and locally sourced ingredients to bring down the ‘food miles’ as well as switching to vegetarian only catering
Using crockery and cutlery is best – but where this isn’t practical use compostable items. If not compostable – then recyclable
Use only refillable receptacles for hot and cold drinks (encourage delegates to bring their own).
Ensure waste separation – make recycling easy for delegate in clearly marked and separate containers
Can suitable leftovers be donated to a charity?
Promote your sustainable measures
Make sure delegates know the steps you and the venue have taken – promote your sustainable measures – which can only gain you positive responses in the context of carbon reduction.