Sustainable Corporate Events: The Ultimate Guide for Eco-Friendly Planning

In today's world, environmental consciousness is on the rise, and businesses are expected to contribute to a greener future. The benefits of hosting a sustainable corporate event extend beyond reducing the environmental impact. They include enhancing your company's reputation and engaging employees in a meaningful way. This guide will provide you with essential insights and strategies to plan and execute a successful sustainable corporate event.

Melanie Mercier, an experiential marketing events expert in San Francisco, California notes that sustainability is a hot topic in the Events Industry. “Meaningful sustainability conversations concerning events are happening more frequently across various organizations and agencies, and some of the most well-intentioned initiatives and micro-actions are being taken (e.g., eliminating single-use plastics, reducing waste, and calculating carbon footprints). But where are we in our event sustainability journey?”

She continues, “Understanding climate impact and becoming climate literate is the first step to sustainable action within events. Let’s start with some facts. According to research by Shift Carbon, the Events Industry is currently responsible for a staggering 10% of global greenhouse gas (GHG) emissions. Venue energy use represents 4% of the total footprint. Waste accounts for 10-30% of event carbon impact. Food waste accounts for nearly 30% of all greenhouse gas emissions. Travel contributes 70-90% of an event's total carbon emissions.”

“Knowing the current industry carbon impact and our global commitment to urgently deliver on the highest goals of the Paris Agreement to reach net-zero carbon by 2050, we have work to do. We have an opportunity to do better and be better. And there is hope. It’s time to make sustainability our core hero of every event strategy to create an engaging, memorable, and meaningful event experience that will reverse the negative impacts of the past and make a positive impact on the future. Let’s make sustainability the first thought, rather than an afterthought.” - Melanie Mercier, San Francisco, CA.

Understand the Benefits of Sustainable Event Planning

Before delving into the planning process, it's essential to understand the numerous benefits of hosting a sustainable corporate event. These benefits can be categorized into three main areas: environmental, social, and economic.

Environmental benefits

Sustainable event planning helps minimize the negative impact on the environment. By reducing waste, conserving resources, and adopting eco-friendly practices, you can contribute to the preservation of our planet's natural resources. Whether it's reducing energy consumption, promoting recycling and composting, or choosing sustainable transportation options, every small step counts towards a greener future.

Social benefits

Hosting a sustainable event also has positive social impacts. By taking a stand for sustainability, you showcase your company's commitment to social responsibility and inspire others to follow suit. Additionally, sustainable events often incorporate community engagement and educational initiatives, creating a platform for raising awareness about environmental issues and encouraging attendees to adopt sustainable practices in their own lives.

Economic Benefits

Contrary to popular belief, planning a sustainable event doesn't have to be cost-prohibitive. In fact, it can lead to long-term cost savings. By implementing energy-efficient practices, reducing waste, and choosing sustainable suppliers, you can cut down on expenses and streamline operations. Furthermore, hosting a sustainable event can enhance your company's brand image, attracting eco-conscious clients and customers who align with your values.

“When efficiencies are implemented, venues and clients save money; we need to tout the cost savings of eliminating printed materials, using less electricity, foregoing disposable booth decor, signage.“ -The Society of Sustainbale Events Newsletter

Set Sustainability Goals

Once you understand the benefits of sustainable event planning, it's time to set clear objectives for your event. Defining sustainability goals will guide your decision-making process and ensure that every aspect of the event aligns with your eco-friendly vision.

Green My Experience founder and sustainability expert, Cristina Calvo, shares her insights for setting sustainability goals for your event.

“Start small and understand your emissions. Shifting every aspect of your event to be more sustainable is a lot to tackle at once. We recommend you start by picking just a handful of strategies that will have the biggest impact on the event's emissions. It’s important to truly quantify the event’s footprint so you can measure the real impact of your changes.”

Defining clear sustainability objectives for the event

Start by identifying the key areas where you want to make a sustainable impact. This could include reducing the event's carbon footprint, minimizing waste generation, promoting ethical practices, or supporting local communities. By setting specific and measurable goals, you can track your progress and showcase your achievements to stakeholders.

Reducing carbon footprint, minimizing waste, promoting ethical practices

Reducing the carbon footprint of your event involves minimizing greenhouse gas emissions associated with transportation, energy usage, and waste management. This can be achieved by selecting a green venue, promoting sustainable transportation options, and implementing energy-efficient practices. Minimizing waste generation can be accomplished through proper planning, providing recycling and composting options, and collaborating with vendors who prioritize sustainability. Promoting ethical practices involves considering the social and environmental impacts of your event and making responsible choices that benefit communities and the planet.

Choose a Green Venue

The choice of venue plays a crucial role in planning a sustainable event. Look for venues that have sustainable practices in place and hold certifications such as LEED (Leadership in Energy and Environmental Design). Consider factors such as energy efficiency, waste management systems, and transportation options when selecting a venue.

Selecting venues with sustainable practices and certifications

When researching potential venues, inquire about their sustainability initiatives. Ask if they have implemented energy-saving measures, such as LED lighting and efficient HVAC systems. Inquire about their waste management practices, such as recycling and composting programs. Additionally, consider the venue's proximity to public transportation options to encourage attendees to use eco-friendly transportation methods.

A few to consider in the San Francisco Bay Area are:

Considering factors such as energy efficiency, waste management, and transportation options

Energy efficiency should be a top priority when choosing a venue. Look for spaces with natural lighting or energy-efficient lighting systems. Ensure that the venue has a recycling program in place and provides composting options for food waste. Additionally, consider the availability of bike racks or electric vehicle charging stations to encourage sustainable transportation.

Implement Waste Reduction Strategies

Waste reduction should be a primary focus when planning a sustainable event. By encouraging waste reduction through proper planning and communication, you can significantly minimize the event's environmental impact.

Encouraging waste reduction through proper planning and communication

Start by evaluating the materials you need for the event and aim to minimize their quantity. Avoid excessive packaging and choose reusable or recyclable materials whenever possible. Communicate your waste reduction goals to vendors and suppliers, encouraging them to adopt sustainable practices as well.

Providing recycling stations and composting options

To make waste management easier for attendees, provide clearly labeled recycling stations throughout the event venue. Ensure that the recycling bins are easily accessible and distinguishable from trash bins. Additionally, consider partnering with a local composting facility to handle food waste generated during the event.

Opt for Sustainable Event Materials

Event materials such as invitations, signage, and promotional items offer excellent opportunities to showcase your commitment to sustainability. By choosing eco-friendly materials, you can minimize the event's environmental impact and inspire attendees to adopt more sustainable practices.

Utilizing eco-friendly materials for invitations, signage, and promotional items

When designing invitations, opt for digital or recycled paper options. Consider using vegetable-based inks and printing on FSC-certified paper, which ensures responsible forest management. For signage and promotional items, choose reusable, recyclable materials or digital signage. Avoid single-use items that contribute to waste generation.

Choosing sustainable printing options and reducing paper usage

If printing is necessary, explore sustainable printing options such as waterless printing or soy-based inks. Reduce paper usage by utilizing digital platforms for communication and information sharing. Consider creating a dedicated event website or mobile app to provide attendees with event details, schedules, and updates.

Promote Sustainable Transportation

Transportation is a significant contributor to carbon emissions at events. Encouraging attendees to use sustainable transportation methods can help reduce the event's overall environmental impact.

Encouraging attendees to use public transportation or carpool

Provide detailed information about public transportation options, including bus or train routes and schedules. Offer incentives such as discounted or free public transportation passes to encourage attendees to leave their cars at home. Additionally, promote carpooling by facilitating connections among attendees through a dedicated online platform or carpool matching service.

Providing incentives for eco-friendly transportation methods

Offer incentives for attendees who choose sustainable transportation methods. Reward those who walk, bike, or use electric vehicles with priority parking or exclusive access to certain event activities. Partner with local bike-sharing programs or electric vehicle charging stations to offer convenient options for attendees.

Incorporate Sustainable Catering

Food and beverage choices, as well as how they are served, have a significant impact on the sustainability of an event. Collaborate with caterers who prioritize locally sourced, organic, and sustainable food options and avoid single-use plastics to provide a memorable dining experience while reducing the event's environmental footprint.

Calvo shares that, “It takes a thousand years to decompose single-use plastics. Opting for reusable serving and dining materials saves you money and reduces the footprint of your event. It’s a win-win.”

Work closely with your chosen caterer to develop a sustainable menu that highlights locally sourced and organic ingredients. Prioritize seasonal produce and avoid items that have been transported over long distances. Support local farmers and food producers by incorporating their products into the menu.

Reducing food waste and promoting responsible food choices

Minimize food waste by accurately estimating the number of attendees and their dietary preferences. Communicate with the caterer to ensure that portion sizes are appropriate, and leftovers are properly managed. Encourage responsible food choices by offering vegetarian or vegan options and avoiding single-use plastic items such as water bottles or individually packaged condiments.

Working with a company such as San Francisco Bay Area-based Copia you can create a plan to donate excess food, access enhanced tax deductions, and receive powerful data to inform food purchasing decisions.

Reduce Energy Consumption

Energy consumption is a significant aspect of event planning that can have a substantial environmental impact. By utilizing energy-efficient lighting and equipment and implementing smart energy management practices, you can reduce your event's energy consumption.

Utilizing energy-efficient lighting and equipment

Choose energy-efficient lighting options such as LED bulbs or compact fluorescent lamps (CFLs) for both indoor and outdoor areas. Opt for motion sensors or timers to control lighting in areas that are not in constant use. Use energy-efficient equipment and appliances, ensuring that they are properly maintained and operated.

Implementing smart energy management practices

Train staff and volunteers to be mindful of energy consumption. Encourage them to turn off lights, appliances, and equipment when not in use. Utilize natural lighting whenever possible and adjust temperature settings to conserve energy. Consider offsetting the event's energy usage by investing in renewable energy certificates or supporting renewable energy projects like the ones offered by Green My Experience.

Implement Recycling and Composting Systems

Proper waste management is essential for a sustainable event. Setting up recycling and composting stations throughout the event venue and educating attendees on proper waste disposal methods can significantly reduce the event's environmental impact.

Setting up recycling and composting stations throughout the event venue

Place clearly labeled recycling bins and composting stations in high-traffic areas, ensuring that they are easily accessible and visible. Provide clear instructions on what can and cannot be recycled or composted to prevent contamination. Assign staff or volunteers to monitor and empty the recycling and compost bins regularly.

Educating attendees on proper waste disposal methods

Raise awareness among attendees about the importance of proper waste disposal. Use signage, announcements, and digital platforms to provide clear instructions on how to recycle or compost. Consider organizing interactive sessions or workshops to educate attendees about waste management and the impact of their choices.

Educate and Engage Attendees

Engaging attendees in sustainability initiatives is crucial for the success of a sustainable corporate event. By providing information on the event's sustainability initiatives and organizing interactive sessions or workshops, you can inspire attendees to adopt sustainable practices in their personal and professional lives.

Providing information on the event's sustainability initiatives

Communicate your sustainability goals and initiatives to attendees through various channels, including event websites, social media, and email communications. Highlight the steps you are taking to reduce the event's environmental impact and encourage attendees to join you in your sustainability journey.

Organizing interactive sessions or workshops on sustainable practices

Incorporate interactive sessions or workshops that educate attendees about sustainable practices relevant to the event's theme. Invite sustainability experts or speakers to share their knowledge and experiences. Provide hands-on activities or simulations that allow attendees to experience the positive impact of sustainable choices. For instance, Green My Experience brought nature into an event itself. For example, with a cruise line, they designed an experience where the guests can plant seeds that will go into their forest, and they can write a wish on compostable paper to be planted with their tree. They’ve also designed forest immersion booths with sounds of nature meditations.

Measure and Report on Environmental Impact

Measuring and reporting the environmental impact of your event is essential for transparency and accountability. By calculating the event's carbon footprint and waste diversion rates and sharing sustainability achievements and challenges, you can demonstrate your commitment to sustainability and inspire others to follow suit.

Calculating the event's carbon footprint and waste diversion rates

Engage with sustainability consultants like Calvo’s Green My Experience or use online calculators to estimate the event's carbon footprint. Consider factors such as energy usage, transportation emissions, and waste generation. Measure waste diversion rates by tracking the amount of waste that was recycled or composted instead of going to the landfill.

Sharing sustainability achievements and challenges with attendees and stakeholders

Communicate the event's sustainability achievements and challenges through post-event reports, social media posts, or newsletters. Highlight the positive impact of your sustainability efforts and share insights on areas for improvement. Engage with attendees and stakeholders by seeking their feedback and suggestions for future events.

Post-Event Evaluation

After the event, take the time to reflect on its success in meeting sustainability goals. Conduct a post-event evaluation to assess the effectiveness of your sustainability initiatives and gather feedback from attendees and vendors.

Reflecting on the event's success in meeting sustainability goals

Review the sustainability goals you set at the beginning of the planning process and evaluate the event's performance against those goals. Identify areas where you excelled and areas where improvements can be made. Celebrate your achievements and acknowledge the efforts of your team and partners.

Gathering feedback from attendees and vendors for future improvements

Send out post-event surveys to attendees and vendors to gather feedback on their experience with the event's sustainability initiatives. Ask for suggestions on how to further improve your sustainability efforts in future events. Consider organizing focus groups or one-on-one interviews to delve deeper into specific areas of interest.

Continuous Improvement

Incorporating lessons learned from previous events into future planning is vital for continuous improvement in sustainable event management. Stay updated on the latest sustainable event trends, seek certifications, and engage with industry associations promoting sustainable event planning.

Incorporating lessons learned from previous events into future planning

Analyze the feedback received and the outcomes of your post-event evaluation. Identify areas for improvement and incorporate lessons learned into your future event planning processes. Continuously strive to raise the bar and set new sustainability goals for each event.

Seeking certifications and industry associations promoting sustainable event planning

Consider obtaining certifications such as ISO 20121 (Event Sustainability Management Systems) or aligning your event with industry associations that promote sustainable event planning. These certifications and associations can provide guidance, resources, and recognition for your sustainability efforts.

Planning a sustainable and eco-friendly corporate event is not only a responsible choice but also a strategic one. By understanding the benefits of sustainable event planning, setting clear sustainability goals, and implementing eco-friendly practices, you can reduce your event's environmental impact, enhance your company's reputation, and engage attendees in a meaningful way. Embrace sustainability in your future event planning endeavors and inspire others to join the movement towards a greener future.

Natasha MillerDecember 11, 2023