5 Steps to Planning Sustainable Events
1. Organize and Integrate Sustainability Throughout the Event Process
Sustainability starts with structure. Appoint a sustainability lead with decision-making authority, and make sure the entire organization is on board—this shouldn’t be a one-person responsibility. Engage every department, from project management to tech and communications.
What are you aiming to achieve with the event? Define a clear purpose and set realistic, measurable, and trackable sustainability goals. These could include reducing waste, increasing reuse, offering fossil-free transport options, or cutting energy consumption.
Goal example: “At least 70% of all event materials should be reusable.”
👉 Tip: Bring sustainability into kickoff meetings and check-ins—make it part of the project culture.
2. Choose Your Venue and Date with Intention
Your choice of venue impacts everything—from transportation and energy use to attendee experience. Choose a location that encourages public transport, carpooling, or cycling. For longer trips, consider subsidizing train travel over flights.
Ideally, select a venue with environmental certifications (such as ISO 14001 or EMAS). These sites typically have documented processes for energy use, waste management, water conservation, and more—and often provide climate offsetting, recycling, and locally sourced catering as standard.
Also consider: noise impact, electrical capacity, and how your event may affect local residents and ecosystems.
3. Follow Legal Requirements and Set Measurable Goals
In addition to your internal goals, you must comply with all relevant laws and regulations related to safety, noise, lighting, waste, catering, and alcohol. Document your sustainability efforts and share your results—internally and externally.
👉 Tip: Use a checklist to make sure you meet all requirements—it simplifies reporting and evaluation later.
4. Go Digital Wherever Possible
Use digital channels as much as you can—before, during, and after the event. If physical materials are needed, choose eco-friendly and reusable options. Avoid printing dates on items like banners and signage so they can be reused.
Example: By using a digital platform for registration, participant management, and communications, you eliminate the need for printed materials, which reduces your footprint and increases flexibility.
👉 Tip: Highlight your sustainability-focused partners in your communications—it shows how collaboration brings added value.
5. Choose Sustainable Suppliers and Transportation
Everything you order—from staging and lighting to food, lodging, and logistics—affects your event’s climate footprint. Work with partners who share your sustainability goals. Conduct a sustainability review of each supplier. Ask about their working methods, supply chains, and travel policies. Prioritize virtual meetings and align around shared environmental targets.
Request certifications like FSC (for printed materials), organic labels, local sourcing, and energy-efficient solutions. If printed materials are necessary, make sure they are produced responsibly. Choose FSC or PEFC-certified printers and demand traceability throughout the supply chain—especially important in the public sector, where EU regulations require proof of origin and environmental impact.
Transport is a major contributor to an event’s emissions. Collaborate with logistics providers that offer fossil-free transport or carbon offsetting.
Supplier check: Can your partners demonstrate traceability and environmental impact? That aligns with the EU’s upcoming regulations on product passports and supply chain transparency.
👉Tip: Show off your partners and what you’re achieving together—it enhances your brand and builds trust.
Curious how Invajo can help you plan and communicate your sustainable events?