How To Run a Sustainable Conference

Conferences and events form a vital part of any business. But – they can also be a major drain on resources … and not just financial resources. Environmental factors have a major part to play, too … or at least they should do!

In today’s world, no organisation should be turning up its nose at environmental considerations. After all, it’s perfectly possible to deliver a great attendee experience while managing costs, boosting ROI, and minimising environmental impact.

Running a sustainable conference is perfectly achievable – without having to sacrifice quality or success.

In this article, we’ll explore how you can run events that are eco-friendly while still meeting your goals.

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Why Sustainable Events Are So Important

Sustainable events are of critical importance, both for the environment and our businesses. Sustainable events involve practices such as sustainable catering, sustainable transport, and engaging with local businesses to reduce the environmental impact of the event.

By holding sustainable events, businesses make a positive contribution to reducing their carbon footprint. In the long run, the more organisations can operate in a sustainable fashion, the more they will play a role in;

• creating sustainable communities
• preserving natural resources
• providing green economic development opportunities
• achieving ‘net zero’

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11 Ways To Create a Sustainable Event

Plan Ahead

The first step to running a sustainable conference is to plan ahead. This means considering the environmental impact of every aspect of the conference, from travel and accommodation to food and drink. By planning every detail in advance, you’ll give yourself every chance of minimising the environmental impact of your conference.

Define Your Objectives

The first step in planning a sustainable conference is to define your objectives. What are your goals for the event? What do you hope to accomplish? Once you have a clear understanding of your objectives, you can begin to develop a plan that will help you achieve them and make sure that you make every aspect as eco-friendly as possible.

Use Green Venues

When choosing a venue for your conference, try to choose a green venue – one that’s designed with sustainability in mind and that has demonstrable experience in hosting events in a sustainable manner. They might, for example, use renewable energy and recycled materials or apply other sustainable practices.

Consider also your venue’s location. How easy is it to access via public transport? How close is it to a major airport?

Reduce Food Waste

Food waste is a significant issue at conferences and events. To reduce food waste at your conference, consider serving smaller portions, offering vegetarian or vegan options, and working with local suppliers.

Use Recycled Materials

Where possible, use recycled materials for your conference collateral – name badges, lanyards, and programs. You can also encourage attendees to bring their own reusable water bottles and coffee mugs. Incentivise them with discounts or freebies.

Promote Sustainable Travel

For attendees who are travelling to your conference by car, encourage them to carpool with other attendees. Alternatively, provide information on public transport options.

For attendees travelling long distances to your conference, offer incentives for them to choose sustainable travel options,  such as taking the train or flying direct rather than making multiple stops along the way.

Use Digital Communications and green marketing

Whenever possible, communicate with attendees electronically rather than using paper communications such as printed programs or flyers.

– Send out invitations and pre-conference information by email
– use social media to promote your event
– use digital signage during the event

If you decide that paper materials are unavoidable, make sure you use recycled materials.

Select Sustainable Suppliers

When choosing suppliers for your conference, look for companies that offer sustainable products and services. Examples might include companies that use recycled paper or caterers that use local and organic ingredients.

Implement Waste Reduction Strategies

There are several ways to reduce waste at your conference, including providing recycling bins and using reusable dishes and utensils.

Offset Your Carbon Emissions

Investing a proportion of the discernible profits from your conference in renewable energy or tree-planting projects.

Use virtual or hybrid solutions

Hybrid and virtual events help to make conferences more sustainable in a number of ways. By cutting down on travel time, along with reducing or eliminating printing costs associated with traditional conferences, hybrid events provide environmental savings while reducing the budget spent by organisers.

At the same time, they can lower a conference’s carbon footprint by relying more heavily on digital delivery platforms instead of having participants physically present at the event. Beyond those conveniences, hybrid and virtual conference solutions also reduce access barriers for those who for whatever reason would be unable to attend an in-person conference; this increased accessibility can go a long way towards making conferences more sustainable and successful in the long term.

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Evaluate your sustainability progress

After your conference has ended, set aside time to evaluate your progress towards achieving your sustainability goals. Did you meet all of your objectives? What worked well, and what could you improve for next time? Use this information to help plan future sustainable conferences

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Run a successful sustainable conference with the sustainability experts

There are many ways to ensure that your conference is as sustainable as it can be. Some are easy and low-cost – others require a little more planning. Nonetheless, all of them are ultimately worthwhile, both for the environment and for your attendees.

By embracing the principles of sustainable conferences, your organisation will also be developing your brand in a positive light.

Find out more about our sustainable event services to learn further about incorporating sustainability into your conference planning. Or contact us today. We don’t only specialise in sustainable conferences – we’re passionate about and dedicated to the cause of environmental sustainability.