Organizing a conference is a complex task, and in today’s conscious society, considering the environment is more important than ever. An eco-friendly conference isn’t just a responsible choice; it strengthens your brand, engages attendees, and can even lead to cost savings. Here, I share my best tips and insights on how you can plan and execute an event that is both successful and sustainable, from the initial planning stage to the follow-up.
Planning for Sustainability
Set Goals and Strategy
The foundation for a successful eco-friendly conference is laid during the planning phase. It’s about integrating sustainability thinking into every decision, big or small. Start by defining clear and measurable sustainability goals for your event. What do you want to achieve? Perhaps the goal is to minimize waste by a certain percentage, reduce energy consumption, promote biodiversity, or achieve carbon neutrality. Setting specific goals makes it easier to steer the planning and later evaluate the results. According to expert insights, decisions made early in planning can significantly impact the event’s final environmental footprint. Consider which type of event fits best – a physical, digital, or hybrid meeting? Digital and hybrid solutions can drastically reduce the need for travel and thus emissions, a powerful tool for sustainability. Engage all your stakeholders early, ideally 12 months in advance – suppliers, sponsors, exhibitors, and attendees. Clearly communicate your sustainability ambitions and explore how your partners can contribute through workshops or guidelines. Ask potential suppliers about their environmental policy and sustainability efforts – do you share the same values? Can they help you achieve goals like a zero-waste event? To ensure a structured process, you can utilize international standards for sustainable events, such as ISO 20121 (the international standard for sustainable event management), which provides frameworks and guidance.
Choose an Eco-Friendly Venue
The choice of conference venue is one of the most critical factors for the event’s environmental impact, potentially influencing a large part of the carbon footprint. Prioritize locations easily accessible by public transport like trains and buses. This reduces the need for private cars and air travel for attendees. Investigate the venue’s own sustainability initiatives. Do they have recognized environmental certifications like Svanen (the official Nordic Ecolabel), LEED (Leadership in Energy and Environmental Design, an international green building certification), or BREEAM (Building Research Establishment Environmental Assessment Method, another international green building standard)? These labels indicate that the facility actively works to reduce its environmental impact through energy efficiency, responsible water use, and effective waste management. A venue like Villa Copenhagen demonstrates how hotels can integrate sustainability, for example, by offering tap water in carafes and being close to public transport. Specifically ask if the facility uses renewable energy sources (solar, wind), has efficient systems for source separation (including recycling and composting), and works with water-saving measures (like low-flow fixtures). Venues with ample natural light reduce the need for artificial lighting, and energy-efficient systems for heating, ventilation (aiming for 18-20°C in winter, 24-26°C in summer), and lighting (preferably LED) are preferable. Also, ensure the venue size is appropriate for the number of attendees to avoid unnecessary energy consumption, a practical tip often highlighted. Don’t forget to check accessibility for people with disabilities – a truly sustainable conference is inclusive for everyone.
Sustainable Transport and Logistics
Transport to, from, and during the conference often constitutes the largest single source of carbon emissions. Actively encourage attendees and speakers to choose sustainable travel options. Provide clear information about train and public transport possibilities right from the invitation – include links to timetables and route planners. Consider adjusting the conference start and end times to align with public transport schedules, making it easier for attendees to use these services. Promote carpooling by offering a simple digital platform, for example, via a dedicated section on the conference website or app, where attendees can connect and arrange shared rides. Offer incentives to encourage sustainable choices, such as discounted public transport tickets or perhaps a small token gift for those arriving by bike or train. For journeys that must be made by plane or car, consider offering or informing about the possibility of climate compensation through verified programs that invest in projects reducing emissions elsewhere (like renewable energy or reforestation initiatives). Choose local suppliers whenever possible and coordinate deliveries efficiently to minimize the number of transports to the venue. If accommodation is needed, recommend eco-labeled hotels near the venue to reduce local travel.
Resource Management During the Conference
Sustainable Food and Drink Choices
Food and drink often account for a significant part of a conference’s environmental impact, covering emissions from production, transport, and waste, but there are also great opportunities here to make a difference. Prioritize plant-based food – vegetarian and vegan options generally have a much lower climate footprint than meat-based dishes. If meat is served, choose more sustainable options like poultry, game, or locally sourced pasture-raised meat, and serve it in smaller portions. Collaborate with catering companies that share your sustainability values and actively work to reduce food waste through careful planning and donation programs. Choose suppliers who use local, seasonal, and organic ingredients as much as possible. This reduces transport emissions and supports local producers. Certifications like KRAV (a well-known Swedish organic certification), MSC (Marine Stewardship Council, for sustainable wild-caught fish), ASC (Aquaculture Stewardship Council, for responsible farmed fish), and Fairtrade (ensuring better terms for producers, especially relevant for coffee, tea, and fruit) can be good guides. Serve tap water in carafes or via water stations instead of bottled water – tap water quality is often excellent and avoids plastic waste! Avoid single-use items like plastic cutlery, paper plates, and plastic cups. Opt for reusable porcelain, glass, and cutlery, perhaps utilizing efficient dishwashing stations. If disposable materials are unavoidable, choose compostable options made from renewable materials like wood or plant-based plastics. Be aware that standard paper cups, especially those lined with plastic, are generally not recyclable in typical systems and often end up in landfill or incineration, as noted by the City of Melbourne’s sustainable event guide. Plan portions carefully based on confirmed RSVPs to minimize food waste and explore donating any safe, surplus food to local charity organizations. Introducing a ‘Meatless Monday’ or having a predominantly vegetarian menu can also be a concrete way to reduce impact.
Resource Efficiency and Smart Waste Management
An eco-friendly conference strives to minimize resource consumption and manage waste responsibly. Consider applying the 7R principle: Reduce, Replace, Re-use, Recycle, Refuse, Reject, Rethink (learn more about the 7R principle). Digitize as much as possible – use digital invitations, programs, tickets, presentations, and feedback forms instead of printouts. This significantly reduces paper consumption and simplifies updates. If printed materials are absolutely necessary, choose eco-labeled, 100% recycled paper and print with vegetable-based inks, avoiding lamination. Use reusable signage, such as digital screens or chalkboards, instead of single-use printed banners; avoid printing dates on signs so they can be reused. Carefully consider the need for giveaways. Often, they quickly end up unused or in the bin. If you choose to have giveaways, opt for high-quality, useful, and sustainably produced items that promote sustainable behaviour (like reusable mugs or stainless steel straws), or consider experiences or a donation to charity in the attendees’ names. Rent equipment, furniture, and decorations instead of buying new. For decorations, choose natural, seasonal, and reusable options like potted plants that can be returned or donated afterwards. Renting equipment and decor promotes a circular economy. Implement a clear system for source separation with well-marked bins for different fractions (e.g., general waste, recycling of paper/cardboard, plastic, glass, metal, and ideally food waste/organics). Place these multi-bin stations in easily accessible, high-traffic locations and inform attendees clearly how to sort correctly using text and images. Consider having staff or volunteers (‘Recycling Guides’ or ‘Sustainability Ambassadors’) available, especially near food areas, to assist with sorting and answer questions.
Engagement and the Future
Communication and Attendee Engagement
To fully succeed with an eco-friendly conference, it’s crucial to engage everyone involved and communicate your efforts transparently. Inform attendees well in advance about your sustainability goals and the specific actions you’re taking – this can inspire them to contribute themselves and manage expectations. Use digital channels for all primary communication before, during, and after the event. Create a dedicated conference website or mobile app where all information (program, speaker bios, venue maps, sustainability initiatives) is gathered. Use QR codes on name badges that link directly to the digital program or website instead of printing bulky schedules. Encourage interaction via digital platforms or the event app instead of relying on printed handouts. Engage attendees actively by, for example, asking them to bring their own reusable water bottles and coffee cups – this simple but effective measure can make a big difference. Clearly communicate your sustainability efforts during the event using digital screens or brief announcements. Don’t forget the social aspects of sustainability – ensure the conference is accessible and inclusive for everyone. Promote diversity among speakers and panelists, use inclusive language, provide information about accessibility adjustments, and clearly state a policy against discrimination.
Follow-up, Measurement, and Reporting
After the conference concludes, it’s vital to follow up and evaluate your sustainability efforts to understand your impact and identify areas for improvement. Measure and analyze key environmental metrics, such as total carbon emissions (including travel, energy, food, and waste), waste volumes generated per fraction (landfill, recycling, compost), water consumption, and energy usage. You can use various tools and methods to calculate your climate footprint – this could range from online calculators to specialized consultant services detailed in sustainable corporate event guides. Request detailed waste reports from your venue or waste management provider. Track key performance indicators like waste diversion rates (the percentage of waste diverted from landfill) and compare them against your initial goals. Communicate the results transparently to attendees, sponsors, and other stakeholders via a post-event report or website update – share both successes and challenges. Collect feedback through digital surveys to identify what worked well and what can be improved next time. Ask specifically for suggestions on how to make future events even more sustainable. This feedback loop is crucial for continuous improvement, a cornerstone of long-term sustainability.
The Future is Green and Sustainable
Creating an eco-friendly conference is a journey of continuous improvement, not a one-off task. The event industry is constantly evolving, and new innovations and technologies make it increasingly easier and more effective to organize sustainable meetings. The future points towards increased digitization, smarter energy solutions (like IoT sensors for real-time monitoring), advanced waste management techniques, and more circular material flows. AI-based waste sorting and sophisticated energy monitoring systems are examples of technologies likely to play a larger role, according to ExpoPlatform’s trend forecasts. Adopting a long-term perspective, where sustainability is an integral part of your event strategy and organizational values, is crucial. It’s about constantly learning, adapting, collaborating with experts when needed (as suggested by sustainable event management guides), and striving to make each conference a little better than the last. By taking responsibility and leading the way, we can collectively create a more sustainable event industry and inspire positive change in society. Don’t be deterred by the challenges; instead, see the opportunities in creating events that are meaningful, memorable, and responsible – for both attendees and our planet. Your efforts truly make a difference!