Event Planning - Greening Your Event

Incorporating environmental responsibility into your event planning can involve various actions, and it's your decision to determine the significance of "going green" for you. You might invest a lot of time in this aspect of planning, or you could implement a few straightforward measures that will have an impact.

Greening your event primarily involves questioning "Where can we reduce?" and "How can we act more intelligently?" Below is a list of considerations, though not comprehensive.

Venue Selection

• Make sure the venue employs a waste management service that recycles and/or composts waste from your event or permits you to bring in such a service.

• Choose venues (hotels, conference facilities) that implement energy and water efficiency systems and support local economic development.

• Select venues (hotels, conference facilities) that are accessible by public transportation and within walking distance of accommodations.

• Choose transportation service providers with vehicles that use alternative fuels and technologies to reduce energy use and pollution.

Sustainable Procurement

• Whenever possible, buy local products and services

• Opt for environmentally friendly goods that can be reused or recycled to minimize waste

• Source food from organic producers when feasible

• Choose fair trade items, such as ensuring that fair trade coffee and tea are provided

• Select locally made fair-trade products for gifts and conference bags

• Choose products with minimal packaging, such as bulk or reusable options

• Request vendors to provide details about food, its preparation, and waste management

• Consider borrowing equipment rather than purchasing it

Waste Disposal

• Place a clearly labeled recycling bin conveniently next to any garbage cans

• Include a container for food scraps that can be composted later

• Opt for aluminum foil instead of plastic wrap for covering and storing food - clean foil can be crumpled and placed in the recycling bin

Waste Reduction

• Minimize waste through sustainable procurement efforts and better resource management; for example, opting for online registration and email communication instead of paper, printing on both sides to reduce paper use, and sharing presentations digitally are eco-friendly practices.

• Opt for reusable or recycled items; examples include using permanent cutlery and crockery, printing on the back of used paper, and offering a water dispenser with bottles instead of disposable cups.

• Reduce the use of signage and decorations, and/or choose reusable items.

• Cut down on paper with online invitations, digital event registration, and electronic follow-ups.

• Strive for recycling and waste separation to enhance the recovery of recyclable materials; this can be facilitated by using a twin-bin or multi-bin system.

• Display the agenda on a wall instead of printing copies for each attendee.

• Choose buffet-style menus and donate leftovers to prevent waste.

• Encourage speakers to use electronic methods for their presentations.

• Recycle event materials whenever possible.

• Avoid individually bottled water.

Water Reduction

• Choose suitable service providers (hotels and venues) that will reduce guests' water usage by promoting awareness on topics like changing laundry only upon request

• Conduct a water audit to evaluate methods for decreasing water consumption

• Track water usage

Energy Efficiency

• Opt for energy-saving lamps and devices

• Utilize spaces with natural lighting and ventilation

• Regulate the use of air-conditioned and heated spaces

• Employ renewable energy sources, like wind or solar power

• Promote awareness of energy use during the event and highlight alternative energy options

• Choose service providers (hotels and venues) that encourage energy conservation by educating guests on turning off lights and appliances when not in use

• Use electronic payment methods

Leveraging Your Green Efforts

When you prioritize making your event eco-friendly, you deserve some recognition for your efforts, and you might also inspire others to emulate your actions.

• Reach out to potential sponsors with an emphasis on sustainability

• Establish connections with environmentally-focused organizations

• Incorporate details about your initiatives in event communications

• Highlight your initiatives in the program

• For printed materials using eco-friendly resources, add a note to indicate this

NOTE

• Develop a strategy for making your event more eco-friendly.

• Implement measures to lower energy usage.

• Purchase locally sourced products.

• Opt for environmentally friendly materials.

• Inform guests, stakeholders, and the community about your initiatives.

• Provide recycling bins.

• Encourage attendees to adopt greener practices.

• Select a venue that prioritizes sustainability.

• Partner with vendors who are committed to sustainability.

• Minimize paper use.

Spence, Sean. Eventology: Lessons from 20 Years of Event Planning. Purple Squirrel Productions LLC. Kindle Edition.