In celebration of Earth Day, we’ve decided it’s important to share some ways you can create a sustainable event.

We can all agree that events are a great way to connect with people and learn something new.

Can we also agree, that in an effort to accommodate so many people with different preferences that there’s much potential for unnecessary waste?

This can be in the form of a variety of resources, and in my personal opinion, food & beverage and paper are where we see the most waste at events.  More and more event planners and businesses are working together to find ways to reduce waste at events.

Here are just 3 ways you can start to reduce your carbon footprint and manage waste responsibly.

1. Communicate with your caterer. Growing up, one of my dad’s biggest fears when hosting family parties were running out of food. This is typical for most Filipino and Hispanic families, especially mine, let alone for anyone wanting to host a memorable event.

The difference is, at family parties you have the option of providing takeout boxes to your guests, in the world of professional events, not so much. There are laws in place to protect catering companies and venues, so giving out any leftovers is almost never an option.

There are ways around this if you communicate early with your venue and catering company. Some offer programs where food is donated to those in need. The best way to ensure this happens is to ask upfront and discuss what your options are. Although you can’t let you attendees take food home, you can pass on your delicious and oftentimes pricey leftovers to a shelter or non-profit organization when done the right way.

This article by Meetings Imagined shares a few tips on how to donate leftover food after an event.

In addition, talk to your chef about using foods that are in season, and consuming locally sourced food so it doesn’t need to travel far.

If hosting a repeat event, review your history and determine how much food and beverage you actually need. Consider that some people will bring their own food and request dietary preferences early on so the kitchen isn’t guessing on the day of.

Mix things up a bit to include some items based on consumption (once it’s gone, it’s gone and you have the option to refill) versus a full on buffet or food station.

As you can see there’s so much you can do to make sure you don’t waste food. The key here is to discuss your options and expectations thoroughly and transparently with your venue and caterer at the very beginning.

2. Go paperless with your registration process. Don’t require your attendees to bring their ticket to checkin. If you want to hand out a printed program, include as much information as you need in one spot, make it a nice keepsake, and only print off what you need.

Consider using a conference app like Whova. Not only will you be able to put all the event details in one place, but your attendees can also learn about sponsors, map out their route for the exhibit hall, and connect with like-minded people all without reaching for a piece of paper.    

When it comes to signage, reuse as many as you can by printing on foam board, wood or another sturdy material. Think about using stickers or velcro to easily switch out sponsor names or directional signs for the next year.

3. Give meaningful swag. This has to be one of my favorite tips, and I’ve been sharing it with my clients as often as I can.

Have you ever opened a swag bag only find a stash of papers or coupons? I have. And I’ll admit, I’m guilty of putting a few of these together myself. They’re not very exciting, and not definitely not eco-friendly.

Provide direction to your sponsors and your event planning team about what items you think your attendees would truly appreciate in their swag bags. Be considerate, and remember less is more.

Some coupons are okay, but make them exciting, like a complimentary massage, or upgrade. If your event is happening during the summer, consider giving out branded flip flops or sunscreen. Think about consumable items, and stay away from items that people will look at for a second and immediately toss into the trash.

Your Turn

Focus on what matters, and find ways to wow your attendees in a way that is safe and responsible for the environment. Better yet, let your attendees know about your desire to reduce waste and include them in your movement.

What are some of your ideas for hosting sustainable events? Let us know in a comment below. 🌎