When hosting your next meeting or conference, incorporating green elements may not be a top priority, but it should be. It is easier than ever to make your event more sustainable and better for the environment. Besides the benefits it provides for the planet, demonstrating your commitment to sustainability can be key to keeping eco-conscious sponsors and attendees happy and can help set you apart from your competitors. Here are a few simple things to keep in mind to ensure your event has minimal impact on the environment and can help keep your costs down.
1. Go paperless.
When it comes to marketing and event registration, most organizations rely on email, websites, apps and social media, but many still use print advertising and forms in certain instances. Consider how you can go fully paperless at every stage, from marketing to registration, to providing onsite information. You can save on costs and cut down on your carbon footprint. Once you are onsite, consider presenting information through apps, digital or reusable signage, or even chalkboards. Ask presenters to eliminate paper handouts, and use a digital option for signing in. If you must have paper, keep it to a minimum and make sure it can be recycled.
2. Compost and recycle.
All the paper, food products and other waste from a conference add up, but a lot of that can be composted or recycled, instead of ending up in a landfill. Work with your venue to provide compost bins for meals so attendees can dump their leftover food (or compostable plates and cutlery) and provide recycling bins around the venue, so paper, cans or glasses can be properly disposed of.
3. Choose an eco-friendly venue.
Many venues have eco-friendly services already in place. This can include providing recycling and composting, ethically sourced food and beverage options, low energy and water usage, and LED lighting. When selecting where to host your event, look at how the venue can partner with you to make it more sustainable.
Individual transportation to the venue can also be a large waste of emissions, so consider finding a place that can be easily accessible via public transport or a venue that provides eco-friendly transportation to and from the airport or local hotels.
4. Eliminate waste onsite.
Venues can help cut down on a lot of waste depending on what they provide, but many of the decisions will still be up to you. Consider providing water or other drinks in glasses instead of disposable water bottles and aluminum cans. While these products can be recycled, a reusable alternative is still better for the environment. The same holds for recyclable or compostable cutlery and plates at mealtimes.
Plastic lanyards and badge holders are another source of waste, as they often get thrown away. Instead of giving each attendee a badge holder to keep, request that they return it at the end of the event for reuse, ask attendees to bring in their own or stick to using a pin for badges instead.
While signage and props that are customized for an event can be eye-grabbing, they also can’t necessarily be reused. Instead, pick decorations that can be used again at future events. If you or a vendor are giving away swag, consider providing digital rewards such as discount codes, charitable donations, or reusable items such as tote bags or travel mugs.
5. Get everyone on board.
In addition to your venue, you’ll want to make sure all your vendors, speakers, sponsors and attendees know the importance of making your event as sustainable as possible. Make sure that food vendors can and will package leftover food to donate to a local homeless shelter or food bank. Ask all sponsors to minimize the amount of paper they are using and ensure they aren’t giving away freebies that will immediately be trashed. And finally, explain to attendees the importance of all the changes you are making to your event, so they understand what you’re working toward and will be more likely to get on board.
Kaitlin Dunn is the project manager, Creative Services, MCI USA.
