Sustainable events

Organising an event can be a time consuming and difficult task at the best of times. As a result of these difficulties and the ‘one off' nature of an event, it is easy to forget about looking after the environment and keeping carbon emissions to a minimum. An environmentally friendly event is one that pays careful attention to all aspects of event management from site and theme selection through to waste disposal. The simple steps that follow will help you to think about creating memorable events that are environmentally friendly.

 

10 Quick Tips to make your event sustainable

1. Link the event to your organisation's values and objectives.
2. Set some objectives in regard to how sustainable your event will be.
3. Choose your location carefully.
4. Let everyone know that your event will be sustainable.
5. Provide sustainable transport options.
6. Use efficient appliances & lighting and switch off when not required.
7. Minimise water usage and be mindful of disposal and runoff.
8. Avoid or minimise waste.
9. Use a sustainable caterer.
10. Evaluate how sustainable your event has been.

More information in holding a sustainable event.

 

Link the event to your organisation's values and objectives.

Create clear connections between the event and the organisation. Outline why sustainability and caring for the environment is a great option for the organisation, the community and the environment. Review the following types of documents to create clear linkages between the event and the overall purpose of the organisation. If your organisation has specific people or teams in these areas it's worth having a discussion about your event and how it fits in.

  • Annual Reports
  • Corporate & Social Responsibility
  • Environmental
  • Sustainability
  • Carbon Emissions
  • Waste Management
  • Building Management
  • Procurement
  • Catering

 

Set some objectives in regard to how sustainable your event will be.

Set clear and measurable objectives that will be reasonable to evaluate once the event has concluded. The following main areas are a great starting point for developing the event's objectives:

  • How much water will you use?
  • How much waste will you generate?
  • What type of waste will it be?
  • How will it be disposed of?
  • How much electricity will you use?
  • How much gas will you use?
  • What is your budget?
  • What type of food and drink will you provide and where will it come from?

 

Choose your location carefully

Choose a site that is easy to get to for all people and minimises energy and water usage.

  • Choose a venue close to public transport.
  • If event is indoors give preference to buildings that have a sustainable policy.
  • If event is indoors choose a room that has natural ventilation and lighting.
  • Use reusable and environmentally sensitive infrastructure.
  • Ensure access is available to all potential attendees, specifically those with special needs such as a wheelchair.

 

Let everyone know that your event will be sustainable

Starting out with sustainability in mind will reduce both the cost of the event and the amount of waste produced.

  • Avoid buying single use, event specific merchandise.
  • Advertise as a sustainable event prior to and during the event.
    Communicate electronically when possible.
  • Use eco-friendly communication materials (recycled paper, print double sided, remanufactured cartridges, vegetable Reuse all promotional and communication materials where possible (pens, name badges, paper and banners).
  • Promotional signage made from biodegradable materials, able to be reused and not dated.
  • Reduce paper handouts. Provide web links to information if requested.
  • Ensure volunteers aware of sustainability initiatives of the event.
Provide sustainable transport options

Be creative with your transport and aim to minimise the number of cars required to get to your event.

  • Provide cycling facilities: bike rack or bike valet. If bike racks/ valet are not obtainable use alternative materials as a bike securing device.
  • Promote public transport by providing information about tram/bus routes and links to timetables (eg. Metlink Melbourne).
  • Offer an incentive for those that arrived by bike or public transport, for example a door prize.
  • Discourage driving by car by limiting car parking spaces and advertise this. If cars are a necessity, encourage car pooling.
  • Capture travel methods from guests upon arrival and you may have a great public relations story or a target to beat next year.

 

Use efficient appliances & lighting and switch off when not required

Turning electrical appliances and lighting off when they are not required will really help reduce the impact of the event.

  • Use energy efficient lighting and powered equipment.
  • Turn off electrical equipment when not in use.
  • Biodiesel generator
  • If unable to use renewable energy, offset your emissions.
  • Consider purchasing green power.

Minimise water usage and be mindful of disposal and runoff
Think carefully about what you need water for, how you will use it and what happens to it after it is used.

  • Give preference to venues with sustainable water management policies.
  • Reduce water use when possible.
  • Use biodegradable/ eco friendly cleaning products.
  • Prevent pollution of local waterways from runoff by disposing of all solid and liquid waste appropriately.
  • Reuse water on surrounding gardens.

Avoid or minimise waste

  • Develop a waste management plan. Set targets for percentage of waste recycled and percentage of contamination. There is a great template for for this here.
  • Monitor by conducting waste audits. Find out how to conduct a waste audit.
  • Provide recycling and organic waste bins. Place them next to general waste bins and ensure they are clearly labelled. Organic waste can be disposed of at a number of centres/gardens. Prior arrangement is necessary.
  • Educate attendees about waste disposal.
  • Reduce, Reuse and Recycle packaging.
  • Avoid unsustainable promotional products such as pens and plastic bags.
  • Provide free tap water and reusable cups for event attendees. Encourage everyone to avoid the purchase of bottled water.

 

Use a sustainable caterer

Where possible, choose local fresh ingredients to create great local dishes which can be served on reusable plates and eaten with reusable cutlery.

  • Provide reusable crockery and cutlery. Wash Against Waste Trailers are available for hire through the Sustainable Living Foundation in Melbourne and Mt Alexander Shire Council.
  • If disposables are unavoidable use biodegradable crockery and cutlery. Avoid single serve sachets or individually wrapped food items.
  • Serve healthy and nutritious food.
  • Choose organic and fair trade food products.
  • Choose locally grown and seasonal food.
  • Give preference to vegetarian food. If serving fish use sustainably sourced fish.
  • Minimise transport packaging and use reusable packaging where possible.
  • Avoid over-catering to minimise food waste.
  • Choose caterers who follow sustainable food practices.
  • If you have leftover food items they may be able to be given to others rather than thrown out. Most organisations don't accept unwanted pre-prepared food due to health and safety regulations, however the St Kilda Drop In Centre does accept pre-prepared food.

 

Evaluate how sustainable your event has been

Evaluate the success of your event, what worked, what didn't, what would you keep, what your throw away (literally), and what would you change.....and do it while it is fresh in your mind.

  • Evaluation of the impact of your event on the environment includes carbon emissions, water use and waste. Measurement of your ecological footprint can be used to assess the achievement of your sustainability goals and evaluation can highlight areas for improvement in future events. Your success can be publicised through local newsletters, emails and internet home page to increase public awareness about your event and sustainability initiatives. Evaluation of areas for future improvement can also include feedback from event attendees, either collated during the event with onsite questionnaires or after the event with follow up emails/ home page questionnaires.
  • Take steps to make the event even better next year.
  • Work with all the relevant stakeholders to improve understanding. It is worth remembering that not everyone is at the same level in terms of understanding the importance of sustainability. By carefully explaining your needs and objectives to your suppliers you may be pleasantly surprised in terms of what they can do and how quickly they can adapt - after all you're the customer.
Want some more help planning your event? Try these sites:

Measuring the impact of your event

The following tools can be used to help measure the impact of your event:

Calculator focuses on venue, accommodation, catering, print and promotional items, travel, waste and recycling. Comprehensive, methodical and easy to use.

Carbon calculator for energy, waste, fuel use, air travel, food, paper, freight and public transport. Not comprehensive but has the benefit in being able to focus on carbon footprint in certain areas if desired, thus less time demanding.

Want to see how other people have done it?

If you need some ideas from what others have done, check out the following case studies: