“Sustainability isn’t only a buzzword; it’s a means to make sure the exhibit and occasion business continues to thrive whereas making a constructive impression,” says Jessica Sibila, govt director at The Exhibitor Advocate. But, translating sustainability targets into actionable steps for RFPs and contracts is usually a problem.
The reality is, sustainability isn’t nearly what occurs on website—it begins lengthy earlier than the primary badge is printed, resort reservations are made or your crates are packed. And whereas many exhibit and occasion professionals need to plan greener occasions, it may be tough to show these values into real-world choices when working with suppliers.
Whether or not you’re taking your first steps in direction of greener occasions or seeking to degree up your sourcing course of, listed below are 5 actionable methods to convey extra sustainable practices into your subsequent occasion—beginning with the RFP.
1. Make Sustainability A part of the Ask
Don’t simply say your occasion values sustainability—construct it into the RFP.
Ask suppliers detailed questions on how they deal with power utilization, carbon emissions, materials choice and transport. Request particulars, not simply guarantees: previous examples, measurable impression, or certifications. This units the tone for accountability from the beginning—and helps you examine responses meaningfully.
Learn Extra: Case Research: How One Occasion Achieved Famend Sustainability Accreditation
Align your questions with classes like power use, carbon discount, waste, and sourcing to make them simpler for suppliers to reply—and so that you can rating.
2. Put It within the Contract
Intentions are good. Contracts are binding.
When you’ve chosen your provider, lock in your sustainability expectations with clear, enforceable language. Suppose: minimal waste diversion targets, commitments to low-carbon freight, guidelines round reusables and signage, or sourcing from numerous, native distributors.
Unsure the way to phrase it? Instruments just like the newly launched open-source Sustainability Sourcing Compass, developed by The Exhibitor Advocate present contract-ready clauses tailor-made to real-world occasion situations—no legalese required.
3. Prioritize Reuse and Repurposing
Ask distributors how they’ll scale back the necessity for single-use supplies. Can sales space components be reused or reconfigured? Can signage be digital or designed for a number of occasions?
Sensible design choices—like modular buildings or impartial base graphics—can prolong the lifetime of belongings and scale back your environmental footprint with out sacrificing model impression. Ask questions like:
What have they finished earlier than that works?
What might you enhance or share to raised collaborate with them in the course of the design section?
4. Don’t Overlook the Effective Print
The sustainability of your venue selection isn’t nearly location—it’s usually hidden within the contract particulars.
Ask whether or not the venue makes use of renewable power or affords energy-efficient lighting and HVAC programs. Is waste sorting or composting obtainable on-site? Are you able to require native sourcing or reuse clauses in your catering or AV agreements?
Dig into insurance policies on exclusivity, native vendor entry and cancellation phrases:
Will you be charged additional to usher in native suppliers?
Are you able to scale your footprint with out penalty?
Are there sustainable catering choices that don’t break the price range?
Construct in flexibility and sustainability from the beginning—don’t assume it comes normal.
5. Construct a Tradition of Accountability
Essentially the most sustainable occasions are constructed on progress, not perfection. The perfect sourcing methods don’t simply test packing containers; they foster transparency and steady enchancment. Ask suppliers to supply post-event information: power use, waste diversion charges, carbon offsets, and classes realized. Use that info to information future choices—and acknowledge distributors making significant strides.
Learn Extra: Work Sensible: The Staff Tradition Issue
Take into account asking for sustainability summaries as a part of your post-show debriefs:
What acquired reused?
What went to landfill?
What would they modify subsequent time?
What might you do higher collectively?
Bonus Tip: Need assistance translating your sustainability targets into real-world sourcing language? The Sustainability Sourcing Compass, developed by The Exhibitor Advocate in partnership with Cut back 2 contains free, ready-to-use prompts throughout all occasion classes—from waste administration to carbon impression.
“The Sustainability Sourcing Compass gives readability, precision, and actionable language to make sure sustainability is embedded into each stage of occasion planning—from provider choice and RFPs to remaining contract phrases,” stated Jessica Sibila, Govt Director at The Exhibitor Advocate.
As a result of sustainability isn’t a aspect dialog—it’s a sourcing technique.
—
Glenda Brungardt, CTSM, spent greater than 30 years managing HP commerce exhibits and occasions, delivering constant model, messaging, experiences, and execution.
Brungardt is at the moment a contributing member to the EDPA Exhibitor Advisory Committee and Sustainability Activity Power, the EACA Advisory Board, the Occasion Business Council Sustainability and Social Affect Committee, and The Exhibitor Advocate board.
Glenn Hansen is founder and CEO of Cut back 2, Saving the Planet by Diploma, which he created after his 43-year profession at BPA Worldwide, the place he was CEO for 23 years.
Cut back 2 is a sustainability requirements creation and certification enterprise. It assures the sustainability of your organization, primarily its touchpoints within the occasions business.
