Greatest practices for internet hosting environmentally sustainable occasions

Though it might appear inconsequential to regulate a single occasion to be able to combine sustainable practices, a collective dedication from all occasion organizers to advertise environmentally sustainable occasions can yield a constructive impression on our planet—all with out compromising on occasion high quality.

Need to cut back your occasion staff’s carbon footprint? Study 5 actionable finest practices to planning sustainable occasions. 

Why host a sustainable occasion?

A sustainable occasion refers to any occasion, convention, or gathering that’s deliberate by the lens of environmental consciousness. These occasions are generally adopted to realize one or each of the next aims:

Environmental sustainability: Using instruments and practices that not solely cut back environmental hurt but in addition promote long-term ecological profit.Financial sustainability: Organizing an occasion that generates constructive financial outcomes and profitability — each for the group and the area people — all of the whereas guaranteeing it doesn’t compromise social, cultural, and environmental elements.

Whereas implementing sustainable practices has change into more and more frequent, there’s nonetheless some work to be accomplished. A current HeadBox examine revealed that 8 out of 10 workers imagine the companies they work for aren’t working sufficiently sustainable occasions. 

Advantages of sustainable occasions

But for these firms that do have their eyes on sustainable practices, they reap a plethora of advantages:

Elevated ROI: Sustainable occasions actively minimize prices by using trendy know-how to scale back environmentally dangerous practices, reminiscent of air journey, and restrict the variety of in-person attendees, leading to much less waste.Enhanced status: In accordance with a current examine, 3 in 5 individuals imagine within the significance of companies appearing in an environmentally, eco-friendly manner. Moreover, 85% of adults reported the willingness to take private actions to enhance sustainability—together with advocating for and attending sustainable occasions. Future funding: The principle advantage of sustainable occasions is the funding into a greater tomorrow. A small adjustment on behalf of occasion organizers ends in a long-term, constructive ripple impact for our planet. 

Thankfully, for an occasion organizer, internet hosting a sustainable occasion doesn’t pose a further logistical problem. As an alternative, by greedy one of the best practices of sustainable occasion internet hosting, they’ll optimize operations and craft a extra environment friendly and impactful occasion expertise.

5 finest practices for sustainable occasions 

Embrace environmentally aware practices in your subsequent occasion with these 5 ideas.

1. Arrange occasion transportation

Automobiles contribute roughly 1.4 billion tons of greenhouse gasses into the environment yearly, in line with the U.S. Division of Power. By organizing transportation to your occasion, you possibly can assist cut back these carbon emissions. Right here’s how:

Arrange a shuttle bus to choose up native attendees.Advocate that attendees carpool with each other to the occasion.Talk public transportation choices by e-mail. 

An occasion organizer might also go the additional mile to rearrange shared Ubers for attendees, leading to each lowered carbon emissions and elevated attendee satisfaction. 

2. Produce environmentally-friendly swag

Frequent occasion swag contains branded tote luggage, keychains, notebooks, water bottles, pens, lanyards, and t-shirts, amongst others. Improper disposal of swag can result in substantial environmental waste.

Festivals, for instance, produce 25,800 tonnes of waste yearly. Occasion organizers can work to scale back this by creating swag that’s environmentally pleasant and sustainable.

As an alternative of utilizing single-use plastics, select reusable and biodegradable options for gadgets like tote luggage, water bottles, and pens. Go for sustainable supplies like natural cotton or recycled polyester for t-shirts and lanyards.

Additionally, be intentional with the swag you provide, so promotional gadgets don’t go straight to the trash. For instance, as a substitute of carrying swag to occasions, Postal lets attendees choose an merchandise they need by way of a custom-made swag card with a Postal-generated QR code after which mails it to them.

“This can be a nice instance of fixing the best way we function, being extra aware and environment friendly with the products we give out, and lowering waste,” says Kiana Ghassemi, Senior Supervisor, Expertise Advertising at Postal. “Company accountability issues, and I believe we’ll see extra intentional swag choices within the occasion cycles to return.”

3. Go for an environmentally-conscious venue

For in-person occasions, think about partnering with a venue that’s LEED-certified. LEED stands for Management in Power and Environmental Design, and it signifies that the venue has been formally acknowledged for assembly excessive requirements in sustainable development, operation, and upkeep practices.

Additional issues embody:

How shut is the venue to public transportation?If the venue will not be LEED-certified, do they uphold environmentally sustainable practices and insurance policies?Does this venue have a status for internet hosting sustainable occasions?

Many venues have embraced eco-friendly practices, making it simpler for occasion organizers to entry the mandatory info.

4. Goal to eradicate waste

In accordance with Lime Venue Portfolio, occasions waste upwards of fifty% of the meals made accessible to attendees. Different frequent examples of occasion waste embody extreme use of disposable cutlery, plates, and cups that find yourself in landfills, unused or discarded promotional supplies reminiscent of brochures, flyers, and branded merchandise, and vitality waste from inefficient lighting and tools utilization.

Though fully eliminating waste is probably not possible, implementing sustainable practices helps reduce waste and promote accountable consumption:

Embrace sustainable meals practices: Work intently with caterers to precisely estimate the quantity of meals wanted and encourage them to arrange solely what is critical. Leftover meals will be donated to native charities or meals banks as a substitute of turning into meals waste.Go for reusable or compostable options: As an alternative of disposable cutlery, plates, and cups, think about using reusable choices or compostable options made out of biodegradable supplies. Prioritize vitality effectivity: Make the most of energy-efficient lighting options, reminiscent of LED bulbs, and arrange timers or movement sensors to manage lighting in areas with low exercise. Encourage exhibitors and distributors to make use of energy-efficient tools and home equipment.Remove printed supplies: Retailer agendas, venue maps, and extra on a cell occasion app to restrict printed supplies. 

Moreover, occasion organizers can work to teach attendees and exhibitors concerning the occasion’s sustainability initiatives and encourage their participation. They will do that by offering tips on accountable waste disposal and providing incentives for eco-friendly habits, reminiscent of discounted entry for bringing reusable water bottles or offering recycling bins for exhibitor cubicles.

5. Host a digital occasion

Journey—notably air commute—is a number one driver of environmental harm. In accordance with the World Journey & Tourism Council, roughly 10% of complete Co2 emissions are tied to journey and the tourism trade. 

Because of the COVID-19 pandemic, many companies reconsidered the best way they meet and work together, considerably lowering aircraft-induced emissions. Though pandemic restrictions have lifted, the observe of assembly just about has very a lot remained—serving as a wonderful manner to enhance occasion sustainability. 

Via the usage of hybrid occasions, attendees can tune in from anyplace on the planet, taking away the need for each automotive and aircraft journey. This manner, occasion organizers not solely broaden their attain but in addition cut back their carbon footprint and contribute to a extra sustainable future.

Using know-how for sustainable occasions

The simplest sustainable occasions undertake occasion administration software program. Not solely does occasion know-how present organizers with an abundance of sources — reminiscent of gamification, networking, and information capabilities — it additionally serves because the car by which attendees can tune in from anyplace, with ease. 

The power to achieve a worldwide viewers by revolutionary occasion administration know-how helps drive sustainability efforts, reminiscent of decreased carbon footprint, much less waste, and enhanced communication.

With many within the occasions trade adopting hybrid occasions within the spirit of environmental consciousness, they’re turning to all-in-one occasion administration software program, like Webex Occasions, to streamline and simplify the occasion course of—from the preliminary occasion planning part to streamlined registrations and automatic post-event communication. 

Webex Occasions is straightforward to make use of, permitting occasion organizers to prioritize sustainability with out compromising on attendee engagement and general expertise. Begin your free trial and uncover how Webex Occasions will help optimize your subsequent occasion.