Multi

Sustainable event management

Objectives

When organising a meeting or an event, there are different aspects to take into consideration to make them more sustainable – starting with transfer to and from the event, accommodation, and local transport, to the venues and material.

Green Value indicator

“Greening” the event logistics has a positive environmental impact in a variety of segments. Green Value indicator can be calculated for different segments individually.

CO2 savings
Eco footprint
Energy intensity
EMC: Environmentally Weighted Material Consumption
Production-based CO2 Productivity
Water Consumption by Sector
SPI: Sustainable Process Index
Water abstraction rates and water stress
EGSS: Economic Performance of the Environmental Goods and Ser-vices Sector
Resource Productivity + Material Productivity
TMC: Total Material Consumption

Explanation

When organising a meeting or an event, take into consideration the following:

Event Venue
Transport Providers
Accommodation Providers
Catering Companies and Food and Beverage Suppliers
Stage Setup, AV/IT and Lighting
Event Materials and Communications Suppliers
Carbon Offset Providers

Venue/Transport:

co-financing guests their costs, if they use a train or share a car
the venue has to be easily accessible by walking, public transport or bicycle (the event has to be accessible to everyone)
use free electric vehicles in the city centres
if possible, using eco-friendly hotels
selecting outdoor venues, if possible, with as little energy consumption (good in Covid times)
measuring delegate and staff mileage to produce a CO2 emissions calculation for the event, using the online tool
the venue takes steps to measure and reduce energy consumption by installing energy efficient lighting and implementing energy-saving strategies
water conservation practices in restrooms
using tap water instead of bottled
waste reduction policy (reduction of waste; reuse of materials, equipment etc. where possible; recycling of waste where it cannot be reduced or reused)
renting and not buying items for events, unless you will reuse them many times
creating/buying objects of durability and long-term utility whose ultimate use or disposition will not be harmful to future generations
using recycled toilet paper
recycling the waste at the event
using as little printed material at events, as possible – sending the material to participants’ e-mails; if printing paper remains necessary, sustainable/ environmentally sound paper should be used
use double-sided printing

Audio/Visual:

using onsite audio/visual suppliers to minimise any transportation of equipment
using energy efficient LED lighting on stage

Marketing materials:

using an online registration system for delegates instead of printed invites
designing generic, reusable signage, pop-up stands and banner stands
avoiding printing event documents such as delegate packs or agendas wherever possible
distributing online feedback surveys rather than printed forms
providing existing marketing materials and showing case studies instead of creating new printed materials, reusable USB sticks given to delegates rather than goodie bags
recycling delegate badges for future use
minimise the use of promotional material and delegate bags
gadgets and gifts should be produced with sustainable materials
consider using and giving local products

To sum up: Start with the transfer to and from the event, then with accommodation and local transport. For the event use spaces that consume as little energy as possible. Rent material for the event, unless you will reuse it at future events. Buy and use material for recycling or use recycled material. Lower the number of printed materials. Use tap water and reduce the use of single plastics. You can also give the guests some eco-friendly presents (glass water bottle, recycled paper note, cloth bag or recycled bag, local seeds for planting, planting a tree for the event etc.).

PROS/CONS of the action

Pros:

helping local suppliers
lower costs of the event
less work with organizing the event

Cons:

more time spent for traveling (more time on the road)
a limited number of stores that rent out material for events

Certified

Not Certified

Link to useful sources

Green Meeting Checklist. https://1yfd8w35xqq41q3ou63czp8h-wpengine.netdna-ssl.com

A guide to running green meetings and events https://d3otexg1kysjv4.cloudfront.net