How to Plan a Sustainable Conference: A Checklist for Eco-friendly Events

Conferences are a cornerstone of professional networking, learning, and collaboration. However, with the increasing environmental impact of large-scale events, there's growing awareness about the importance of planning sustainable conferences. An eco-friendly conference not only reduces waste and energy consumption but also helps create a positive reputation for your organization by demonstrating your commitment to the planet.

Planning a sustainable conference requires thoughtful decisions across every stage of the event---before, during, and after. This guide offers a step-by-step checklist to help you organize an eco-friendly event that minimizes its environmental impact.

Set Clear Sustainability Goals

The first step in planning an eco-friendly conference is defining what sustainability means for your event. Sustainable practices can encompass a variety of areas, including waste reduction, energy efficiency, transportation, food sourcing, and materials use. Start by setting clear, measurable sustainability goals. Here are some examples:

• Zero waste: Aim to reduce or eliminate waste by encouraging recycling and composting, and minimizing single-use items.
• Carbon neutral: Offset the event's carbon emissions through carbon credits or by promoting low-carbon transportation.
• Local sourcing: Commit to using local suppliers for food, decorations, and merchandise to reduce the carbon footprint associated with long-distance transportation.
• Sustainable venue: Choose a venue that follows green building practices and holds certifications for sustainability.

Ensure your team is aligned with these goals, and use them as a guide to making all decisions throughout the planning process.

Choose a Sustainable Venue

Selecting the right venue is one of the most important decisions you'll make when planning a sustainable conference. The venue should not only be large enough to accommodate your attendees but also demonstrate eco-friendly practices. Here's what to look for:

A. Energy Efficiency

• LED Lighting: Ensure that the venue uses energy-efficient lighting, such as LEDs, to reduce electricity consumption.
• Energy Sources: Verify whether the venue uses renewable energy sources like solar or wind power.

B. Water Conservation

• Look for venues that have water-saving systems, such as low-flow faucets and toilets, or offer initiatives like water refill stations.

C. Waste Management

• Choose venues that provide proper waste separation and composting options, and inquire about their recycling and disposal processes.
• Check if they have a plan in place to minimize the use of disposable items like plastic cutlery, plates, and bottled water.

D. Accessibility

• Opt for a venue that is easily accessible by public transport to minimize the need for individual car travel, reducing the overall carbon footprint of your attendees.

Use Eco-friendly Materials

Materials are one of the largest contributors to waste in conferences. The good news is that there are plenty of ways to reduce material waste through eco-friendly alternatives.

A. Event Registration and Tickets

• Go paperless by using digital ticketing and registration forms. Use apps or QR codes for check-ins, which reduces the need for printed materials.
• Consider using a mobile event app to provide schedules, speaker bios, and session information, eliminating the need for printed programs.

B. Decorations

• Opt for reusable or biodegradable materials for decorations. For example, instead of using disposable tablecloths and balloons, consider fabric banners, potted plants, or reusable signage.
• Reduce printed materials such as banners, posters, and flyers. If necessary, use recycled or sustainably sourced paper.

C. Promotional Materials and Swag

• Avoid handing out unnecessary promotional items. Instead, focus on useful and sustainable products such as reusable water bottles, tote bags made from organic cotton, or recycled notebooks.
• Consider a "no swag" policy or offer digital swag bags that contain e-books, exclusive access, or online courses rather than physical items.

Choose Sustainable Catering Options

Food and beverages are another area where conferences can have a significant environmental impact. Sustainable catering involves both sourcing food responsibly and minimizing waste.

A. Local and Seasonal Sourcing

• Choose a caterer who sources food locally and seasonally, which helps reduce the environmental impact of transportation and supports local farmers.
• Minimize the use of meat-heavy dishes, as the production of plant-based food generally has a lower carbon footprint.

B. Minimize Single-Use Items

• Request that the caterer uses reusable or compostable plates, cups, and cutlery instead of single-use plastics.
• Avoid bottled water by providing refillable water stations with cups or providing reusable water bottles to attendees.

C. Food Waste Management

• Work with your catering team to plan portion sizes carefully to reduce food waste.
• After the event, donate any leftover food to local shelters or food banks. Make sure to check local laws to ensure food donation is safe and legal in your area.

Encourage Sustainable Travel

Transportation to and from the conference is a significant contributor to the overall carbon footprint of an event. By encouraging sustainable travel options, you can reduce the environmental impact of your conference.

A. Public Transport and Carpooling

• Provide information to attendees on the best public transport options, such as buses, trains, or subways, and offer shuttle services from key transportation hubs to the venue.
• Encourage carpooling and offer incentives for attendees who share rides.

B. Carbon Offsetting

• Offset the carbon emissions generated by your event by purchasing carbon credits. This could cover emissions from travel, energy consumption, and waste.
• Encourage attendees to also consider offsetting their travel emissions individually by providing resources or suggesting offset programs.

C. Virtual Participation

• If applicable, offer virtual attendance options for people who cannot attend in person, reducing the need for travel entirely.

Implement Green Event Practices During the Conference

During the event itself, it's essential to keep sustainability at the forefront of every operation.

A. Reduce Energy Consumption

• Use natural light wherever possible, and keep lighting and AV equipment turned off when not in use.
• Utilize energy-efficient event technology such as low-energy sound systems and projectors.

B. Waste Management and Recycling

• Set up clearly marked bins for recycling, composting, and general waste in convenient locations throughout the venue.
• Regularly monitor and empty the bins to prevent overflow and ensure proper sorting.
• Minimize disposable items and encourage the use of reusable materials.

C. Sustainable Merchandise

• If you must have merchandise for your conference, ensure that it is made from sustainable materials and can be reused or recycled after the event.

Evaluate the Event's Sustainability Post-Conference

Once the event is over, it's crucial to assess how successful your sustainability efforts were. This will help you make improvements for future events.

A. Assess Waste and Energy Use

• Track the amount of waste generated and how much of it was recycled or composted.
• Evaluate the energy usage of the event and whether there were any unexpected spikes in consumption.

B. Survey Attendees for Feedback

• Send out surveys to attendees asking for feedback on the sustainability practices of the event. Did they appreciate the effort to reduce waste and energy consumption? What improvements would they suggest?

C. Report on Sustainability Achievements

• Create a sustainability report that outlines the steps you took, the positive impacts you made, and any areas for improvement. Share this report with your stakeholders, sponsors, and attendees to show your commitment to eco-friendly practices.

Conclusion

Planning a sustainable conference requires effort, but the rewards are worth it. Not only will you minimize the environmental impact of your event, but you'll also inspire others in your industry to take action. By following this checklist and implementing eco-friendly practices, you can create an event that supports both professional goals and environmental stewardship. Sustainability is no longer just a trend; it's a necessary shift that benefits everyone.

View Product