Channel Your Inner Attenborough: A Checklist for Green Events
Importance of Sustainable Events
We've all seen how recent social and economic challenges have shone a spotlight on purpose-driven business. Companies are realising that solving human problems is crucial for business success, and that thriving in the long run depends on recognising this interdependence. Now, more than ever, businesses need the right tools to rethink their approach to new ideas and projects, ensuring they can weather future disruptions.
One significant way companies can demonstrate their commitment to these for-purpose initiatives is by organising sustainable events. As awareness of environmental issues grows, sustainable events are becoming increasingly important. They help reduce the negative impact on the environment, promote eco-friendly practices, and set a positive example for attendees and other event planners.
By hosting sustainable events, companies not only contribute to broader environmental conservation goals, but they showcase their dedication to sustainability, reinforcing their role as responsible and forward-thinking entities.
Benefits for the Environment and Community
Environmental Benefits:
Reduced Carbon Footprint: Sustainable events minimise greenhouse gas emissions through careful planning and execution.
Waste Reduction: Implementing zero-waste strategies reduces the amount of waste sent to landfill.
Conservation of Resources: Using eco-friendly materials and practices helps conserve natural resources.
Community Benefits:
Enhanced Reputation: Hosting sustainable events enhances the reputation of both the organisers and the participants as environmentally conscious entities.
Economic Benefits: Supporting local and sustainable businesses can boost the local economy and create job opportunities.
Educational Opportunities: Sustainable events provide a platform to educate attendees about the importance of sustainability and inspire them to adopt eco-friendly practices in their own lives.
Key Objectives of the Guide
Practicality: Provide actionable tips that are easy to implement.
Relevance: Focus on strategies that are applicable to Australian events.
Comprehensiveness: Cover all aspects of event planning, from initial concept to post-event actions.
Resourcefulness: Offer a list of resources, including suppliers, tools, and additional reading, to support planners in their sustainability efforts.
The Role of Event Planners
Event planners play an important role in promoting sustainability by integrating eco-friendly practices into their events. The goal of this guide is to empower planners with the knowledge and resources needed to make sustainable choices that benefit both the environment and the community.
Green Event Checklist
Initial Planning
Planning a sustainable event starts with setting clear sustainability goals. Begin by asking yourself: what do you want to achieve in terms of environmental impact? Are you aiming for zero waste, reduced carbon emissions, or supporting local, eco-friendly businesses?
☑️ Research Green Venues
Choosing the right venue is a big step towards achieving your sustainability goals. Look for venues that have their own sustainability practices in place, such as:
energy-efficient lighting
waste reduction programs
eco-friendly certifications
☑️ Establish a Budget for Sustainable Choices
It’s important to allocate part of your budget specifically for sustainable options. While some eco-friendly choices might seem more expensive upfront, they often lead to cost savings in other areas and definitely pay off in terms of environmental impact and brand reputation.
☑️ Create a Detailed Plan
Outline all aspects of your event, including transportation, catering, materials, and waste management, with sustainability in mind. Break down each area and consider how you can incorporate eco-friendly practices.
☑️ Engage Stakeholders Early
Communicate your sustainability goals to all stakeholders, including vendors, sponsors, and attendees. Early engagement ensures everyone is on the same page and committed to making the event as green as possible.
☑️ Measure Success
Decide on the metrics you’ll use to measure the success of your sustainability efforts. This could include the amount of waste diverted from landfills, the reduction in carbon emissions, or the number of local suppliers used.
2. Vendor Selection
Selecting the right vendors is crucial for the success of your sustainable event. By partnering with vendors who share your commitment to sustainability, you can significantly reduce the environmental impact of your event.
Checklist: Vendor Selection
☑️ Prioritise eco-friendly vendors
☑️ Ask about vendors' sustainability practices
☑️ Look for certifications (e.g., Fair Trade, organic, LEED, GBCA, Green Star, B Corp)
☑️ Consider local vendors to reduce transportation emissions
☑️ Evaluate vendors' waste management policies
☑️ Ensure vendors use sustainable materials
Prioritise Eco-Friendly Vendors
Start by researching and prioritising vendors who have a clear commitment to sustainability. Look for those who use eco-friendly materials, have waste reduction policies, and practice energy efficiency.
Ask the Right Questions
When contacting potential vendors, ask about their sustainability practices. Questions could include:
What eco-friendly materials do you use?
How do you manage waste?
Do you have any sustainability certifications?
Certifications to Look For
Find vendors with recognised certifications. In Australia, important certifications include:
Local Vendors
Consider using local vendors whenever possible. This reduces transportation emissions and supports the local economy. Plus, local vendors are often more willing to collaborate on sustainable practices.
Waste Management Policies
Ensure that your vendors have robust waste management policies. This includes recycling, composting, and reducing single-use plastics.
Sustainable Materials
Verify that your vendors use sustainable materials. For instance, caterers can use biodegradable tableware, while decorators can opt for reusable or recyclable decorations.
3. Sustainable Materials and Supplies
Using sustainable materials and supplies is essential for reducing the environmental impact of your event. Here’s a checklist to help you make eco-friendly choices:
Checklist: Sustainable Materials and Supplies
☑️ Choose eco-friendly name badges and lanyards
☑️ Opt for reusable or biodegradable tableware
☑️ Select sustainable decoration options
☑️ Use recycled or FSC-certified paper for printed materials
☑️ Source locally produced and organic products
Eco-Friendly Name Badges and Lanyards
Start with name badges and lanyards that are made from sustainable materials. Terra Tag offers an excellent selection of eco-friendly options crafted from recycled or seed-infused paper.
Reusable or Biodegradable Tableware
Choose tableware that can be reused or is biodegradable. Avoid single-use plastics and opt for items made from materials like bamboo, compostable plant-based plastics, or reusable metal.
Sustainable Decoration Options
Decorations can be both beautiful and sustainable. Consider using items that are reusable, recyclable, or made from natural materials. Potted plants, fabric banners, and recycled paper decorations are great choices.
Recycled or FSC-Certified Paper
For any printed materials, use recycled paper or paper certified by the Forest Stewardship Council (FSC). This ensures that the paper comes from responsibly managed forests.
Locally Produced and Organic Products
Sourcing products locally not only reduces transportation emissions but also supports the local economy. Look for organic products to ensure that they are produced without harmful chemicals.
4. Waste Management
Effective waste management is crucial for reducing the environmental impact of your event. Here’s a checklist to ensure you manage waste sustainably:
Checklist: Waste Management
☑️ Implement a zero-waste plan
☑️ Provide clearly marked recycling stations
☑️ Partner with a waste management company
☑️ Use compostable materials
☑️ Educate attendees on waste separation
Implement a Zero-Waste Plan
Start by aiming to send as little waste to landfill as possible. Plan ahead to identify areas where you can reduce waste, reuse materials, and recycle efficiently.
Provide Clearly Marked Recycling Stations
Place recycling stations around your event venue and make sure they are clearly marked. This encourages attendees to dispose of their waste correctly.
Partner with a Waste Management Company
Collaborate with a waste management company that specialises in event waste. They can provide bins, collection services, and advice on how to manage waste effectively.
Use Compostable Materials
Whenever possible, use materials that can be composted, such as compostable plates, cutlery, and food waste. Ensure you have compost bins available for disposal.
Educate Attendees on Waste Separation
Make sure attendees know how to dispose of their waste properly. Use signage and announcements to educate them on the importance of separating recyclables, compostables, and general waste.
5. Transportation
Transportation can significantly impact the carbon footprint of your event. Here's a checklist to help you make eco-friendly transportation choices:
Checklist: Transportation
☑️ Encourage public transport, carpooling, and cycling
☑️ Provide incentives for green travel
☑️ Offer shuttle services
☑️ Offset carbon footprint
☑️ Use eco-friendly vehicles for event logistics
Encourage Public Transport, Carpooling, and Cycling
Promote the use of public transport, carpooling, and cycling to your attendees. Provide information on public transport routes and nearby bike racks.
Provide Incentives for Green Travel
Offer incentives such as discounts or rewards for attendees who use eco-friendly transportation options. This can increase participation and reduce your event’s carbon footprint.
Offer Shuttle Services
If your event location is not easily accessible by public transport, consider providing shuttle services from key locations. Use eco-friendly vehicles where possible.
Offset Carbon Footprint
Calculate the carbon emissions from transportation and offset them by investing in environmental projects such as tree planting or renewable energy initiatives.
Use Eco-Friendly Vehicles for Event Logistics
For any transportation needs related to event logistics, such as moving equipment and supplies, use electric or hybrid vehicles to minimise emissions.
6. Food and Beverage
Food and beverage choices can significantly impact the sustainability of your event. Here’s a checklist to guide you in making eco-friendly decisions:
Checklist: Food and Beverage
☑️ Choose local and organic caterers
☑️ Avoid single-use plastics
☑️ Plan for food waste reduction
☑️ Offer plant-based options
☑️ Source seasonal and sustainable ingredients
Choose Local and Organic Caterers
Select caterers who use locally sourced and organic ingredients. This supports local farmers and reduces the carbon footprint associated with transporting food.
Avoid Single-Use Plastics
Minimise or eliminate the use of single-use plastics by opting for reusable, compostable, or biodegradable alternatives for plates, cups, and cutlery.
Plan for Food Waste Reduction
Implement strategies to reduce food waste, such as accurate portion planning and partnering with food rescue organisations to donate leftovers.
Offer Plant-Based Options
Include a variety of plant-based menu options. Plant-based foods generally have a lower environmental impact compared to animal-based products.
Source Seasonal and Sustainable Ingredients
Choose ingredients that are in season and sustainably sourced. This ensures fresher produce and supports sustainable farming practices.
7. Communication and Engagement
Effective communication and engagement are key to ensuring the success of your sustainable event. Here’s a checklist to help you engage your attendees and promote your sustainability efforts:
Checklist: Communication and Engagement
☑️ Promote your sustainability efforts
☑️ Educate attendees on green practices
☑️ Use digital tools to reduce paper use
☑️ Engage on social media
☑️ Provide feedback opportunities
Promote Your Sustainability Efforts
Highlight your event’s sustainability initiatives in all communications. Use your website, emails, and promotional materials to inform attendees about the green practices you’re implementing.
Educate Attendees on Green Practices
Provide information on how attendees can participate in sustainability efforts. This can include tips on recycling, reducing waste, and using public transportation.
Use Digital Tools to Reduce Paper Use
Minimise the use of printed materials by leveraging digital tools such as event apps, e-tickets, and online brochures. This reduces paper waste and makes information easily accessible.
Engage on Social Media
Use social media platforms to share your sustainability journey. Post updates, behind-the-scenes content, and tips for attendees to engage with your green initiatives.
Provide Feedback Opportunities
Create channels for attendees to provide feedback on your sustainability efforts. This can help you identify areas for improvement and demonstrate your commitment to continuous enhancement.
8. Post-Event Actions
Post-event actions are crucial for evaluating the success of your sustainable event and identifying areas for improvement. Here’s a checklist to guide your post-event activities:
Checklist: Post-Event Actions
☑️ Measure and report on sustainability metrics
☑️ Gather feedback from attendees
☑️ Share success stories and lessons learned
☑️ Plan for continuous improvement
☑️ Recognise and thank eco-friendly partners and vendors
Measure and Report on Sustainability Metrics
Collect data on your event’s environmental impact, such as waste reduction, carbon emissions, and energy consumption. Share these metrics in a post-event report to demonstrate your commitment to sustainability.
Gather Feedback from Attendees
Solicit feedback from attendees about your sustainability efforts. Use surveys and feedback forms to gather insights and suggestions for future improvements.
Share Success Stories and Lessons Learned
Highlight your event’s sustainability achievements and share lessons learned with your team and stakeholders. This can inspire others and help refine your strategies for future events.
Plan for Continuous Improvement
Use the feedback and data collected to identify areas for improvement. Develop a plan to enhance your sustainability practices for future events.
Recognise and Thank Eco-Friendly Partners and Vendors
Acknowledge the contributions of your eco-friendly partners and vendors. Publicly thanking them reinforces your commitment to sustainability and builds strong, supportive relationships.
