The Ultimate Checklist for Running a Sustainable Event: A Deep Dive

Embarking on the journey of organising a sustainable event is a noble cause, filled with opportunities to make a positive impact. Here’s an enriched guide that aims to fill in a few gaps, providing you with a robust framework to host an event that's not just memorable but also kind to our planet.

Before the Event: Planning with Purpose

1. Choose a Sustainable Venue:

• LEED Certification in Australia: While LEED (Leadership in Energy and Environmental Design) is a globally recognised certification, Australia has its own Green Building Council of Australia (GBCA) which offers a Green Star rating system, similar to LEED. Look for venues with a Green Star rating to ensure they meet high environmental performance standards.

• Venue Sustainability Features: Seek out venues that utilise solar panels, water recycling systems, and have a strong policy on waste management. The Melbourne Convention and Exhibition Centre, for example, is renowned for its sustainable design and operations.

2. Engage Eco-conscious Vendors:

• Reducing Transport Emissions: Partner with local suppliers to minimise the carbon footprint associated with transporting goods to your event. Transport emissions refer to the greenhouse gases emitted by vehicles delivering supplies to your venue. Choosing local suppliers not only reduces these emissions but also supports the local economy.

• Vendor Selection: Look for suppliers who prioritise sustainability in their operations, such as those who use biodegradable packaging or operate with a carbon-neutral certification. A good example of this is Terra Tag, who’s operation is designed around a 3R philosophy which practices sustainable sourcing, waste reduction, energy efficiency, water conservation. Ensure you look for an eco policy from potential vendors.

3. Eco-friendly Event Supplies:

• Digital Alternatives: Embrace digital ticketing and event apps to eliminate paper waste. For instance, platforms like Eventbrite offer digital ticketing solutions suitable for events of all sizes.

• Terra Tag for Sustainable Badging: Opt for Terra Tag’s innovative badges made from materials like recycled paper or seed-infused paper. These badges not only reduce waste but also promote sustainability awareness among attendees.

4. Sustainable Event Policy:

• Creating Your Policy: A sustainable event policy should outline your commitment to environmental protection, detail your sustainability goals, and describe the practices you'll implement to achieve these goals. This might include waste reduction targets, energy use guidelines, and diversity and inclusion initiatives.

• Communicating Your Policy: Share your policy with all stakeholders via your event website, social media channels, and in your event materials. Ensure your vendors and partners are aware of and agree to adhere to your policy. Consider including a summary of your policy in attendee welcome packs or event apps.

During the Event: Implementation and Engagement

5. Waste Reduction Strategies:

• Implementation: Set up well-labelled recycling and composting stations throughout the venue. Educate your attendees on proper waste disposal with signage and announcements.

6. Sustainable Catering:

• Menu Planning: Work with caterers to create menus that feature seasonal, locally-sourced food. Discuss options for donating unused food to local charities or food banks to avoid waste.

7. Eco-friendly Transportation:

• Promoting Sustainable Travel: Encourage attendees to use public transport, cycle, or carpool. Provide information on your event website about public transport options, bike hire services, and carpooling platforms. For example, platforms like RideShare in Australia can facilitate carpooling arrangements for your attendees.

8. Minimise Energy Use:

• Energy Conservation Measures: Ensure that all event spaces utilise energy-efficient lighting and equipment. Arrange for spaces not in use to have lights and equipment turned off to conserve energy.

9. Engage Attendees in Sustainability:

• Educational Opportunities: Offer workshops or sessions on sustainability topics. Use Terra Tag badges with QR codes that educate guests on recycling and environmentally friendly products.

After the Event: Reflection and Growth

10. Measure Your Impact:

• Carbon Footprint Calculation: Utilise tools like the Carbon Footprint Calculator to estimate the environmental impact of your event. This can help you understand areas for improvement for future events.

11. Feedback and Improvement:

• Gathering Insights: Use surveys or feedback forms to understand attendee perceptions of your sustainability efforts. This feedback can guide your planning for future events, allowing you to enhance your sustainability practices.

12. Share Your Success:

• Storytelling: Document your sustainable event practices and share your successes and learnings through blog posts, case studies, and presentations. This not only showcases your commitment to sustainability but also encourages others in the industry to adopt similar practices.

By addressing these detailed aspects, your sustainable event will not only be a beacon of environmental responsibility but also a model for others to follow. Remember, every step towards sustainability makes a difference. With careful planning, clear communication, and a commitment to continuous improvement, your event can lead the way in fostering a more sustainable future.