Environmental sustainability has become a cornerstone of corporate responsibility, and corporate event planning is also undergoing a significant transformation. Businesses are now expected to lead the charge in hosting events that are not only impressive and engaging, but also respectful and nurturing of our planet. Sustainable events are important to us at Entire Productions and while we’re constantly being educated, there’s always more to learn.
This guide offers a look into the world of sustainable corporate event planning, providing key insights and strategies for businesses committed to making a positive environmental impact.
Why sustainable events matter
Melanie Mercier, an expert in experiential marketing events based in San Francisco (and one of our consultants), points out a pivotal shift in the events industry towards sustainability. This trend reflects a broader societal acknowledgment of the urgent need to address climate change and its impacts. According to research from Shift Carbon, the events industry contributes to global greenhouse gas emissions, with factors such as venue energy consumption, attendee travel, and food waste being major contributors. Mercier stresses the importance of not only recognizing these impacts, but also becoming climate literate and taking proactive, meaningful actions to reduce them.
Sustainable corporate events offer a plethora of benefits that extend beyond mere environmental stewardship. On a social level, they showcase a company’s commitment to ethical practices, bolstering its image and strengthening its bond with customers and employees. Economically, contrary to common misconceptions, sustainable events can lead to significant cost savings through efficient resource utilization and waste reduction, and can attract a rapidly growing market of environmentally conscious clients.
As the Society of Sustainable Events said in a recent newsletter, “When efficiencies are implemented, venues and clients save money; we need to tout the cost savings of eliminating printed materials, using less electricity, foregoing disposable booth decor, signage.”
How to increase your event’s sustainability footprint
Cristina Calvo, CEO of Green My Experience advises companies to begin their sustainable event planning journey with clear, measurable goals. Whether the aim is to reduce carbon emissions, minimize waste generation, or promote local and ethical sourcing, these goals provide a critical framework for decision making and measuring success. Calvo, a leader in sustainability consulting, emphasizes the importance of not just setting these goals but also implementing practical steps and monitoring progress towards achieving them. Here are ways to do that.
Venue: The venue selection is a crucial element in sustainable event planning. Venues with sustainability certifications, such as LEED (Leadership in Energy and Environmental Design), offer a solid foundation for a green event. These venues are often equipped with features like energy-efficient lighting, robust waste management systems, and are typically located in areas with accessible public transportation, all of which play a significant role in reducing the event’s overall environmental footprint.
Materials: The choice of materials used in corporate events speaks volumes about a company’s commitment to sustainability. From digital invitations and recycled materials for décor to avoiding single-use plastics, every element should be carefully considered to minimize environmental impact. Companies should also look towards sustainable alternatives for event swag, such as eco-friendly or locally made products, to further reinforce their commitment to the environment.
Transportation: Transportation to and from the event constitutes a significant portion of its carbon footprint. Encouraging attendees to use public transportation, facilitating carpooling, or providing incentives for using eco-friendly travel methods can substantially reduce this impact. Similarly, catering choices have a profound effect on the event’s sustainability. Opting for locally sourced, organic foods not only reduces food miles but also supports local economies and promotes healthier, more sustainable eating habits among attendees.
Energy: Managing energy consumption is a key aspect of sustainable event planning. This involves using energy-efficient technologies, such as LED lighting, and adopting smart energy practices like optimizing heating and cooling systems. Waste management is another critical area, where effective strategies for recycling, composting, and minimizing overall waste generation are essential in reducing the event’s environmental impact.
The big picture
A truly sustainable event serves not just as a gathering, but also as a platform for education and engagement. Informing attendees about the sustainability efforts being made, involving them in eco-friendly practices, and inspiring them to adopt similar measures in their personal and professional lives can amplify the positive impact of the event.
Post-event, it is crucial to analyze and report on the event’s environmental impact. This involves calculating its carbon footprint, assessing waste diversion rates, and openly sharing both the successes and challenges faced. Such transparency not only holds the company accountable but also sets a benchmark for future events and inspires others in the industry to follow suit.
After the event, reflecting on its success in meeting sustainability goals and gathering feedback from attendees and vendors is vital. This feedback provides invaluable insights for future improvements, helping to refine and enhance sustainability practices for subsequent events.
As this article illustrates, the journey to hosting a sustainable corporate event involves a comprehensive approach that encompasses everything from initial planning to post-event reflection. By embracing these practices, companies not only contribute to a more sustainable future but also position themselves as forward-thinking, responsible leaders in their industry. In today’s world, where the impact of our choices has never been more pronounced, committing to sustainable corporate event planning is not just an option–it’s an imperative.