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Sustainability is now a strategic priority for many public and private sector organizations around the world. So, it is natural that sustainability thinking is extending into events of all types.

From companywide carbon emissions reduction targets to reducing unneeded business travel—sustainability is becoming more than the last topic of discussion during C-suite meetings, but a major item of concern. Still, when it comes to events, there’s been scarcely little to report. But not for long.

Sustainability & Your Events Program

Felicia Asiedu, senior manager, Europe Marketing for Cvent, recently spoke about how meeting and event professionals can get started with a sustainability action plan.

“Every game plan starts with an assessment of where you are now and what goals already exist across your company and department. If your organization has a sustainability mandate in place, is the meetings program contributing to specific goals and targets? Does your team have sustainability KPIs and how are they being tracked? What data are you collecting that supports those KPIs and what data do you need coming in that would show progress?”

As planners, the key is to champion these efforts within their teams and work to find out where their meetings and events sit within an organization’s sustainability journey. Once that has been achieved, they can create a sustainability lifecycle of an event and pinpoint areas where spend can be tracked and climate-positive decisions will have the most impact.

How a Centralized System can Help Increase Your Sustainability

The foundation for a sustainable events program is a centralized system—this way, planners can share guidance with other stakeholders within the organization, set approvals or smarter decision-making policies and track both carbon offset purchases and spend sustainable venues and suppliers.

By sourcing venues and suppliers through one central system, you can earmark environmentally conscious venues who prioritize sustainability. Additionally, think about how technology can help you reach organizational goals with tools that limit site visits (event diagramming) and the functionality to identify venues in close proximity to public transportation or within walking distance from certain hotels.

Technology is Just the Beginning

The fact is, you can put the most cutting-edge tech in place, but the real driver of an effective sustainability game plan is behavioral change across the organization.

One way to do this would be by putting some simple conditions in place. For example, initiating a policy that would require that eRFPs are always sent to at least one venue with proven sustainability credentials.

Another example? Ditch the paper. Mobile event apps and onsite tools have come a long way, essentially eliminating the need for business cards and brochures. Mobile event apps mobile app and badging that’s biodegradable or recyclable go a long way.

When attendees arrive at your event, instead of having all the paper badges already printed, use technology for instant printing, reducing waste. 

Attendees and Your Sustainability Game Plan

Your attendees have shown great interest in sustainability as well. And they are a major factor in the success or failure of your efforts. Involving and influencing event attendee behavior can help to drive action and meet goals.

For example, by capturing attendee arrival and departure dates and times, it could allow for organized group transportation. Or, by asking attendees to register for their meals, planners could get a more accurate food and beverage estimate in order to avoid excess waste.

Communication with your attendees is key. Organizations with a clear, focused sustainability plan can empower and influence others. That can range from offering housing in eco-friendly hotels or offering virtual event opportunities.

Conclusion

Ready to take your first steps? Begin by drawing on all the knowledge and resources available and don’t be afraid to ask for help from venues, suppliers or industry associations like MPI.  

It can feel overwhelming at first, so start with small things or where you can have the most influence. Create a list and set goals against them. It will help to get your game plan up and running and you can develop it from there.

To learn more about sustainability and events, we invite you to view Cvent’s on-demand webinar, “What’s Your Sustainability Gameplan for Your Events?”