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Sustainability in Event Management

In the face of urgent global challenges such as climate change and resource depletion, the events industry has a distinct chance to set a positive example. We explore different ways sustainable event management can have a positive impact.

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Sustainability in Event Management

In the face of urgent global challenges such as climate change and resource depletion, the events industry has a distinct chance to set a positive example. We explore different ways sustainable event management can have a positive impact.

Through the adoption of sustainable practices, event organisers can significantly reduce their ecological footprint, make a positive difference in the communities they serve, and even achieve long-term cost savings.

Table of contents

Sustainable Events: Why Should You Care?

With environmental concerns taking centre stage in global discussions, the importance of incorporating sustainability into all aspects of life, including event management, cannot be emphasised enough. Organising events with a focus on sustainability involves taking proactive measures to minimise the environmental footprint that comes with gatherings of any scale. But what is the importance of prioritising sustainability for event organisers and participants?

Environmental Impact Reduction

The impact of events on the environment can be significant, considering factors such as energy consumption, waste generation, and transportation emissions. Embracing sustainable practices enables organisers to minimise their impact, conserving natural resources and reducing pollution.

Social Responsibility

Through a focus on inclusivity, diversity, and community engagement, sustainable events create an atmosphere of belonging and connection among participants. In addition, they offer chances to bolster local economies and advocate for ethical business practices.

Cost Savings

Incorporating sustainable practices frequently results in significant cost savings for event organisers in the long run. By implementing energy-efficient technologies, waste reduction strategies, and streamlined logistics, events can be made more sustainable, resulting in reduced operational expenses and increased resource efficiency.


What Are Sustainable Events and Their Standards?

Organising events with a focus on sustainability involves a fundamental change in how they are managed. The goal is to reduce any harmful effects on the environment, society, and the economy, while also maximising the benefits for everyone involved. Therefore, it is important to understand the criteria that determine a sustainable event and the guidelines that govern its execution.

Defining Sustainable Events

Sustainable events, also known as green events or eco-friendly events, are gatherings or functions that prioritise environmental, social, and economic responsibility throughout the planning, execution, and aftermath stages. These events aim to limit negative impacts on the planet, promote social equity, and support local economies.

Standards and Guidelines

Several organisations and initiatives have created standards and guidelines to assist in defining and evaluating sustainability in event planning and management. These standards offer guidelines for evaluating sustainability performance, recognising exemplary practices, and tracking progress over time.

ISO 20121

ISO 20121 is a standard that focuses on the management of event sustainability. It provides guidelines and requirements for event organisers to ensure that their events are conducted in an environmentally responsible manner. By implementing ISO 20121, event organisers can effectively manage the environmental impacts of their events and contribute to a more sustainable future.

The Global Reporting Initiative (GRI) Event Organisers Sector Supplement

The Global Reporting Initiative (GRI) Event Organisers Sector Supplement offers specialised guidance designed specifically for the events industry. It provides a comprehensive overview of the sustainability indicators and reporting obligations that event organisers must meet in order to disclose their environmental, social, and economic impacts.


Exploring the Benefits of Sustainable Events

While sustainability is commonly linked to environmental and social factors, organising sustainable events can also bring about substantial economic advantages. Recognising and utilising these advantages can serve as a strong motivation for event planners to embrace eco-friendly practices. Below, we have listed a few ways that organising eco-friendly events can bring about economic benefits.

Saving Money

By reducing energy use, water usage, and trash generation, event organisers can drastically lower utility bills, waste disposal fees, and other operating expenses. For instance, installing HVAC and lighting systems that use less energy can result in substantial savings on electricity bills over time.

Building a positive brand image

Green event planning and hosting can do wonders for a company’s image and standing in the marketplace. Companies and products that put social and environmental responsibility first are becoming more popular among consumers. Organisers of green events can increase their market share and customer loyalty by emphasising their commitment to sustainability and attracting eco-conscious attendees, sponsors, and partners.

Securing Sponsorship and Investment

In order to attract more sponsors, companies could consider holding events with a sustainability focus. This will allow them to connect with environmental and social issues in a meaningful way. More and more, businesses are looking for effective ways to promote environmentally friendly practices and demonstrate their CSR commitment. Sponsors and investors that place an emphasis on environmental concern can be attracted to events that include sustainability components in their sponsorship packages.

Strengthening the Economy

Events help to enhance local economies by drawing attendees, vendors, and suppliers, resulting in higher spending on lodging, food, transportation, and leisure activities. This increase in visitors has the potential to considerably benefit local businesses, create jobs, and promote economic development in the host area. Embracing circular economy concepts, which emphasise efficient resource use, reuse, and recycling, can increase these positive economic effects while eliminating environmental harm.


Addressing Food Waste and Sustainable Catering Options

Food waste is a major concern that has far-reaching impacts on the environment, society, and our efforts to conserve resources, address hunger, and reduce greenhouse gas emissions.

Organising events with a focus on sustainability means taking steps to reduce food waste and choosing environmentally-friendly catering options that prioritise social responsibility. Below, we have listed some effective strategies for tackling food waste and incorporating sustainable catering choices into events.

Efficient menu planning and careful portion control

Efficient menu planning entails working with catering partners to develop menus that reduce food waste and emphasise the use of seasonal, locally produced items. Offering a variety of portion sizes and menu selections appeals to different dietary needs and helps to prevent overordering. Implementing portion control techniques, such as using buffet attendants or pre-portioned meals, can help to prevent food wastage during meal service.

Managing Food Donation and Recovery

Collaborations with local food banks, shelters, or community organisations promote the donation of excess food and the reduction of food waste. Food recovery programmes efficiently collect extra food from events and deliver it to those in need. Working together with catering workers and volunteers ensures that excess food is handled safely and responsibly, while adhering to food safety norms and regulations.

Managing Composting and Organic Waste

Composting programs are established to redirect food scraps and organic waste away from landfills. The implementation of separate bins or composting stations for food waste collection during events is considered essential. Collaboration with waste management partners is ensured to guarantee correct composting and recycling practices.

Responsible Sourcing and Procurement

Responsible sourcing and procurement are the practices of procuring goods and services in an ethical manner while taking into account the environmental, social, and economic implications of the supply chain. This strategy entails choosing suppliers and vendors who value sustainability, fair labour standards, and ethical sourcing methods. It also requires evaluating the environmental impact of products and resources, reducing waste, and promoting local economies whenever possible. Organisations that use responsible sourcing and procurement strategies can contribute to positive social and environmental results while protecting the integrity of their supply chains.

Eco-friendly Packaging and Serveware

Eco-friendly packaging and serveware are materials and products that have been developed to have as little environmental impact as possible throughout their life cycle. These items are often created from sustainable, renewable, or recycled materials and are biodegradable or compostable after usage. Eco-friendly packaging and serveware attempt to reduce waste, conserve natural resources, and lower carbon emissions from manufacture and disposal. Businesses and consumers can help to promote environmental sustainability and reduce the harmful effects of traditional packaging and serveware on the environment by choosing eco-friendly alternatives.


Educating Attendees on Sustainable Behaviour and Practices

Events offer a unique opportunity to educate and inspire attendees to embrace sustainable practices. Whether it’s a conference, festival, or corporate gathering, events bring people together and provide a platform to raise awareness about environmental issues and showcase innovative solutions.

  1. Workshops and Presentations: Hosting workshops and presentations on sustainability topics such as recycling, energy conservation, and sustainable transportation can provide attendees with valuable information and practical tips for living more sustainably.
  2. Interactive Activities: Incorporating interactive activities such as eco-friendly product demonstrations, waste sorting challenges, and sustainable cooking demonstrations can engage attendees and encourage hands-on learning.
  3. Informational Materials: Providing informational materials such as digital brochures, flyers, and infographics can serve as valuable resources for attendees to reference after the event and reinforce key sustainability messages.
  4. Virtual Resources: Digital resources such as online webinars, video tutorials, and social media campaigns can reach a wider audience and facilitate ongoing engagement with sustainability topics.

Encouraging Sustainable Practices Beyond the Event

The impact of sustainability education extends far beyond the confines of the event venue. By empowering attendees with the knowledge and tools to make eco-conscious choices in their everyday lives, we can create a ripple effect that leads to positive environmental change on a larger scale.


Measuring and Reporting on the Environmental Footprint of Events

Event organisers have a crucial responsibility in advocating for sustainability and minimising their events’ environmental footprint. Through precise measurements and detailed reporting, event organisers can assess the impact of their activities on the environment, improve their sustainability initiatives, and demonstrate their dedication to preserving the natural world. Metrics like energy consumption, waste generation, water usage, and greenhouse gas emissions offer valuable insights into the environmental impact of events and assist in directing sustainability efforts.

Event organisers can utilise various tools to accurately gauge the environmental impact, including sustainability management software, carbon calculators, and environmental assessment frameworks. These tools enable organisers to gather and analyse data on energy consumption, waste generation, water usage, and greenhouse gas emissions during events. This allows them to evaluate the environmental impact using suitable methodologies and calculation tools.

Examining research findings and pinpointing opportunities for enhancement are crucial stages in executing focused sustainability initiatives. Through the creation of thorough sustainability reports, event organisers can successfully convey the environmental impact of their events to stakeholders, partners, and the general public. These reports should showcase important environmental data, trends, accomplishments, obstacles, and future objectives in a captivating and visually appealing way.

It is important for organisers to set clear goals for enhancing energy efficiency, minimising waste, conserving water, and decreasing greenhouse gas emissions. Promoting collaboration and securing support from all parties involved is crucial in setting goals and developing strategies to achieve sustainability targets.


Case Studies: Successful Implementation of Sustainable Event Practices

Sustainable event practices are gaining traction worldwide as organizations and event organisers recognise the importance of limiting environmental impact and promoting eco-friendly initiatives. Here are some inspiring examples of successful implementation of sustainable event practices in the United Kingdom:

Glastonbury Festival

Glastonbury Festival, a renowned music event in the UK, has long been committed to sustainability and environmental stewardship. The festival has implemented a variety of eco-friendly initiatives, including:

  • Sustainable Energy Sources: Glastonbury Festival harnesses sustainable energy sources such as solar panels, wind turbines, and biodiesel generators to power a significant portion of its electricity needs, reducing reliance on fossil fuels.
  • Waste Management Programs: Extensive waste management programs at the festival include recycling initiatives, composting systems, and waste-to-energy conversion, all aimed at minimising landfill waste and maximising resource recovery.
  • Water Conservation Measures: Glastonbury prioritises water conservation through measures such as waterless toilets, efficient irrigation systems, and reusable water bottle refill stations, helping to reduce water consumption and protect local water resources.

The London Marathon

The London Marathon, a global marathon event, has also made significant strides in promoting sustainability and environmental responsibility. Key sustainability initiatives of the marathon include:

  • Encouraging Sustainable Transportation: Participants and spectators are encouraged to use public transit, cycling, or walking to and from the event, reducing carbon emissions associated with private vehicle use.
  • Waste Reduction Measures: The marathon implements waste reduction measures such as composting, recycling, and donation programs to reduce the amount of waste generated during the event, including food waste, packaging materials, and single-use plastics.
  • Sustainable Procurement Practices: The London Marathon has a focus on sustainable procurement by sourcing environmentally friendly products and services, supporting local suppliers, and minimising the environmental impact of event operations.

The COP26 Climate Summit in Glasgow, Scotland

The COP26 Climate Summit, held in Glasgow, Scotland, exemplified strong leadership in sustainability and climate action. The summit showcased several sustainability initiatives, including:

  • Sustainable Event Catering: COP26 prioritised sustainably sourced food and beverages, opting for locally sourced, seasonal, and organic options to support local farmers and reduce carbon emissions associated with food production and transportation.
  • Promotion of Sustainable Transportation: Delegates were encouraged to use sustainable transportation options such as public transit, walking, and cycling to reduce emissions from travel. The event also provided electric vehicle charging stations and bike-sharing programs to further support sustainable transportation.

The Role of Technology in Sustainable Event Management

Technology provides numerous benefits for sustainable event management, including reducing environmental impact, enhancing efficiency, and improving attendee experience. Below are a few examples that show how technology is changing the way events are planned and executed, making them more memorable.

Optimising Efficiency through Digital Solutions

One of the significant advantages of integrating technology into event management is its ability to streamline operations and reduce resource consumption. By incorporating digital tools such as event management software, project management platforms, and mobile apps, organisers can effectively simplify event planning and coordination. This not only helps to minimise paper waste but also optimises resource allocation.

Promoting a More Sustainable Future through the Power of Data Analytics

Effective data analytics is essential for sustainable event management as it offers valuable insights into resource utilisation, attendee behaviour, and the overall environmental impact. Through the use of data analytics tools, organisers can pinpoint areas that need improvement, monitor their progress towards sustainability objectives, and make informed choices to reduce waste and enhance resource management.

Creating an Interactive Experience for Participants

Interactive technologies like virtual reality (VR), augmented reality (AR), and gamification provide thrilling possibilities for captivating participants and advocating for sustainability. These immersive experiences are designed to educate attendees about environmental issues, demonstrate sustainable practices, and inspire participation in eco-friendly initiatives. By doing so, they aim to cultivate a culture of sustainability among event participants.

Enhancing Remote Participation through Hybrid Events

The increasing popularity of hybrid events, which seamlessly blend in-person and virtual components, has been propelled by remarkable advancements in technology. By providing remote participation options, event organisers can help minimise the environmental impact of their events by reducing travel-related emissions. This not only benefits the planet but also allows for greater accessibility to a global audience. Virtual event platforms, livestreaming technology, and interactive online tools create a seamless and engaging experience for remote attendees, prioritising sustainability in event experiences.


Common Mistakes in Sustainable Event Planning

To achieve sustainability goals, it is necessary to carefully evaluate and make strategic decisions while planning an eco-friendly event. Even with the best intentions, event organisers may make frequent blunders that jeopardise their efforts towards sustainability.

Uncertainty regarding sustainability objectives

Mistake: Failure to define specific sustainability goals and objectives for the event can lead to a loss of focus and direction in sustainability initiatives.

Solution: Establish specific and measurable sustainability goals that are consistent with the event’s broader aims. Use the SMART framework (Specific, Measurable, Achievable, Relevant, Time-bound) to set targets for waste reduction, resource conservation, and carbon emission reduction. These goals will guide the event’s planning and decision-making processes, resulting in a more sustainable end.

Insufficient Stakeholder Involvement

Mistake: Failure to include key stakeholders in the planning phase, including as vendors, sponsors, attendees, and local communities, can result in missed chances for long-term decision-making.

Solution: Actively involve stakeholders in the planning process to ensure that their input is valued and collaboration is fostered. Seek feedback, suggestions, and support from stakeholders to ensure their agreement and participation in ecologically responsible event activities. Collaboration ensures a shared commitment to sustainability, which raises the chances of successful implementation.

Neglecting venue selection criteria

Mistake: Choosing event venues without considering their environmental impact or sustainability credentials will jeopardise efforts towards sustainability.

Solution: Prioritise venues that have green certifications and use sustainable techniques including energy efficiency, waste management, water conservation, and renewable energy. Conduct site visits and inspections to evaluate venue sustainability standards and ensure compatibility with event objectives. Choosing environmentally responsible venues lays the groundwork for a more sustainable event.

Disregarding Waste Management Planning

Mistake: Failure to execute comprehensive waste management methods can lead to excess waste generation and insufficient recycling or composting.

Solution: Create a waste management plan that includes techniques for waste reduction, recycling, composting, and proper disposal. Encourage attendees to participate actively by providing recycling bins, composting stations, and waste diversion signage. Effective waste management reduces environmental impact and encourages a culture of sustainability.

Ignoring the impact of transportation

Mistake: Underestimating the environmental impact of event-related transportation, such as attendee travel, vendor logistics, and employee commute.

Solution: To reduce emissions, encourage eco-friendly modes of transportation such as public transit, carpooling, cycling, and walking. To encourage guests to choose environmentally friendly travel options, provide incentives and information on alternative modes of transportation. mobility has a huge impact on the event’s carbon footprint, making it critical to prioritise sustainable mobility options.

Lack of Effective Communication About Sustainability Efforts

Mistake: Poor communication of sustainability goals and accomplishments can result in a lack of understanding and involvement among participants, sponsors, and stakeholders.

Solution: Create a thorough communication plan to promote and educate on environmentally friendly event practices. Use event websites, social media, email newsletters, and signage to inform attendees about sustainability initiatives and raise environmental awareness. Effective communication stimulates engagement and active participation in sustainability activities.

Failing to measure and evaluate

Mistake: Failure to measure and evaluate the event’s environmental performance makes it difficult to assess the success of sustainability initiatives and identify areas for improvement.

Solution: Set up monitoring and tracking methods to track important sustainability metrics such waste diversion rates, energy consumption, water usage, and carbon emissions. Collect input from participants, suppliers, and collaborators to evaluate the success of sustainable initiatives and inform future event planning decisions. Measurement and assessment ensure ongoing progress and responsibility in eco-friendly event planning.


Evaluating the Social Return on Investment (SROI) of Sustainable Events

Evaluating the social return on investment (SROI) of sustainable events involves measuring and quantifying the social, environmental, and economic benefits generated by the event. This analysis helps determine the overall impact and value of the event to stakeholders. Here’s a comprehensive guide on evaluating the SROI of sustainable events:

  1. Define Goals and Objectives: Identify key stakeholders and their priorities regarding the event’s social and environmental impact. Establish clear targets and metrics to evaluate the event’s success in meeting sustainability objectives.
  2. Data Collection and Analysis: Gather data through surveys, interviews, and observations to assess the event’s impact on social and environmental aspects. Analyse the data to understand the event’s influence and outcomes.
  3. Determine Social Impact: Quantify the financial value of social and environmental outcomes using valuation techniques such as cost-benefit analysis. Consider stakeholders’ perspectives when assigning values to outcomes.
  4. Assess Impact Pathways: Map out the pathways through which the event contributes to social and environmental outcomes, including both direct and indirect impacts. Create a theory of change to illustrate these relationships.
  5. Engage Stakeholders and Gather Feedback: Consult with stakeholders throughout the evaluation process to validate findings and prioritize their perspectives. Establish feedback mechanisms to gather input on the event’s performance.
  6. Reporting and Communication: Prepare a comprehensive report summarising the evaluation findings, methodologies used, and recommendations for future action. Share the report with stakeholders through various communication channels to promote transparency and accountability.

Hire Business Event Space in Birmingham

As you plan your next event, consider the impact you can make by choosing a venue committed to sustainability. Here at BCU, we offer a wide range of facilities and venue options that align with your eco-friendly event goals. Our dedicated team is committed to helping you host a successful event while minimising your environmental footprint.

If you are a business or organisation looking for facilities and venue hire or an event planning service, we invite you to enquire.

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