It’s Not Easy Being Green

Sustainability. In the event world it can mean different things to different people, impact many industries, and simply mean an organization supports recycling. However, there is so much more to the subject of sustainability that this blog could be a four volume book series. Here, I want to bring to your attention of the need for events to reduce their impact on the environment which can be done while still providing attendees with an incredible experience. I’ve also provided four ideas to get you started.

Gone are the days where a Styrofoam to-go box or coffee cup were acceptable. People are expecting a recycled or recyclable product at the very least. This substitution, however, is just a “car door dent” example of what can be done to reduce an event’s stress on our world.

The most logical place to start is to determine what an event’s goals are when it comes to sustainability. Why have you decided to focus on reducing your impact on the environment? What do you hope to accomplish by partnering with venues who are “green?” Before you can put a stake in the ground and claim your goal, you need to know where you are now. You should assess your current impact on the environment. Do you know what your event’s carbon footprint is? Do you know how much waste per person your event is generating? Have you determined how many kilowatts of energy per hour or gallons of water per person are being used? By establishing this you now have data you can track to demonstrate your progress to stakeholders. It can also be the motivation you need to drive the organization’s actions and hold your leadership accountable for decision-making in this area.

Once a baseline is established for the event, you can prepare a plan of action for reaching its sustainability goals. What changes will you make to the event? What modifications will the venue, attendees, suppliers, or sponsors need to make? How much will the changes cost the organization? Who will be responsible to monitor your progress?

Here are a few ways an organization can start to reduce their impact on the environment while still providing a great event experience:

• Go Digital. Reduce the amount of printed materials by having a digital handbook or using an event app where attendees can find information about the schedule, sessions, locations, speakers, and anything else they would have relied on a handbook for. Ask your exhibitors to go digital as well by having a slideshow or video running in their booths instead of handing out printed brochures. Use digital sign boards for ads and directional signage. Digital allows for greater creativity and your attendees will quickly get used to the new format.
• Reusable Water Bottles. A big step to reducing an event’s impact is to reduce the number of plastic water bottles wasted. Consider handing out a branded reusable water bottle as the event’s welcome swag and offer water refill stations throughout the event spaces. You could even monetize these opportunities and offer them as part of a sponsorship agreement. Your marketing department could also come up with a fun campaign to encourage attendees to bring their own water bottles from home by giving away stickers or turning it into a game.
• Eco-friendly Tableware. Ensuring the venue uses tableware that is made from plant-based or recycled materials is much more environmentally friendly than plasticware. These materials are either compostable or recyclable and can be harvested responsibly. Lately, the look and feel of eco-friendly tableware is much more stylish than when they began and can add a little flair to a grazing station or dessert table.
• Turn out the Lights. Reduce the amount of electricity your event uses by asking your attendees, speakers, and exhibitors to simply turn out the lights as they leave their hotel or breakout rooms. It seems so simple, but I used to work with someone who turned on every light she passed and then kept right on walking. I was constantly going behind her, turning them off. This kind of messaging can also be done in a fun way using hotel key cards, “Do Not Disturb” door hangers, or small tent signs in the bathrooms where attendees are staying.

Being more environmentally responsible takes some effort and creativity. Depending on the level to which your organization wants to make a difference, it can cost a little more time and money. You may need to adjust how the organization operates to accommodate its new philosophy or hire additional staff to oversee this program. It is worth the investment knowing how much it can reduce the effect of your events on the environment. Side bonus: many attendees are sensitive to sustainability as well, and as you share your vision, will continue to support your organization and even help grow your sphere of influence by sharing with their friends.

Do you have a suggestion for reducing an event’s impact on the environment? Share it here or send me an email. I’d love to learn from you!

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Check out resources for those who work with volunteers on my website tracybaer.com!