Sustainability in Events
If you work in events, you’ll know this already: we create incredible moments. We bring people together, spark ideas, build brands, launch products, and celebrate milestones. But we also generate waste. A lot of it. That’s the part of the story we can’t afford to ignore anymore.
Sustainability in events isn’t a ‘nice to have’ or a tick-box exercise for a credentials slide, it’s a responsibility. Every conference, exhibition, awards dinner and brand activation has a footprint, from the venue energy use to delegate travel, catering, set builds and the inevitable lanyards that somehow multiply overnight.
Why does it matter now more than ever? Because expectations have shifted. Not only are clients are asking tougher questions, but delegates are also more conscious. Teams want to work with suppliers who share their values. Frankly, the climate conversation isn’t abstract anymore. Extreme weather, supply chain disruption and rising costs are impacting our industry directly. Being greener isn’t just about reputation; it’s about resilience.
The good news? Events are brilliantly adaptable. With a bit of thought at the planning stage, you can significantly reduce your environmental impact without compromising experience.
Start with the venue.
This is one of the biggest levers you have. Look for spaces with strong environmental policies, renewable energy sources, waste management systems and clear sustainability credentials. Ask about their energy usage, food sourcing, recycling rates and water management. A good venue will be proud to talk about it. Location matters too, somewhere well connected by public transport will instantly reduce the reliance on cars.
Then there’s travel.
For many events, this is the single largest contributor to carbon emissions. Encourage delegates to travel by train where possible. In the UK and across much of Europe, rail can often rival air travel in terms of on-time performance when you factor in airport queues and transfers. If flights are unavoidable, suggest direct routes over connecting flights, as take-off and landing are the most carbon-intensive parts of a journey. Promote car sharing for regional events and provide clear public transport guidance in pre-event communications. Even small nudges in your joining instructions can shift behaviour.
While we’re talking comms, ditch the paper wherever you can. Printed agendas, maps and tickets add up quickly. Use event apps or mobile-friendly itineraries instead. QR codes for registration, digital signage and online feedback forms are now standard practice and delegates expect them. If you do need to print, choose recycled stock and vegetable-based inks and only produce what’s genuinely necessary.
Catering is another big opportunity.
Work with caterers who prioritise seasonal, locally sourced produce. Reducing meat and dairy, even slightly, can have a significant environmental benefit. You don’t have to make an event fully plant-based (unless that fits your audience), but offering appealing vegetarian and vegan options as the default rather than the alternative is a subtle but effective shift. Be proactive about portion sizes and surplus food, for example, can it be donated? Is there a clear plan to minimise waste?
When it comes to production, think beyond the ‘wow’ moment. Reusable modular staging, hired furniture and rented décor will always be preferable to single-use builds. Avoid bespoke items that are destined for a skip the following morning. If you’re producing graphics, consider recyclable materials or fabric options that can be repurposed. Ask your production partners about their own sustainability practices; this is a collaborative effort.
Merchandise is another area worth scrutinising.
We’ve all seen the branded giveaways that never leave the hotel room. Instead of defaulting to physical swag, ask whether it’s necessary at all. If it is, focus on quality over quantity, something useful, durable and responsibly sourced. Or consider digital alternatives: downloadable resources, exclusive content or post-event access to recordings.
Waste management on the day needs proper planning. Clearly labelled recycling points, food waste bins and back-of-house sorting systems make a real difference. Brief your event staff and volunteers so they can guide delegates. It sounds simple, but without visible infrastructure and clear messaging, even the most well-intentioned audience will default to the nearest bin.
It’s also worth measuring what you’re doing.
Carbon calculators and post-event sustainability reports are becoming more accessible and more expected. Tracking your impact helps you identify where the biggest wins are and gives clients tangible data to report back to their stakeholders. Transparency builds trust, even if you’re not perfect yet.
That’s the key point:
Perfection isn’t the goal, progress is.
No event will ever have zero impact. The aim is to make conscious choices at every stage and to keep improving. Sometimes that means having slightly tougher conversations with clients about budgets, timelines or design ambitions. Often, sustainable choices are cost-effective in the long run, such as reduced print, less waste, and smarter logistics, but even when they’re not, they’re part of responsible planning.
There’s also a reputational advantage to doing this properly. Brands that take sustainability seriously attract like-minded partners and audiences. They future-proof themselves against tightening regulations and shifting consumer expectations. In an industry built on creativity, leading on sustainability is an opportunity to innovate rather than restrict.
We believe brilliant and responsible events should be one and the same thing. It’s about asking better questions at the start, choosing partners carefully and being honest about the impact of our decisions. Every delegate journey, every menu choice, every printed page contributes to a much bigger picture.
We’re in the business of creating experiences. Making sure those experiences don’t cost the earth feels like a fairly important place to start.
If you would like some guidance on how to make your events more sustainable, reach out to the team today: hello@sheeredge.co.uk or cal us: 0330 223 3176
