Planning events isn’t easy, as there are lots of moving parts, endless details to pay attention to, and staff, attendees, clients, and vendors to manage before, during, and after. And if you want to plan a sustainable event that benefits the environment and addresses economic and social needs, it can be even trickier.
Every industry can do better when it comes to sustainability. For event planners, that means setting new goals and taking new approaches to every detail, from selecting a venue to hiring a caterer to inviting guests.
If you’re hoping to plan a successful, sustainable event, avoid these seven common sustainability mistakes that event planners often make.
1. Not Setting Sustainability Goals a[i]t the Start of the Planning Process
Don’t book your venue, hire vendors, or make any other major planning decisions until you’ve set sustainability goals for your event.
Event planners sometimes make the mistake of incorporating sustainable elements into their event after they’ve already locked down some of the key details. The better approach is to set sustainability goals at the start of the planning process and look for ways to incorporate sustainability throughout as many elements of the event as possible.
2. Not Setting Specific Sustainability Goals
There are many ways to approach event planning with a focus on sustainability, so it’s best to define a few specific goals you want to achieve.
For example, set key goals such as producing zero waste or reducing energy consumption, then organize your event with those goals in mind. An easy first step that you can take is to book a venue that’s been certified green by the Leadership in Energy and Environment Design (LEED) Council.
3. Not Leveraging Technology and Digital Tools
Leveraging technology and digital tools can make your event more sustainable in several ways.
Digital invitations eliminate the need for wasteful paper invites. Digital registration kiosks eliminate the need for paper guest lists. Interactive tablets and display screens that show seating cards and table assignments reduce the need for paper place cards and escort cards. QR codes that provide important event information can reduce the need for physical signage.
Check out this article from zkipster to learn more about how technology can help you plan more sustainable events.
4. Not Using Local Vendors
Many event planners have their go-to vendors that they use repeatedly. But when planning a green event, it’s best to hire local vendors who have their own sustainability initiatives in place.
Hiring local vendors eliminates the need for long-distance travel, which will reduce your event’s carbon footprint. When it’s time to book a caterer, opt for one that also sources food locally, uses seasonal ingredients, and uses digital tools to reduce kitchen waste.
5. Failing to Establish a Waste Management Plan
Every event generates trash, so it’s important to put a waste management plan in place that will make it easier for your attendees, event staff, and vendors to recycle and reduce as much waste as possible.
If you must provide single-use items for food or beverage service, opt for biodegradable and recyclable materials whenever possible. Require your kitchen staff and caterer to compost food or donate leftover food rather than dispose of it. Encourage guests to dispose of items responsibly with clearly marked receptacles for trash and recycling.
6. Not Communicating Your Goals and Needs to Vendors, Venues, and Staff
Be clear in your expectations and communicate your sustainability goals with accuracy and precision to all vendors, venues, and staff. Simply saying that you’re aiming for zero waste or trying to go carbon neutral isn’t enough — you need to let them know exactly what your goals are. Everyone involved in the event should know the goals and have the expertise to help you reach them.
If you’re new to sustainable event planning, consider partnering with vendors who have experience in this arena. Don’t be afraid to draw upon the expertise of others. The more info you gather, the easier it can be to plan a successful, environmentally conscious event.
7. Failing to Incorporate Sustainable Materials
There are opportunities at every turn to incorporate eco-friendly materials into your event, yet event planners often overlook these small details. From signage and décor to promotional materials to the swag bags and gifts you give attendees, opt for sustainable materials like wood, bamboo, organic cotton, metal, and recycled glass over plastics and synthetic fabrics that require high water usage and chemicals in their production process.
Conclusion
With clearly defined goals, great communication, and a focus on green materials, local vendors, and locally sourced products, planning a sustainable event can be easier than you may think. Whether you’re hosting an upscale gala, a corporate networking event, or a charity fundraiser, sustainable event planning will be easier to do if you make a conscious effort to avoid common mistakes.
