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Five things we learned from hosting a sustainable event
DESTINATION CANADA SHARES ITS GUIDANCE ON HOW TO HOST SUSTAINABLE EVENTS
O rganising an event is no small feat . It is a complex task that requires meticulous planning , coordination , and execution .
In recent years , however , there has been a growing awareness of the importance of responsibility in event management – and incorporating aspects of environmental , social and economic sustainability into events has become a key consideration for event planners .
Recently , Destination Canada ’ s Business Events team hosted Innovate Canada in Waterloo , Ontario . This exclusive event gave clients from across the world a chance to see Canada ’ s innovation and leadership in the Advanced Manufacturing sector first-hand .
This , however , was also Destination Canada ’ s first carbon neutral event , and there was an emphasis on hosting their clients as sustainability as possible . In the aftermath of their successful event , the team shared the following learnings :
1 . Put sustainability on the agenda from the beginning When embarking on the journey of hosting a sustainable event , it is crucial to make it a central focus of your planning from the very beginning .
By including sustainability as a standing item on the agenda in all planning meetings , it remains at the forefront of everyone ’ s minds . This approach ensures that sustainable practices are ingrained in every aspect of the event , from choosing the venues to designing the menus .
Making sustainability a priority from the start means that it becomes a natural part of the planning process and , by consistently discussing sustainability in each meeting , you create an environment that fosters creativity and innovation in finding sustainable solutions .
Team members can brainstorm ideas , share best practices , and explore new approaches that align with your sustainability goals .
2 . Tackle the components of the event in manageable pieces If this is your first attempt at creating a sustainable event , it can feel a little overwhelming – especially when you ’ re approaching it as one massive task .
To make it more manageable , map out the entire event and break it down into bite-size components . Then , evaluate the sustainability of each piece individually .
For example , you can split your event into areas like food and beverage , decor , transportation , waste management , etc .
By addressing these elements separately , you can focus on finding sustainable solutions tailored to each specific aspect of the event . This approach allows for a more comprehensive and effective implementation of sustainable practices .
For example , when considering food and beverage , explore options like locally sourced ingredients , vegetarian menus , and finding ways to minimise food waste .
When it comes to decor , choose eco-friendly materials , reusable or recyclable items , and consider the overall environmental impact of the decorations .
Rather than trying to tackle everything at once , this approach allows you to incrementally improve the sustainability of your event until you ’ ve got it to a place where your goals are being met .
“ By involving everyone in the process , you create a collaborative environment that can lead to innovative thinking ”
Aligning your aims with the UN Sustainable Development Goals is another way to ensure you stay on track and address the sustainability of all of your event ’ s components .
3 . Don ’ t underestimate the power of communication Communication is a vital tool when it comes to hosting a sustainable event .
Engage with all stakeholders involved , including hotels , suppliers , and vendors . Let them know about your sustainability goals , initiatives , and strategies . They may have valuable insights and suggestions that you hadn ’ t considered .
By involving everyone in the process , you create a collaborative environment that can lead to innovative thinking . Additionally , effective communication ensures that everyone is on the same page and working towards this common goal .
Throughout the planning process , maintain open lines of communication with your stakeholders to explore sustainable alternatives for various services and resources . They may have access to eco-friendly products or offer suggestions for reducing energy consumption or waste generation .
Collaborating with them not only helps in finding solutions but also strengthens relationships and encourages a collective commitment to sustainability .
4 . Engage attendees in your sustainability journey To make a significant impact , it is essential to engage and educate event attendees about the sustainability efforts being made .
Communicate the sustainable practices you have implemented and explain why they are important – for example , if you ’ re having vegetarian meals , it can be beneficial to address this and explain why .
This transparency helps attendees understand the purpose behind these initiatives and fosters a sense of shared
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