A Guide to Zero-Waste Event Planning

As highlighted in our recent trend reports, the events industry is experiencing a sustainability revolution. As environmental concerns take centre stage globally, event professionals are discovering that zero-waste planning isn't just an ethical choice; it's a competitive necessity.

Modern attendees are increasingly looking for events to reflect contemporary values, including environmental responsibility. Forward-thinking organisations are already reaping the rewards of sustainable event management, from reduced costs to enhanced brand reputation, and many others are now looking for ways to catch up.

The events industry has the power to influence broader behaviour change by demonstrating that large gatherings can be both impactful and environmentally responsible, especially after the industry has historically had quite a significant environmental impact. The transition to zero-waste event planning represents more than an operational change — it's an opportunity to lead by example and contribute to a more sustainable future.

In this article, we share a comprehensive zero waste event planning guide with everything you need to know about how to run a sustainable event. 

Zero-waste events aim to divert most, if not all, of their materials from landfills through reduction, reuse, recycling, and composting. This doesn't mean producing absolutely nothing that could be considered waste, but rather ensuring that nearly everything has a purpose beyond the event itself.

The concept extends beyond simple recycling to encompass the entire event lifecycle, from planning and sourcing to breakdown and disposal. True zero-waste events require careful consideration of every element to ensure that the event itself has minimal waste, but also that suppliers and vendors are acting sustainably too.

Materials for the event are chosen based on their end-of-life potential, vendors are selected for their sustainability credentials, and attendees become active participants in the waste reduction process. It’s by no means an easy undertaking, but it’s one that has plenty of benefits.

Before we launch into our guide to zero waste event planning, we first wanted to touch upon some of the key benefits of this approach. There are obviously positive environmental implications, but the event organiser will also benefit in various ways as well.

Events traditionally generate enormous amounts of waste, from promotional materials and packaging to food scraps and decorative elements. A single conference can produce several tonnes of landfill-bound materials, contributing to greenhouse gas emissions and environmental degradation.

Sustainable event planning dramatically reduces this environmental footprint, leaving a minimal mark on the planet and ensuring the longevity of resources. It’s also an important way to help preserve the destinations where events are hosted, which is a key part of forming a positive and long-lasting relationship with a venue.

Hosting a zero-waste event can also inspire attendees to return to their organisations with new sustainability ideas, creating a multiplier effect that amplifies the environmental benefits.

Contrary to popular belief, zero-waste events often cost less than traditional approaches. This is because eliminating single-use items, reducing printed materials, and choosing reusable decorations can significantly cut expenses.

Digital alternatives to printed programmes and signage reduce both costs and waste while offering opportunities for real-time updates and enhanced interactivity, so there are multiple benefits to be had here. Not only will you likely spend less on items for your event, but the initial investment in reusable items typically pays for itself within a few events, creating long-term savings for organisations that host regular gatherings.

Sustainability credentials are increasingly important for attracting both attendees and boosting your brand image as a leading green event in your industry sector. This is a real advantage when it comes to attracting more attendees, as modern professionals, particularly younger generations, tend to actively seek out events that align with their values.

A genuine commitment to zero-waste practices can differentiate an event in a crowded marketplace and attract environmentally conscious participants. It also gives you a desirable angle to promote your event with, which can help elevate your marketing strategy.

Sponsors also appreciate the positive brand association that comes with supporting genuinely eco-friendly events, so promoting your sustainable event practices can also benefit you when it comes to partnerships.

As you can see, there are plenty of benefits to zero waste event planning. So whilst there are more considerations than you might be used to, it’s well worth putting in the effort and following our zero waste event planning guide below.

First of all, the journey towards a zero waste event begins with honest assessment and realistic target setting. Few events achieve true zero waste on their first attempt, and that's perfectly acceptable. But you can start by aiming to reduce waste by 50%, or achieve 75% diversion from landfills, and then build on these successes for future events.

Consider your event's unique characteristics when setting goals; a three-day conference with catered meals faces very different challenges than a two-hour networking reception! Decide what you realistically want to reduce and eradicate, and then go from there with the rest of the sustainable event planning process.

The next step in zero-waste event planning is to document your current waste generation patterns to establish a baseline. You need to know where you’re currently producing waste when putting on events, and have a comprehensive list of all of these areas so that you can tackle each one and find a zero-waste or more sustainable alternative.

Examine every aspect of your event, from registration materials and name badges to catering waste and decorative elements. Consider both the volume and type of waste generated, as some materials are easier to divert from landfills than others.

Break down waste sources into categories such as paper, food scraps, packaging, and promotional items to help identify where waste can be easily removed or where you need to consider alternatives. This analysis helps prioritise reduction efforts and identify the most impactful changes.

A key aspect of how to make an event sustainable is choosing a venue that aligns with your green intentions. The right venue can make zero-waste goals significantly easier to achieve, as when you’re working with an organisation that already prioritises sustainability, they will likely have suggestions or options that make your efforts more straightforward.

Look for locations with established sustainability programmes, including composting facilities, recycling systems, and renewable energy sources. Many venues now highlight their environmental credentials and can provide detailed information about their waste management capabilities.

Some event venues also offer reusable furniture, decorations, and equipment, reducing the need to source these items elsewhere. The venue's commitment to sustainability often extends to their preferred vendor networks, providing access to like-minded suppliers and service providers who again can help with your zero-waste event planning.

Vendor selection plays a crucial role in following sustainable event practices. As part of your research and planning process, prioritise suppliers who demonstrate genuine environmental commitment through their business practices, not just marketing messages.

Be upfront about your zero-waste event goals and ask potential vendors about their packaging policies, waste reduction initiatives, and end-of-life product programmes. Local suppliers often provide more sustainable options than distant vendors and are a great option for green events, reducing transportation emissions while supporting the community.

Single-use items represent low-hanging fruit in the zero-waste event planning journey. You might already be tackling some of these as part of your event planning, but it’s one of the easiest ways to reduce the amount of waste you’re producing and also set a good precedent for attendees to follow and be inspired by.

Consider the entire attendee journey when eliminating single-use items at a zero-waste event. Welcome bags can be replaced with digital resources or reusable tote bags that serve as both gifts and waste reduction tools. Catering areas offer numerous opportunities for improvement, from bulk serving stations to compostable serviceware made from agricultural waste rather than traditional plastics.

Some easy wins are to replace disposable water bottles with refillable stations and branded reusable bottles. Swap plastic badges and lanyards for digital alternatives or reusable options that can be collected and reused at future events.

As well as eliminating single-use items at your event, you should also prioritise making it very easy for any waste to be recycled or reused. Use simple, visual instructions that work for international attendees and consider colour-coding systems that align with local recycling programmes.

Position recycling stations in high-traffic areas where attendees naturally pause, such as near refreshment areas or registration desks. You should also train staff and volunteers to assist with waste sorting and answer questions about the process, so you don’t end up with waste being generated simply because someone didn’t know where the right bins were.

Many attendees want to participate but need guidance on local recycling rules or composting requirements. Creating a positive, supportive atmosphere around waste sorting encourages participation and reinforces your zero-waste event's sustainability message.

Leading on from that point, communication about your zero-waste initiatives should begin during the registration process and continue throughout the event. Not only is this necessary to ensure that attendees help you achieve your sustainability goals, but it also helps to promote the whole event as a green initiative and encourages attendees to continue the practices when they leave.

Explain the rationale behind sustainable choices and provide specific ways attendees can contribute to the effort. Provide resources that attendees can take back to their own organisations, extending the influence of your zero-waste efforts beyond the event itself.

The final step in our zero waste event planning guide is to make sure you measure and record how well you did in achieving your intentions. This data provides valuable insights for future events and demonstrates the benefits of your zero-waste practices that you can then share with stakeholders and attendees.

Document the amount of waste diverted from landfills, cost savings achieved, and attendee feedback about sustainability initiatives. Make sure to be honest about what worked and what didn't, as some sustainability initiatives may require refinement or replacement, and this learning process is part of developing effective zero-waste strategies.

Regular measurement and reflection help identify patterns in what went well and what didn’t, as well as opportunities for improvement across multiple events. When it comes to how to make an event sustainable, you need evidence recording your progress and impact in order to share your successes and know what to focus on in the future. 

The most successful zero-waste events integrate sustainability into their core identity rather than treating it as an add-on feature. It’s by no means an easy task to take on, but there are countless benefits as well as the simple fact that, without adopting sustainable event practices, we will be facing far more challenges in the future when it comes to the state of our planet.

The strategies outlined here provide a roadmap for reducing environmental impact while potentially improving the bottom line and enhancing attendee satisfaction. As environmental concerns continue to shape business decisions across industries, zero-waste events will likely become the norm rather than the exception. The question isn't whether the events industry will adopt sustainable practices, but how quickly organisations will adapt to meet growing expectations for environmental responsibility.

For more insight into sustainable event management and the trends impacting the MICE industry today, take a look at the rest of the content on our blog.

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