How to improve the environmental impact of your events
How to improve the environmental impact of your events
16 September 2025
In today’s world, where sustainability is increasingly important for individuals and organisations alike, event organisers face a growing need to reconsider how they plan and deliver physical events. Whether you are organising an exhibition, awards night, or conference, integrating sustainability into your event strategy is rapidly-becoming a key expectation.
Why consider the sustainability of your events?
The environmental impact of an organisation’s events is a crucial factor in meeting broader ESG goals, by reducing emissions, minimising waste, and demonstrating transparency and responsible leadership. Embedding sustainable practices also unlocks tangible benefits, from boosting reputation and enhancing stakeholder trust, to achieving long-term cost savings and attracting forward-thinking sponsors - 86% of whom expect sustainability to be of greater importance when considering future partnerships (European Sponsorship Association, 2023). Organisations that embed sustainability into their event planning are increasingly recognised as leaders in their field, setting themselves apart in an increasingly conscious and competitive marketplace.
Here, we share some key areas where organisations can improve the environmental impact of their events without compromising on visual appeal and experience. For more detailed guidance on creating sustainable events, including practical actions you can take and how to measure your impact, download our free Sustainable Events Guide.
Location: Venue and Transport
Event location greatly influences environmental impact, especially through delegate travel. Choosing a venue close to the majority of attendees and well-connected by public transport can significantly reduce emissions. Encourage low-impact travel by offering incentives such as train ticket discounts or car-sharing schemes. Partnering with local suppliers also helps to cut logistics-related emissions while supporting the local economy. Look for energy-efficient venues that use renewable energy and can share data on their energy consumption. Ensure robust waste management systems are in place, and prioritise venues with recognised sustainability certifications like ISO 20121, ISO 14001, LEED, Green Key, or BREEAM.
Food & catering
Where possible, opt for seasonal, local, and plant-based menu options to help reduce emissions, and work with your caterer to source low-carbon ingredients and track food miles. Tackling food waste is just as important, with up to 20% of event food going uneaten (Lime Venue Portfolio, 2018). Take a “root-to-fruit” approach by designing menus that use entire ingredients, and plan in advance to donate any surplus to local food banks or redistribute it via apps like TooGoodToGo or Karma. These steps not only reduce your environmental footprint, but also lower costs and enhance your organisation’s reputation.
Materials & waste
Minimise waste from the start by avoiding unnecessary handouts, single-use items, and excessive packaging. Choose reusable or modular materials and décor that can be repurposed for future events. Where possible, rent furniture and equipment to reduce emissions and avoid
the need for storage. Go paperless by using digital invitations, signage, and event apps. Ask venues and suppliers to monitor waste and share emissions data to help measure impact. Replace bottled water with dispensers and reusable cups and donate any unused items. Partnering with sustainable suppliers can further reduce landfill waste and improve overall event sustainability.
Communications & engagement
Effective sustainability relies on collaboration. Establish clear, measurable goals, such as reducing waste or lowering emissions, and share them with stakeholders from the outset. Transparency builds trust and invites others to contribute. Communicate your sustainability actions before, during, and after the event, including any offsetting measures. Encourage engagement by circulating travel information, sharing your code of conduct with exhibitors, and inviting feedback from attendees. Promote sustainable behaviour by highlighting local charities, offering donation options, and creating opportunities for idea-sharing. Meaningful engagement strengthens stakeholder relationships and drives continuous improvement for future events.
Learn more: ESGmark® Sustainable Events Guide
Our Sustainable Events Guide is a practical, step-by-step resource for planning and delivering events that are both impactful and responsible. Designed for events of all sizes, the guide offers actionable insights across key impact areas, explaining what matters, why it matters, and how to measure success. The free guide was created by ESGmark® and The Sustainable Events Company, an ESGmark® Certified company, to help you take meaningful action. Download the guide.
If you would like to learn more about how ESGmark® can support you to improve your environmental impact and put the Sustainable Events Guide into practice, please get in touch with us today at kayla.ellis@esgmark.co.uk.
Sources:
European Sponsorship Association (2023). Sponsor expectations on importance of sustainability in sponsorship remain high, industry research finds – European Sponsorship Association. [online] sponsorship.org.
Lime Venue Portfolio (2018). Food Wastage & Fear of Running Out. [online] www.limevenueportfolio.com.