Episode 44: Eco friendly events

Planning

May 27

There's a lot of waste in the event industry. If you've ever cleaned up after an event, you see it firsthand. I’m going to cover ways to make your event eco-friendlier, covering seven categories: 1) Event marketing and promotion 2) Registration 3) Catering. 4) Venues and AV 5) Transportation 6) Décor and 7) SWAG.

Reducing Waste in Event Marketing and Promotion

Save the Dates and Invitations

Marketing materials and event promo are the biggest source of paper waste at an event. It can start right from the beginning if you send paper Save the Dates or Invitations.

If you don't have a graphic designer, you can use a tool like Canva to create a professional looking invitations that can be emailed to your guests.

Printed programs are another source of waste. I just finished an event and there were so many programs left on the table when we cleaned up.

We've decided that next year we're going to create a PDF of the program that we will email to guests prior to the event. We’ll also have QR codes on the table for guests at the event to view the program on their phone.

When you create a digital version of your program you don’t have to worry about the cost of printing or the waste of paper and ink so you can make the program more informative and include more images.

Event Signage

Only print signs that can be used multiple years. The most common reusable signs are a welcome sign and signs for registration, auction games or any of those activities at the event that happened yearly.
Put sponsor logos on a PowerPoint that's being shown on screen at the event instead of a sign that’s only good for a single year. Put sponsor logos on your website, your registration page, or your auction app to reduce the number of sponsors signs or eliminate them altogether.

Online Registration

Another easy way you can save on paper waste is to use an online registration system. There are no tickets involved and you're not printing off copies of registration lists to check in your guests.

With an online registration platform, you can check in guests quickly and easily using a phone, tablet, or computer.

For a low-cost platform that has a lot of functionality, I recommend to Qgiv*.

I think Qgiv is superior to other registration platforms, such as Eventbrite. Sign up here to get a demo of Qgiv. It’s a very affordable option for small nonprofits and you only pay for the timeframe you use it. Check out their pricing here.

Reducing Catering Waste

I read a statistic that said that the average event wastes 15 to 20% of the food it produces. That is so sad and disheartening.

Talk to your caterer about how to make your event eco-friendlier. Here are some suggestions:

Reduce portion sizes.
Give your guests a choice of entree rather than one meal for everyone. Guests are more likely to eat something they’ve chosen.
Have vegetarian and vegan options available.
Questions to ask your caterer:
- What they do with leftover, untouched meals in the kitchen? Do does it go to their catering staff or do they just toss it? Can it be boxed up and taken home? In Minnesota that is not allowed so check with your caterer on local laws.
- Do they compost?
- Where do they source their food? Buying from local farmers and growers is always better than shipping from somewhere out of state.
- Do you serve meals with real dishware or cutlery? If not, what will it cost to rent dishware instead of using disposables?

Get the most eco-friendly caterer that you can that’s within your budget.

Reducing Venue and AV (audio visual) Waste

Here are some questions to ask or to consider when comparing venues and AV providers.

Are you LEED certified?
Do you use energy-efficient lighting and equipment?
Do you recycle?
Are your cleaning products environmentally friendly?
Does the venue maximize natural lighting in order to reduce the need for artificial lighting?
Is the venue on or near public transit hubs?

Eco-friendly Event Transportation Options

Pick a venue that's on a public transportation line (bus, train, subway)
Arrange group transportation for guests, such as shuttles.
Encourage carpooling.
Select a venue that has charging options for electric vehicles.

Minimizing Event Décor Waste

Let me start by saying that you don't need to have different decor or different centerpieces every single year.

Find or make décor pieces that serve two purposes (i.e. centerpieces that also serve as table numbers)
Renting your decor and centerpieces
Purchase décor items secondhand (locally) rather than buying new.
Purchase live plants rather than cut flowers. You can sell or auction off the plants at the end of the event.
If you do want cut flowers, make sure they are grown locally.
Use LED uplighting to transform a room for very little money and minimal electronic waste.

SWAG

Minimize or eliminate paper (fliers, brochures) in SWAG bags.
Allow guests to opt in to SWAG, not out of it. As part of registration, allow them to check a box if they want to receive the event SWAG.
Buy the best quality you can get for your budget.
Buy SWAG that’s locally sourced.
Give guests digital swag.

LISTENER ACTION ITEM

Pick 1-3 of these ideas for a more eco-friendly event and implement them. When it comes to planning an event, small changes over time can have a big impact. Don’t get overwhelmed trying to do everything at once.

Now that sounds like a plan. I'll see you next time.

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