Sustainability at events isn't just a checklist—it's a policy

Many organizations start their efforts toward sustainable events with a checklist: no plastic cutlery, a vegetarian menu, and carbon offsetting. These are meaningful steps. But they are only effective when they are part of a broader strategy. Without a policy, they are isolated actions. With a policy, they are building blocks.

Sustainable event planning starts with a fundamental question: what message do we, as an organization, want to convey through our events? If sustainability is a core value, it must be evident in every event you organize—not just the big annual staff party, but also the kickoff, the client event, and the team-building day. Consistent behavior is more convincing than occasional gestures.

This article isn’t about practical tips (such as which caterer to choose or what mode of transportation to use). It focuses on the strategic level: how do you systematically integrate sustainability into your event policy, and how do you effectively communicate this to employees, customers, and stakeholders?

Step 1: Define what sustainability means to your organization

Sustainability is a broad concept. For some organizations, it primarily means reducing CO2 emissions. For others, circularity is key—zero waste, reusing materials, and breaking the linear supply chain. For still others, it’s about social sustainability: inclusivity, local suppliers, and fair working conditions throughout the supply chain.

Choose a focus that aligns with your organization’s core values. That’s what makes it credible. A company that has been investing in local communities for years would logically choose to focus on local suppliers and social impact at events. A technology company that has set climate goals would choose CO2 measurement and reduction as its guiding principle.

Document that focus. Draft an events policy that outlines: what are our three sustainability priorities for events, how do we measure them, and how do we report on them? That document will serve as the foundation for all the decisions you make going forward.

Choosing a location as a sustainable decision

The choice of venue has the greatest impact on an event’s carbon footprint. Transportation is the largest source of emissions at business events. A venue that is easily accessible by public transportation, centrally located for the group of participants, and does not require an overnight stay for most guests dramatically reduces emissions.

Preferably choose venues with their own sustainability certification or policy—such as BREEAM-certified buildings or venues that use green energy and implement water-saving measures. Proactively ask venues for their sustainability report. Reputable event venues are increasingly making these reports available.

Also consider the size of the venue. A venue that’s perfectly suited to the group size is more sustainable than a large hall that’s half-empty—less energy, less leftover food, and less waste. Choosing the right scale is also a sustainable choice.

Catering, supplies, and the circular supply chain

Catering is the second major sustainability factor at events. A plant-based menu has a carbon footprint that is 30–50% lower than a meat-based menu. That doesn’t mean you have to go completely vegetarian, but making conscious choices—less meat, more plant-based options, and local and seasonal ingredients—already makes a big difference.

When it comes to materials, opt for reusable tableware, banners made from recycled materials, and decorations that can be repurposed after the event. Ask your event planning agency or suppliers directly about the origin and end-of-life cycle of the materials they use.

A powerful step: create a circular briefing for your events. It should outline not only what you want, but also what will happen to all materials, leftover food, and decorations after the event. Donating leftover food to a food bank, reusing decorative elements, or returning them to suppliers—small decisions, big impact.

Measuring and Communicating: From Intention to Evidence

A sustainability policy without measurement is a promise without proof. Make sure to track at least two or three key indicators for each event: CO2 emissions (transportation + energy + catering), the waste percentage (what percentage was sorted or reused), and the supplier score (how many suppliers meet your sustainability criteria).

Use tools such as online CO2 calculators for events, or ask your agency for an impact report afterward. More and more event agencies are able to provide this—and if they can’t, that in itself is also a sign.

Communicate the results—both internally and externally. Let employees know what sustainable choices were made at the annual event. Include this information in your annual report. Post it on your website. Customers and job candidates are paying increasing attention to this. Sustainable events aren’t just good for the planet; they also strengthen your image as an employer and business partner.

What Live Impact Does for Sustainable Event Planning

Live Impact consistently works with sustainable suppliers and venues. We help clients not only make sustainable choices for each event, but also develop a sustainable events policy that remains consistent over time.

It starts with the briefing: we always ask about the client’s sustainability priorities and translate them into concrete decisions regarding the venue, catering, transportation, and materials. Upon request, we provide a post-event impact report that details the event’s carbon footprint and waste streams.

We believe that sustainable events don’t have to be any less impressive than conventional ones. A plant-based menu can offer more culinary surprises than a standard meat-based dinner. A venue with character that’s accessible by bike creates a better atmosphere than a parking-lot venue on the outskirts of town. Sustainability and quality aren’t mutually exclusive.

Learn more about partnering with an event agency for sustainable events →

Ready to integrate sustainability into your organization’s core operations?

Sustainable event planning starts with a decision: we don’t do this on an ad hoc basis, but as a matter of policy. Once that decision is made, we’ll help you develop a policy and ensure that every event is executed consistently.

Send a briefing via live-impact.nl/briefing or contact us at live-impact.nl/contact. We’ll work with you every step of the way—from sustainability strategy to sustainable implementation.

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