If you’re planning a large event, you’ll probably encounter numerous unsustainable practices, even at companies where sustainability is already a corporate goal. In the party planning industry, waste and consumption are rampant and often considered necessary evils. Fortunately, there are a ton of great strategies you can use for sustainable event planning that can help remedy unsustainable practices.
In this blog, you’ll get a step-by-step guide to sustainable event planning as well as some eco-friendly ideas for your next event. Ready to get started?
- What is Sustainable Event Planning?
- Step-by-Step Guide to Sustainable Event Planning
- Eco-Friendly Ideas for Your Next Event
What is Sustainable Event Planning?
Sustainable event planning is all about organizing events with the environment in mind. It means thinking carefully about how every part of an event can either protect or harm nature. This includes choosing locations that are kind to the environment, using materials that can be recycled, and making sure waste is kept to a minimum.
When planning a sustainable event, the goal is to reduce the negative impact on our planet. This might involve using digital invitations instead of paper, serving food that is locally sourced to avoid long transport distances, and ensuring that any leftovers are composted instead of thrown away. It’s not just about being eco-friendly—it’s also about creating an awareness among the attendees that every little bit helps when it comes to protecting our environment.
Step-by-Step Guide to Sustainable Event Planning
Planning a sustainable event might seem challenging at first, but with the right approach, it can be straightforward and fulfilling. In this guide to sustainable event planning, we’ll cover everything from selecting eco-friendly venues and suppliers to minimizing waste and conserving energy.
1. Make a Plan for Your Sustainable Event
2. Choose The Right Vendors
With your sustainability goals set, the next step is to select vendors who practice environmental responsibility. Renting equipment, decor, and even venues can significantly cut down on the waste generated by buying new products. Each rental item reused means fewer resources are consumed in manufacturing a new one and less waste ends up in landfills.
A great way to find quality vendors in your area is to use Reventals! Reventals is the largest online marketplace for rentals in the US, and they source rentals from only the highest quality vendors in their locations. Reventals is committed to promoting sustainability by simplifying access to rental items, thereby supporting eco-friendly event planning.
Want to learn more? Check us out here.
3. Accurately Plan Your Resources
4. Tackle Food Waste
When it comes to sustainable event planning, food waste is a big issue you want to tackle. The food you dump in the trash after an event isn’t the only waste we’re talking about here. For every ounce of food consumed or dumped, there’s also the environmental cost of producing and transporting it. So, the first step in addressing food waste is to choose caterers who use responsibly, locally grown, or produced ingredients.
First, you want to choose caterers who prioritize sustainability. Opt for those who use locally sourced and responsibly produced ingredients. This reduces the carbon footprint associated with transporting food and supports local farmers and producers! For anybody you choose, be sure they understand that reducing food waste is a priority for your event. Discuss this early in your planning process so they can adjust their practices accordingly.
Pre-portioning items on a buffet, providing smaller serving utensils and shallower pans, and implementing a sustainable approach to refreshing depleted food options can all reduce the amount of wasted food at the end of an event. You should make a plan ahead of time to donate whatever unused food you can so that perfectly good resources aren’t tossed in the trash.
5. Find Ways to Utilize Renewable Energy & Reduce Energy Use
To make your event more sustainable, focus on using renewable energy sources and reducing overall energy consumption. Solar-powered generators are an excellent alternative to diesel options, and you can minimize energy usage by choosing LED light sources and appropriately sized spaces for your event.
When diesel generators are unavoidable, ensure you rent one that matches your energy needs. Using a generator that’s too large can be as wasteful as it is costly. You should develop a clear plan for turning off lights, audiovisual equipment, and other power-consuming items when they are not in use, especially overnight or during breaks in your event. This can include everything from simple reminders to automated systems that power down equipment.
Communication with your team is key! Make sure your entire team knows about the energy savings plan. Clearly outline everyone’s responsibilities to ensure no equipment runs when it is not being used.
6. Eliminate Single-Use Products
Reducing waste at large events goes a long way toward creating a more sustainable and environmentally friendly gathering. One of the most visible forms of waste at these events is the use of single-use items, from plastic brochures to disposable cups. Taking steps to eliminate these throwaway items or renting re-usable options can make a huge impact.
But an easy way to start is by asking guests to bring their own water bottles to the event. And if you plan to give out goodie bags (also known as swag bags), include a water bottle! This simple step can drastically reduce the number of disposable cups needed at water stations. If you’re bold, you may even consider the latest service options to hit the market – edible dinnerware, from cutlery to cups.
Replace paper brochures, programs, and menus with digital versions. You can use QR codes that attendees can access on their smartphones! Here are some great websites for online menus:
7. Go Paperless
On the business side of your event, choose technology over paper or other disposable products. Develop a dedicated event website or mobile app that serves as a central hub for all event-related information. This can include schedules, speaker bios, session descriptions, and real-time updates! Here are several great resources:
- Website builders: Wix offers a variety of templates that are perfect for event websites. It includes features like RSVP forms, ticket sales integrations, and email marketing tools. You could also use Squarespace, which is better for is visually appealing event websites with strong branding.
- Event management: Eventbrite is a great platform for handling ticket sales and creating a basic event page! Cvent is great for large events, and even has tools for building a website dedicated to your event.
And for stage design, consider using projections to jazz things up, rather than costly set materials.
8. Use Recyclable Products
When you must purchase single-use items for your event, source recyclable (or better yet recycled) materials to create them whenever possible. Avoid plastic products and other unsustainable materials as much as possible. Here’s a few ways you can do this:
- Choose Paper and Cardboard: Opt for items made from paper or cardboard, which are easily recyclable and often come from recycled sources. Use these for items like plates, cups, napkins, and promotional materials.
- Select Recyclable Plastics: If plastic is necessary, choose types that are widely accepted by recycling programs, such as PET or HDPE. Always check the recycling rules in your area to ensure compatibility.
We hope you’re feeling more prepared for planning a sustainable event! Planning an event can be overwhelming, but Reventals can help take some of that pressure off by connecting you with high quality vendors. As America’s largest online marketplace for rentals, we are proud to support sustainable practices and less waste by making rentals much easier to access for party planners.
Check out our marketplace here!
