Sustainability is becoming an increasingly important consideration across the events industry. From corporate conferences and exhibitions to festivals, trade shows and private gatherings, event organisers are looking beyond the immediate experience to understand the wider environmental, social and economic impact of an event.

A sustainable event is not simply one that replaces plastic bottles with reusable ones. It requires a more thoughtful approach to venue selection, transportation, energy, food, procurement, waste, accessibility, supplier management and attendee engagement.

The latest ISO 20121:2024 standard provides a framework for organisations to manage the economic, environmental and social impacts associated with events. It applies to events of different types and sizes and encourages sustainability to be integrated into planning and delivery rather than treated as an afterthought.

For event professionals, the opportunity is practical: sustainability can become part of the event strategy from the earliest planning decisions through to post-event measurement.

This guide explores practical ways to create sustainable events, reduce unnecessary resource use and build more responsible event experiences.

What Are Sustainable Events?

Sustainable events are events planned and delivered with deliberate consideration of their environmental, social and economic impacts.

This means looking beyond whether an event runs successfully on the day. Organisers also consider questions such as:

• How much waste will the event generate?
• How much energy will it consume?
• How will attendees travel to the venue?
• Where are food and event materials sourced?
• Are suppliers operating responsibly?
• Is the event accessible and inclusive?
• Can materials be reused after the event?
• What benefits does the event create for the local community?
• How will sustainability performance be measured?

ISO 20121:2024 takes this broad approach, covering environmental, social and economic impacts and encouraging organisations to integrate sustainability into event management systems.

The important point is that sustainability should not be limited to one initiative. It should influence multiple decisions throughout the event planning process.

Start Sustainability Planning Early

One of the most effective ways to improve sustainability is to address it during the initial planning stage.

Trying to make an event sustainable a few days before it takes place can be difficult because major decisions about the venue, suppliers, travel and production may already have been made.

Instead, sustainability objectives should be established alongside the event's budget, audience, programme and operational requirements.

Start with clear objectives

Decide what the event is trying to improve.

For example:

• Reduce single-use materials
• Minimise event waste
• Increase public transport use
• Reduce unnecessary printing
• Source food locally where practical
• Improve accessibility
• Increase reuse of event materials
• Measure key environmental impacts

Objectives should be realistic and measurable.

ISO's guidance for smaller organisations also recommends understanding impact, identifying what can be controlled and using measurements to learn and improve rather than simply comparing performance with others.

Choose a More Sustainable Venue

Venue selection can influence many other sustainability decisions.

A venue that is well connected by public transport, uses energy efficiently and has established waste-management systems may make responsible event planning considerably easier.

When evaluating venues, ask:

• Is the venue accessible by public transport?
• Does it provide recycling and waste-separation facilities?
• What energy sources and efficiency measures are used?
• Can lighting and heating be controlled according to occupancy?
• Does the venue have sustainability policies?
• Can suppliers use existing furniture and infrastructure?
• Are accessibility facilities available?
• Does the venue measure its environmental performance?

Location is particularly important because attendee travel can represent a significant part of an event's wider environmental impact.

A venue that requires most attendees to make long car journeys may create challenges that cannot easily be solved through changes to catering or printed materials.

Reduce Event Waste

Waste management is one of the most visible aspects of sustainable events, but the strongest approach is to prevent unnecessary waste in the first place.

Instead of asking only, “How will we dispose of this?”, event planners should ask, “Do we need this at all?”

Practical waste-reduction strategies

• Replace disposable signage with reusable signage.
• Avoid unnecessary printed programmes.
• Use digital registration and event information.
• Rent furniture and décor where possible.
• Choose reusable or recyclable materials.
• Provide clearly labelled waste stations.
• Donate suitable leftover materials.
• Work with suppliers that have waste-reduction systems.
• Track the quantity and type of waste generated.

Reusable event assets can be particularly valuable for organisations that host regular conferences or exhibitions.

For example, modular signage, reusable stage structures and adaptable exhibition materials can be used across multiple events rather than purchased and discarded after one occasion.

Make Food and Catering More Responsible

Food is another important part of event sustainability.

Catering decisions influence packaging, food waste, transportation and resource use, while also affecting the attendee experience.

Event organisers can work with caterers to:

• Estimate quantities carefully.
• Reduce buffet overproduction.
• Offer appropriate plant-based options.
• Prioritise seasonal ingredients where practical.
• Reduce unnecessary packaging.
• Use reusable serving equipment.
• Provide tap or filtered water where appropriate.
• Establish a plan for suitable surplus food.

Food choices should also consider attendee requirements. Dietary, cultural and accessibility needs should be incorporated into planning rather than treated as last-minute requests.

The goal is not to make catering restrictive. It is to design a menu that balances attendee experience, nutrition, cost, inclusion and sustainability.

Encourage Sustainable Attendee Travel

Transportation can be one of the most challenging aspects of event sustainability, particularly for large conferences and international events.

Organisers cannot control every attendee's travel decision, but they can make lower-impact options easier.

Consider:

• Choosing venues close to public transport.
• Providing clear public transport information.
• Sharing walking and cycling options.
• Organising shuttle services where appropriate.
• Encouraging rail travel for suitable journeys.
• Coordinating accommodation close to the venue.
• Offering virtual participation when it genuinely supports the event objective.

Travel information should be communicated early, ideally before attendees make their arrangements.

For international conferences, sustainability planning may also involve considering whether every meeting needs to be fully in person or whether selected sessions can be delivered virtually.

Use Energy More Efficiently

Energy consumption can come from lighting, heating, cooling, audiovisual equipment, exhibition stands, catering equipment and other event infrastructure.

Event teams can work with venues and production suppliers to reduce unnecessary energy use.

Practical measures include:

• Using energy-efficient lighting.
• Turning equipment off when it is not required.
• Avoiding excessive lighting and screen usage.
• Using venue energy-management systems.
• Scheduling equipment according to programme requirements.
• Asking suppliers about the energy efficiency of production equipment.
• Monitoring energy consumption where data is available.

Technology can also help. Smart venue systems and event-management platforms can provide greater visibility over room usage, attendance and operational requirements, allowing resources to be matched more closely to actual demand.

Build Sustainability Into Procurement

An event's sustainability performance is influenced not only by the organiser but also by the suppliers involved.

That makes sustainable procurement an important part of responsible event planning.

Instead of evaluating suppliers solely on price, consider:

• Environmental policies
• Waste-management practices
• Local sourcing
• Labour standards
• Accessibility
• Packaging
• Transport requirements
• Previous sustainability performance
• Ability to provide relevant data

This does not mean automatically selecting the most expensive supplier. It means incorporating sustainability criteria alongside quality, cost, reliability and business requirements.

For organisations running multiple events, sustainability requirements can also be incorporated into supplier agreements and procurement policies.

Design More Sustainable Event Materials

Event branding often generates large amounts of temporary material.

Banners, brochures, badges, exhibition graphics, stage décor and promotional merchandise may have a very short useful life.

A better approach is to ask whether each item can be:

Reduced → Reused → Repurposed → Recycled

For example, instead of putting a date on every physical banner, organisations can use adaptable designs that remain relevant across several events.

Digital event guides can also replace large quantities of printed material while giving organisers the ability to update information in real time.

However, digital solutions should not automatically be considered sustainable. They also involve energy, hardware and infrastructure. The objective should be to select the solution that is appropriate for the event rather than replacing every physical element with technology simply for the sake of doing so.

Make Sustainability Inclusive

Responsible event planning extends beyond environmental impact.

The social dimension of sustainability includes how people experience the event and whether they can participate meaningfully.

Consider:

• Step-free access
• Accessible seating
• Hearing assistance
• Captioning
• Clear signage
• Accessible digital information
• Dietary requirements
• Diverse speaker representation
• Safe working conditions
• Fair supplier practices
• Quiet spaces where appropriate

ISO 20121:2024 places stronger emphasis on social legacies and inclusivity compared with the previous edition, reinforcing the idea that event sustainability is broader than environmental performance alone.

A genuinely responsible event should consider people as well as resources.

Work With Suppliers and Stakeholders

Sustainability cannot be delivered by the event manager alone.

Venues, caterers, production companies, exhibitors, sponsors, speakers, attendees and internal teams can all influence outcomes.

Start by identifying the stakeholders who have the greatest influence over the event.

Then communicate clear expectations.

For example, an organiser could include sustainability requirements in supplier briefs covering:

• Packaging
• Materials
• Transportation
• Waste
• Energy
• Labour practices
• Data reporting

This approach makes sustainability part of the event supply chain rather than a responsibility sitting entirely with one event team.

ISO's current approach similarly emphasises integrating sustainability across event management and its wider stakeholders.

Measure What Matters

A sustainability strategy becomes much more useful when organisations measure its performance.

Depending on the event, useful indicators could include:

• Total waste generated
• Waste diverted from disposal
• Percentage of reusable materials
• Energy consumption
• Water consumption
• Attendee travel information
• Percentage of local suppliers
• Food waste
• Digital versus printed materials
• Accessibility measures implemented
• Attendee feedback

Not every event needs to measure everything.

Start with the impacts most relevant to the event and the organisation's sustainability objectives.

Measurement also makes it easier to identify what worked and what should change next time.

ISO describes this type of structured measurement and continual improvement as part of its event sustainability management approach.

Communicate Sustainability Without Greenwashing

An event may have genuine sustainability initiatives, but communication needs to be accurate.

Avoid vague claims such as:

• “100% sustainable event”
• “Zero impact”
• “Completely green”
• “Eco-friendly in every way”

unless such claims can genuinely be substantiated.

Instead, explain specific actions.

For example:

Instead of:
“We created a completely sustainable conference.”

Consider:
“We reduced printed materials by using a digital event guide and worked with the venue to separate event waste for recycling.”

Specific statements are easier for attendees and stakeholders to understand and evaluate.

Transparent communication also builds credibility.

Use Technology to Support Sustainable Events

Technology can make sustainable event planning easier when used strategically.

Event platforms can reduce paper-based processes through:

• Digital registration
• Mobile agendas
• Digital tickets
• QR-based information
• Online feedback
• Digital exhibitor information
• Automated communication

Data can also help event managers understand attendance patterns and resource requirements.

For example, accurate registration information can help caterers plan quantities more effectively, while room attendance data can help organisers avoid unnecessarily heating or powering underused spaces.

Technology should therefore support a broader sustainability strategy rather than become a sustainability strategy by itself.

Create a Sustainable Events Checklist

Before finalising an event plan, ask:

Planning

• Have sustainability objectives been established?
• Are they measurable?
• Have relevant stakeholders been identified?

Venue

• Is the venue accessible by public transport?
• Does it have effective waste and energy systems?
• Does it support accessibility?

Suppliers

• Have sustainability criteria been included in procurement?
• Can suppliers provide relevant information or data?
• Are materials reusable or responsibly sourced?

Operations

• Can printing and single-use materials be reduced?
• Is food waste being considered?
• Are energy requirements being monitored?

Attendees

• Have sustainable travel options been communicated?
• Is the event accessible?
• Are dietary and other participation requirements addressed?

Measurement

• What sustainability indicators will be tracked?
• Will the results be documented?
• What will be improved at the next event?

Common Mistakes in Sustainable Event Planning

Treating sustainability as a last-minute addition

The earlier sustainability is considered, the more influence organisers have over venue, suppliers, travel and production decisions.

Focusing only on recycling

Recycling is useful, but reducing consumption and reusing materials can be more effective than managing waste after it has already been created.

Ignoring the supply chain

An event can have strong internal sustainability policies while relying on suppliers whose practices do not align with them.

Making unsupported environmental claims

Sustainability communication should be specific, transparent and evidence-based.

Trying to measure everything

Too many metrics can make sustainability reporting complicated and difficult to maintain. Focus on meaningful indicators connected to the event's most significant impacts.

Final Thoughts

Creating sustainable events does not require organisers to completely redesign the events industry overnight. It requires better decisions at every stage of the planning process.

From selecting the venue and suppliers to managing food, transport, energy, materials, accessibility and measurement, small operational choices can collectively influence an event's wider impact.

The most effective approach is to make sustainability part of the event strategy from the beginning rather than treating it as an additional feature.

For organisations looking for a structured framework, ISO 20121:2024 provides an internationally recognised event sustainability management framework covering environmental, social and economic impacts. It is designed for different event types and organisation sizes.

Ultimately, responsible event planning is about creating experiences that deliver value for attendees and organisers while considering the resources, communities and people affected by the event.

FAQs

1. What are sustainable events?

Sustainable events are planned and delivered by considering their environmental, social and economic impacts. This can include waste, energy, transport, procurement, accessibility, community impact and attendee experience.

2. Why are sustainable events important?

Sustainable event planning can help organisations reduce resource use, improve operational efficiency, manage environmental and social impacts and demonstrate responsible business practices.

3. What is ISO 20121?

ISO 20121:2024 is an international standard for event sustainability management systems. It provides a framework for organisations to manage the social, environmental and economic impacts associated with events.

4. How can an event reduce waste?

Start by preventing unnecessary consumption. Digital materials, reusable signage, rented décor, accurate catering estimates and clearly organised waste systems can all help reduce event waste.

5. How can event organisers make transportation more sustainable?

Organisers can select venues near public transport, provide travel information, encourage rail or public transport where practical, coordinate accommodation and consider appropriate virtual participation options.

6. Are sustainable events more expensive?

Not necessarily. Some sustainable measures can involve an upfront investment, while others — such as reducing unnecessary printing, materials or energy consumption — may reduce costs. The financial impact depends on the event, location, suppliers and strategy.

7. How can event sustainability be measured?

Organisers can track relevant indicators such as waste, energy use, food waste, materials, attendee travel, supplier practices and accessibility measures. The most useful metrics depend on the event's objectives and impacts.

8. What is the biggest mistake in sustainable event planning?

One common mistake is treating sustainability as an isolated initiative rather than integrating it into venue selection, procurement, operations, attendee experience and post-event measurement from the beginning.