Top tips for planning sustainable events
Some say that the most sustainable event, was one that didn’t actually happen… Rob Turnbull, Sustainability Manager, Edinburgh International Conference Centre (EICC) shares his thoughts on this and more as a speaker at ICAS’ Sustainability Business Network drinks at CA House on 2 October 2024
“While I understand where they were coming from, I believe this is a rather narrow perspective on the true purpose of events. Yes, we can look at the carbon emissions from delegates travelling by car and plane, and we can see leftover food and materials and question the environmental impact.”
Rob continues: “But what do events really do? Events bring together like-minded people with a common purpose—to share ideas, solve problems, and inspire change. Yes, climate change is one of the biggest threats we face, but it’s not the only one. There’s also disease, poverty, inequality, infrastructure, healthcare, hunger, and hate. Events have the power to address all these issues and more."
As Anthropologist, Margaret Mead once said “…never underestimate the power of a small group of committed people to change the world. Indeed, it’s the only thing that ever has.”
Rob explains that at the Edinburgh International Conference Centre, they focus on the triple bottom line—maximising the economic, environmental, and social impacts of our events. This approach has allowed EICC to create a 60% reduction in carbon emissions in the past decade whilst doubling the number of events held.
Overall, Rob says “It’s all about making the most of the benefits while minimising the drawbacks. Consider the following questions when you think about the before, during and after of an event.”
The planning stage offers the greatest opportunity to make a positive impact. As the saying goes, Prevention is Better than Cure:
- What’s the venue’s sustainability credentials—do they hold certifications like ISO 14001, B Corp, or Green Tourism? These all demonstrate a commitment to sustainability.
- Is it powered by renewables, either on-site or through a renewable energy tariff?
- How people will get there. Does the venue have good public transport links?
Catering choices
- Opt for a plant-forward, seasonal menu. Reducing or eliminating red meat and dairy, which can significantly lower the environmental impact.
- Where will your stands and staff be coming from, can you source them locally? Can you even rent items instead of buying them new?
- The use of digital technology wherever possible to avoid unnecessary printing. Less paper means less waste.
- If you must print materials, avoid dates on signage so it can be reused for future events.
- Do we really need another coffee cup or USB stick? Reducing these giveaways can help cut down on waste.
Once the event is underway, we have the chance to create a direct, positive impact on the local area:
- Can we host free events for the local community? Knowledge-sharing can foster local development and inspire future generations.
- Can we go out into the community and provide a service, or perhaps partner with local charities or social enterprises? This strengthens the social fabric and leaves a lasting impression.
- Could your attendees contribute to a local charity? Imagine the collective impact if every delegate brought a food item with them to donate.
When the event is over, our sustainability efforts shouldn’t stop:
- Can we donate any leftover materials to the local community, schools, or charities? This prevents waste and creates a circular economy.
- Ensure that any waste generated is diverted from landfill. We don’t want to leave a legacy of environmental damage by dumping waste into landfills where it will sit for generations.
- If there’s leftover food, can it be donated to those who need it most? This can help fight hunger and as well as reduce food waste.
- Can we calculate and offset the emissions generated by the event. This could involve supporting local or global environmental projects tackling climate change and biodiversity loss.
Whether it’s through a lasting community project or a donation to a local cause, events should leave behind more than just memories.
A final point—if we can measure it, we can manage it. By collecting data on emissions, waste, social engagement, and more, we can set benchmarks and aim for continuous improvement.
- Can we reduce emissions next time?
- Can we cut down on waste?
- Can we increase the event’s positive social impact?
By setting targets and tracking progress, we’re able to create even more sustainable events in the future. This all leads to small, consistent improvements, which can add up to big change over time.
In summary, sustainability in events isn’t just about avoiding emissions or reducing waste—though both are important. It’s about thinking holistically, considering the economic, environmental, and social impacts, and using events as a force for good.
Paraphrased from Rob’s remarks made at the ICAS Sustainability Business Network’s Sip and learn on 2 October 2024.
Rob Turnbull is Sustainability Manager at the Edinburgh International Conference Centre (EICC).
Find out more about EICC’s inaugural Impact Report 2023, and learn about their service to provide Event Impact Reports for events that are hosted at EICC.
