How can you make your event more sustainable?

In the evolving landscape of event planning, sustainability is no longer a mere buzzword—it's a necessity. One of the most effective ways to achieve this is by choosing the right venue. Here’s how selecting a sustainable venue can help organisers create eco-friendly events.

By definition, most events involve large numbers of attendants travelling some distance to engage in activities that may have a certain impact on the environment in the form of energy consumption and waste. There are a number of events that have moved online, but let’s face it, the COVID hiatus only reminded us of our fundamental need for human interaction and the unique power of physical presence. Physical events are here to stay.

Since in-person events remain indispensable, organisers are increasingly tasked with minimising their environmental impact while delivering memorable experiences. One of the most effective ways to achieve this is by choosing the right venue. Here’s how selecting a sustainable venue can help organisers create eco-friendly events.

Look for Sustainability Certifications

When evaluating potential venues, the first step is to check for sustainability certifications. Venues that have received certifications like Green Meetings or BREEAM (Building Research Establishment Environmental Assessment Methodology) demonstrate a commitment to environmentally responsible practices. These certifications assess various factors, including energy efficiency, waste management, and the use of sustainable materials.

For instance, Harrogate Convention Centre (HCC) is pursuing an outstanding BREEAM rating, showing its dedication to minimising its carbon footprint, while the Edwardian Royal Hall theatre has a Grade A Display Energy Certificate. Choosing a venue with recognised sustainability certifications ensures that your event aligns with eco-friendly values from the very start.

Assess Waste Management Practices

Effective waste management is crucial for sustainable events. A venue’s waste handling practices can significantly influence how much waste is generated during your event and what happens to it afterwards. Look for venues that have implemented robust waste management protocols aimed at reducing waste and improving recycling rates.

At HCC, the implementation of a new waste handling protocol led to significant reduction in compactor waste during events. The venue collaborates with waste management experts Don’t Waste to analyse waste streams and track data, enabling them to develop effective strategies for waste reduction. In 2024 nearly 898k litres of water, 584 trees, 85k m³ of CO2 and 391k kWh of energy has been saved through enhanced waste management at HCC. By partnering with venues that prioritise waste management, you can significantly lower your event’s waste output.

Prioritise Sustainable Catering Options

Catering can be a major contributor to an event's overall environmental footprint. When choosing a venue, inquire about their catering options, specifically looking for those that emphasise local sourcing and sustainable menu choices.

HCC, for example, works only with local suppliers within 25 miles of the venue to source food and beverages, which not only supports local businesses but also reduces transportation emissions. Furthermore, venues that offer plant-based menu options and use compostable materials for food packaging can further enhance the sustainability of your event. By selecting a venue that prioritises sustainable catering, you can significantly minimise the environmental impact of your food service.

Consider Energy Efficiency Measures

Energy consumption is another critical factor in determining the sustainability of your event. Venues that utilise energy-efficient technologies can dramatically reduce your carbon footprint. Look for venues that have implemented energy-saving measures such as LED lighting, energy-efficient heating and cooling systems, and renewable energy sources.

For instance, the Harrogate Convention Centre’s energy-efficient heating system prevents approximately 1,400 tonnes of CO2 emissions annually, while the installation of LED lighting across its spaces results in significant energy savings. Choosing a venue with a strong focus on energy efficiency not only supports your sustainability goals but can also lead to cost savings.

Accessibility and Transportation Options

The location of your venue plays a significant role in the sustainability of your event, especially regarding transportation. Venues that are easily accessible via public transport can encourage attendees to opt for eco-friendly travel methods, thereby reducing the carbon emissions associated with travel.

HCC is conveniently located near major transportation links, including direct LNER trains to and from London and electric buses, making it easy for attendees to travel without relying on cars. Its town centre location also means hotels, restaurants and bars are within walking distance of the venue, meaning delegates can get around without transportation once they arrive at the destination. By promoting accessible venues, you can help reduce the environmental impact of your event while making it more convenient for your guests.

Community Engagement and Social Responsibility

A sustainable venue should also prioritise social responsibility. Look for venues that actively engage with their local communities through partnerships and charitable initiatives. This engagement can enhance the overall impact of your event and foster goodwill among attendees.

For example, the HCC collaborates with local charities such as Yorkshire Air Ambulance, providing special rates for events and facilitating donations from organisers and attendees. This not only benefits the community but also creates a positive atmosphere for event participants. A venue’s commitment to social responsibility can amplify your event's positive impact and resonate with attendees.

Conclusion: Making Sustainable Choices

In conclusion, choosing the right venue is a crucial step in organising sustainable events. By prioritising venues that demonstrate a commitment to sustainability through certifications, waste management practices, energy efficiency and community engagement, you can significantly reduce the environmental impact of your event.

Selecting a venue like HCC can serve as a model for integrating sustainability into your event planning process. By making informed choices, you can create memorable experiences that not only captivate attendees but also contribute positively to the environment and community. Together, we can pave the way for a more sustainable future in the events industry.