Are you thinking, ‘How can I make my next event kinder to the planet?’ That question might seem small, but it’s the start of something meaningful.
Today, more people care about the environment than ever before. That means it’s not just a nice idea to go green, it’s something guests and partners expect.
Whether it’s a corporate event, a launch party, or a hybrid conference, planning green doesn’t have to be complicated. These events aren’t just better for the planet, they’re better for your budget, your brand, and your guests. Attendees expect more than just good lighting and food. They want to see that you care about your impact.
Let’s break it all down into practical steps you can actually follow, even on a tight schedule.
Why sustainability in events matters
Events can leave a large carbon footprint, mainly from travel (around 70%) and waste (up to 30%). One attendee can create up to 2,000 pounds of CO₂ (900kg of CO₂) if air travel is involved. To tackle this, the Events Industry Council (EIC) introduced sustainability principles in 2019, urging planners and suppliers to adopt greener practices. Choosing sustainable options not only helps the environment but also creates better, more meaningful event experiences. Here, we have some tips for planning a sustainable event:
1. Think green from the beginning
Planning with sustainability in mind starts from the very beginning.
Ask yourself:
- Where will the event be?
- Is it close to public transport or walking paths?
- Can attendees avoid driving?
Choosing a central location helps cut down traffic, fuel use, and parking chaos. According to various industry surveys, transportation can account for over 50% of an event’s carbon footprint. So, picking a smart location is one of the most powerful changes you can make.If possible, go for a venue that’s already doing the work: solar panels, rainwater systems, or low-energy lighting. These places usually have green certifications like ISO 20121 or BREEAM, which are worth asking about.
2. Cut down the waste
We all know how much trash one event can create: plastic cups, paper handouts, food containers, and more. That’s why reducing waste should be a top goal.
Simple ideas:
- Use digital tickets and QR codes instead of printed ones.
- Send emails or app notifications for schedules and maps.
- Provide water refill stations and reusable cups.
- Avoid plastic decorations and choose recyclable or compostable alternatives.
In 2018, the entire UK produced 222.2 million tonnes of waste, with England accounting for 84%, or approximately 187.3 million tonnes. Events were a significant part of that. By choosing reusable and recyclable items, you help change the story.Set up labelled bins around the event space so guests know exactly where to toss things. Clear signage makes it easy and increases recycling rates.
3. Serve earth-friendly food
Food is a big part of every event, and also a big chance to go green.
Try this:
- Choose caterers that use local, seasonal ingredients.
- Offer more plant-based meals.
- Avoid single-use packaging.
- Donate leftovers to local charities.
Meat-heavy menus tend to have a larger environmental impact. Swapping in vegetarian or vegan dishes doesn’t just reduce emissions, it also shows care. In the UK, charities like FareShare help redistribute food that would otherwise go to waste.
Also, don’t over-order. Planning the right portions saves money and cuts food waste.
4. Power things smartly
Lights, microphones, screens, and events need power, no doubt about it. But how you use that power makes a difference.
Choose venues that use renewable energy, and ask your AV team about low-energy equipment like LED lights, which use up to 90% less electricity than traditional bulbs.
For outdoor events, consider solar-powered generators. And always switch off equipment that’s not in use. These small moves help shrink your carbon footprint.
5. Decor without the damage
Yes, decorations make an event feel special. But they don’t need to harm the environment.
Try:
- Renting decor pieces instead of buying.
- Using potted plants or greenery that guests can take home.
- Crafting centrepieces from recycled jars or fabrics.
- Skipping balloons, glitter, and plastic signage.
Design can still be beautiful, but now it’s also thoughtful. If you do print signs, use recycled materials and avoid lamination so they’re easier to recycle afterwards.
6. Let your guests join in
A sustainable event isn’t just about what you do. It’s also about what you inspire others to do.
Let guests know how you’re reducing waste and energy:
- Add green notes on your website or event app.
- Encourage reusable bottles or coffee cups.
- Create a reward or game around sustainable actions.
- Explain where recycling bins are and how to use them.
People want to help, but they need a little nudge. They often join in and spread the word when they see your efforts.
7. Work with green-minded suppliers
Who you work with matters. When hiring caterers, printers, AV teams, or merch suppliers, ask:
- Do you use recyclable materials?
- Do you have a sustainability policy?
- Do you minimise fuel usage or emissions?
Suppliers with ISO 14001 certification demonstrate that they follow best environmental practices. Partnering with like-minded companies, like AV Productions, boosts your impact without requiring extra work on your part.
8. Track your progress
After the event wraps up, take a moment to reflect:
- How much energy did you use?
- How much waste did you recycle?
- Did attendees respond well to the green choices?
This information is gold. It helps you improve for next time, and it’s also something you can share in your follow-up emails or reports. Clients and attendees love seeing results.
The Events Industry Council has tools to help measure sustainability goals, so check them out if you want to go deeper.
9. Stay curious and keep growing
Sustainability isn’t a one-time thing. It’s a habit. Keep reading, asking, and experimenting. There are always new tools, materials, and ideas to explore. And the more we talk about it, the more it becomes part of every event planner’s playbook.
By planning smarter, we protect the planet and build events that guests remember for the right reasons.
Let’s make it happen together
If you’re looking to plan a sustainable event that also looks professional and runs smoothly, AV Productions is here to help. We’re a reliable, London-based event production team that takes eco-friendly events seriously. We know how to blend impact and style, from smart lighting to waste-free AV setups.
Let’s build your next event together that’s meaningful, memorable, and mindful of our planet. Contact AV Productions today and let’s get started.
