Most event planners know how to set the stage. But now, many are starting to ask, what’s the cost to the planet?
You’re building an event with big screens, stage lights, and crisp speakers that use energy. Every decision stacks up. And in today’s climate, your audience notices.
That’s why more brands are turning to eco-friendly event planning, not as a trend, but as a way to lead with purpose. Sustainability does not mean sacrificing experience. In fact, it gives your event more meaning, more trust, and more value.
What is a sustainable event?
A sustainable event is one that lowers its impact on the environment while still delivering a great experience. This includes:
- Using sustainable AV and energy-saving lighting.
- Reducing waste and single-use items.
- Choosing green-certified venues.
- Offering digital-first experiences.
- Engaging attendees in eco-conscious activities.
It’s not just about doing less harm, it’s about doing more good.
What AV and lighting can do for you?
AV and lighting systems are often the highest energy consumers at an event. They’re also the easiest to switch to sustainable options without losing quality. Before you power up, take a look at how traditional AV gear stacks up against sustainable alternatives. A few smart swaps can lower your event’s carbon footprint, without sacrificing quality.
| Feature | Traditional Option | Sustainable Option |
| Projector | Halogen (800W) | LED (300W or less) |
| Lighting | Tungsten floodlights | LED spotlights |
| Microphones | Disposable AA battery | Rechargeable mics |
| Screens | LCD / Plasma | LED, E-paper |
| Cabling | Long runs / loose setup | Short, labelled reuse kits |
Quick Energy Saved Formula: Energy Saved = (Old Wattage – New Wattage) × Hours of Use.
Example:
- Old projector = 800W.
- New LED projector = 300W.
- Hours used = 5.
- Energy Saved = (800 – 300) × 5 = 2,500 watt-hours saved.
How to plan an eco-friendly event with sustainable AV and lighting?
Planning a green event does not mean cutting corners. It means making smarter choices. From your lights to your microphones, every piece of tech can work harder and greener. Let’s walk through simple steps to make your next event more eco-friendly without losing the impact.
1. Start with a sustainable venue
Planning an eco-friendly event starts with the space itself. Choosing a venue that supports green practices sets a strong foundation. Look for venues with certifications like LEED or BREEAM. These places are designed to conserve energy, manage waste better, and often use renewable power.
Bonus point: If the venue is close to public transport, it helps reduce car use and overall emissions. Making the right venue choice gives your event a cleaner start and shows your guests that sustainability matters from the ground up.
2. Choose the right AV and lighting
After securing your venue, the next priority is using sustainable AV and sustainable lighting. AV and lighting systems often consume the most power during an event. To reduce your carbon output, go for LED lighting, low-wattage projectors, and rechargeable microphones. These choices use less energy and generate less heat, making them more efficient and easier to manage. Work with a trusted event AV hire London provider who understands your sustainability goals. The right partner can supply modern gear that supports performance without wasting power.
3. Go digital to reduce waste
Once your equipment is set, shift your focus to how your event communicates. Instead of printing out agendas, signs, or handouts, use digital platforms. Event apps or QR codes can handle everything: guest check-ins, live updates, session info, and surveys. These tools make your event smoother for attendees while cutting down on paper use.
Some digital tools even track things like waste levels or power usage, giving you real-time data to report on your eco-impact.
4. Build a no-waste plan
Next, address waste before it even starts. Avoid single-use plastics and provide compostable or reusable items wherever possible. Set up recycling and composting stations around your venue and make sure they’re clearly marked. When attendees know exactly where to dispose of things, they’re more likely to follow through. To take it further, you can donate leftover food or unused materials to local charities. This reduces landfill waste and supports your community at the same time.
5. Save energy during the event
As your event goes live, focus on how to use energy wisely. Plan your schedule for group sessions and avoid long periods of unused AV power. Ask your team to turn off projectors, lights, or sound systems when they’re not needed. Many sustainable venues already have motion sensor lights and automated heating or cooling systems in place. Using natural light during the day can also cut electricity use, keeping your event both bright and green.
6. Involve attendees in your green goals
Guests are more likely to support your sustainability mission when they feel part of it. Use your event app or digital boards to share what you’re doing and how they can help. Encourage attendees to bring reusable bottles, carpool, or use public transport. You could even add a small game or reward system to track who recycles or avoids single-use items. Making sustainability fun can turn it into something people talk about long after the event ends.
7. Offer local and eco-friendly catering
Your food and drink choices also affect your carbon footprint. Work with caterers who use seasonal, locally sourced produce. Plant-based menu options are usually more sustainable than meat-heavy ones and are becoming more popular with guests. Serve food using compostable cutlery and avoid pre-packaged meals to reduce unnecessary waste. Don’t forget to plan for leftovers, donate what you can and compost the rest.
8. Track and support your sustainability efforts
To close the loop, track everything. Use digital dashboards to measure how much waste you diverted, how much power you saved, or how many digital interactions replaced printed ones. These metrics don’t just help with internal reporting. They also show attendees, partners, and sponsors that your event had a purpose beyond entertainment. Share the results after the event to boost trust and inspire others to plan green too.
Why businesses in the UK are switching to sustainable AV
Events aren’t just about what people see and hear; they’re also about how brands feel. More companies are being held accountable for their environmental impact. Choosing sustainable AV equipment and lighting sends a strong message: we care.
Also, cost savings and compliance go hand in hand with being green. Energy-efficient LED lighting, for example, uses up to 80% less electricity than traditional bulbs.
One More Example of Savings:
If a traditional light uses 500 watts and runs for 10 hours:
- Total usage = 500W × 10h = 5,000Wh or 5kWh.
If LED uses only 100W for the same time:
- Total usage = 100W × 10h = 1,000Wh or 1kWh.
Now multiply that by dozens of lights, across multiple events, and the carbon savings become significant.
Your eco event starts with the right support
Planning a greener event is easier when you have the right tools, the right mindset, and the right partners. Each step builds on the last, from the venue you pick to the lights you use, to the apps and catering you offer. With smart planning and reliable suppliers, you can reduce your footprint without lowering the quality of your event.
AV Productions has supported over 11,000 events across London and offers over 1,000 AV hire items, including sustainable AV and lighting gear built for modern, eco-friendly events. Let us help you build an event that works brilliantly for your audience and for the planet.
Contact AV Productions today to get started on your next eco-friendly event.
