From The Ground Up: Creating Sustainability-Led Events

The need for sustainability-led events has never been clearer. 2023 was the warmest year on record, with over 9,000 companies pledging to take immediate action in a bid to halve global emissions by 2030. In-person events are no stranger to environmental footprints, with a range of touchpoints like event travel, energy and water usage all contributing. 

You can implement many initiatives to execute a sustainable event, from the initial planning stages right through to the event delivery. Incorporating sustainability as a core part of your event process will ensure you can reduce your event’s carbon footprint, both now and in the future. 

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Consider Venue Impact on Travel Emissions

Travel can be one of the biggest contributors to an event’s carbon footprint. From aeroplanes to Ubers and supplier transport, it’s vital to consider how your venue choice will influence carbon outputs. Does your chosen venue have nearby public transport? Do they have an appropriate loading dock, or must suppliers drive around to find parking? Where possible, consider venues that are not only close to public transport options, but close to the majority of your attendees to reduce travel emissions. Our Journeys calculator provides a simple aid to calculate your expected travel emissions based on how attendees will reach your event so you can make informed decisions about your venue. Similarly, digital proposals in our Business Events platform will always pull the most sustainable venue option to the top. 

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Sustainable Suppliers 

Sustainability has become a core part of many suppliers ethos’, and can be a great way to contribute to a positive event footprint. AV suppliers who use LED lighting reduce energy usage and battery wastage, whilst recycled or compostable signage reduces the impact of single-use materials. Where possible, transfer services like Specialised Transport Australia (yourSTA) can greatly reduce your carbon emissions by having a singular mode of transportation. Sourcing suppliers early and communicating your sustainability goals is a great way to ensure you can find the best options for your event. To understand if your supplier is sustainable, consider asking these questions: 

• Do you have a sustainability framework or goals in place? 
• What’s an example of your business reducing your environmental footprint? 
• How would your product/service help us reach our sustainability goals? 

Whilst relying on trusted suppliers makes the event process run smoothly (we love working with our trusted Friends of HeadBox), think about how you can work with local suppliers, particularly for destination events. Not only is this a fantastic way to support local businesses, but further reduces carbon emissions from supplier travel. 

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Reduce and Recycle 

Digital technology has been a game changer for sustainability, particularly through reducing the need for single-use materials. Consider what touchpoints can be digitised; do you need to hand out business cards when a simple QR code could work? Do you need a paper checklist to tick off attendees, or can you use a digital registration app like Splash? Do you need large cardboard signage, or are there available screens that can be used instead? Whilst reduction is important, not all things can be digitised. Name-tags for larger-scale events, or menus for dinners, still add to your event experience. Suppliers like The Play Agency use materials like seeded paper, which can be a great alternative. Not only are these created with recycled paper, but embedded with seeds that guests can take home and plant in their own gardens, again reducing wastage whilst leaving a lasting impression on attendees post-event.  

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Carbon Offsetting

Whilst much work can be done to create sustainable events, carbon emissions cannot be entirely avoided. To combat this, carbon offsetting compensates for any emissions that can’t be circumvented. HeadBox partners with Trace to ensure our events are carbon neutral, whilst being able to track and manage where carbon emissions can be reduced further. 

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In 2024, sustainability is no longer an added bonus, but a holistic part of the event process. Creating sustainability-led events means you can not only have a positive environmental impact, but create powerful, considered event experiences.   

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