Sustainable events: how to build sustainability into your event policy

Vogelvlucht van een grote feestzaal met blauw-gouden verlichting bij een jubileum

Most organisations approach sustainable events with a checklist: no plastic cutlery and a vegetarian menu. Carbon offsetting too. These are worthwhile steps. But they only become effective when they're part of a broader strategy. Without policy, they're isolated actions. With policy, they're building blocks.

Organising sustainable events starts with a fundamental question: what do we want to convey as an organisation through our events? Is sustainability a core value? Make it visible at every event: the big staff party and the kick-off. The client event and the team day too.

This article tackles the strategic question: how do you weave sustainability into your event policy, and how do you communicate that to employees and clients. And stakeholders.

Step 1: define what sustainability means for your organisation

Sustainability is a broad concept. Some organisations focus primarily on reducing CO2. Others choose circularity as their focus, or social sustainability: inclusivity and local suppliers. Plus fair working conditions.

Choose a focus that aligns with your organisation's core values. That makes it credible. Document that focus. Write an event policy. Set out the three sustainability priorities for your events, how you measure and how you report.

Choosing a venue as a sustainability decision

The choice of venue has the biggest impact on an event's carbon footprint. Transport is the largest source of emissions for corporate events. Good access by public transport and a central location already cut emissions considerably. If the venue requires no overnight stay, the gain is greater still.

Where possible, choose venues with their own sustainability certification or policy. Ask venues proactively for their sustainability report.

Consider the size of the venue too. A venue that fits the group size exactly is more sustainable than a large hall standing half empty.

Catering, materials and the circular chain

Catering is the second major sustainability factor at events. A plant-based menu has a carbon footprint that is 30-50% lower than a meat-based menu.

When it comes to materials: choose reusable crockery and banners made from recycled material. Decor that gets a second life after the event too.

Draw up a circular brief for your events. It sets out what you want and what happens to the materials and leftover food after the event. And to the decor.

Measuring and communicating: from intention to proof

A sustainability policy without measurement is a promise without proof. Make sure you track at least two or three key indicators per event: CO2 emissions and the waste percentage. And the supplier score.

Communicate the results, internally and externally. Let employees know what the sustainable choices were at the annual event. Clients and candidates are paying ever closer attention to this.

What Live Impact does for sustainable event organisation

Live Impact works structurally with sustainable suppliers and venues. We help clients make sustainable choices for every event. And to build an event policy that stays consistent over time.

We believe sustainable events don't have to be any less impressive than conventional ones. A plant-based menu can be more of a culinary surprise than a standard meat-based dinner.

Send a brief via live-impact.nl/briefing or get in touch via live-impact.nl/contact. Seriously fun.

Also read

• Event marketing: why a live event makes your message resonate more strongly

• Kick-off program: how to build a day that sticks

• Teambuilding activities: 20 ideas that really work

Frequently asked questions

How do you create a realistic budget for an event?

A corporate event costs around €200 to €500+ per person ex. VAT for 250 to 500 guests. For 500 to 1,000 guests, count on around €150 to €400+ per person. For 1,000 to 2,000 guests, around €125 to €350+ per person. Above 2,000 guests, around €100 to €300+ per person. All amounts exclude VAT, include venue, catering, entertainment and production.

The exact budget depends on the type, the venue and the programme.

Which costs are often underestimated at events?

The costs most often underestimated are technical production, including sound, light and video. In addition, staff costs for event-day crew, transport costs for materials and catering staff are regularly overlooked.

The costs of communication such as invitations and reminders also add up. We help you draw up a realistic budget overview so you don't face surprises during or after the event.

How do I prioritise my budget if I'm running short?

Prioritise on the basis of what guests remember: experience, food and atmosphere come before decoration and gadgets. Cut technical bells and whistles no one notices, and invest in quality where it counts.

A good caterer and a strong programme are irreplaceable; an expensive stage is not. Live Impact helps you make conscious choices that fit your goal and budget. We think along from the first sketch to the last euro.

How do I track expenses and keep control of the budget?

Yes. Thanks to VR and AR, events can be immersive and innovative. Live Impact explores the latest technologies to make your event future-focused and unforgettable.

How do I negotiate better prices without compromising on quality?

Certainly. Storytelling makes content infectious and memorable. Live Impact helps companies tell their unique story through events.

Thank you!

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