How to Make an Event Sustainable and Eco-Friendly

More businesses and organisations are now looking for ways to reduce emissions and align their events with broader sustainability goals, without compromising on quality or experience.

You can reduce the carbon footprint of your event in many ways. This includes catering choices, travel options, the venue you select, and how you communicate with attendees. This guide shows simple actions to help you plan a greener, eco-friendly event. It provides clear steps to create a sustainable event that makes a lasting impact without leaving a carbon footprint.

---

1. Understand the Impact of Your Event

The first step to making an event more sustainable is to understand where the environmental impacts come from. Events often generate carbon emissions in several areas, including:

• Delegate travel to and from the venue
• Food and drink choices
• Overnight stays and accommodation services
• Use of energy, water, and resources during the event

Using a carbon calculator tool can give you a clear picture of the overall footprint. It helps identify high-impact areas and opportunities to reduce emissions.

At Warwick Conferences, for example, we’ve worked with the University of Warwick Energy and Sustainability Team to develop an easy-to-use carbon calculator tool. It allows event planners to assess their environmental impact across day delegates, 24-hour stays, B&B guests, and dinner options. It also provides comparative data, helping you make smarter choices.

---

2. Choose a Venue That Shares Your Values

The venue you choose is one of the most important decisions in sustainable event planning. A greener venue can help you reduce your footprint before your guests even arrive.

Look for venues that demonstrate a commitment to sustainability through:

• Recognised accreditations such as EcoSmart PlatinumLink opens in a new window or IACC Green Star CertificationLink opens in a new window
• Energy-efficient buildings, ideally with BREEAM ratings or EPC A ratings.
• Comprehensive recycling and waste management systems.
• A focus on local and seasonal catering.
• Use of renewable energy sources or energy-saving technology.

At Warwick Conferences, sustainability is built into every part of our operation—from our menu development parameters to the design of our venue, The Slate, which has achieved a BREEAM Excellent rating. We’ve also been recognised with industry awards, including 2nd place in the miaList 2024 awards for sustainability, and our team members have received individual recognition for their impact in this area.

3. Reduce Travel-Related Emissions

Delegate travel is often the largest contributor to an event’s carbon footprint. Choosing a well-connected venue that’s easy to reach by public transport can make a significant difference.

You can also:

• Provide information on local transport routes and options ahead of time.
• Encourage train travel over flights or solo car journeys.
• Offer EV charging points for electric vehicle users.
• Organise car-sharing initiatives or group transport for larger events.

Small actions like these can reduce emissions while improving the overall attendee experience.

4. Make Sustainable Catering Choices

Food and drink are another key area where small changes can have a big impact. Animal-based foods, especially red meat, dairy, and farmed shrimp, are generally associated with the highest greenhouse gas emissions (Source: United NationsLink opens in a new window).

To create a more sustainable menu:

• Introduce vegan and vegetarian choices as standard.
• Use local, seasonal and ethically sourced ingredients.
• Avoid over-ordering and food waste.
• Limit packaging and single-use plastics.

At Warwick Conferences, our chefs use KafoodleLink opens in a new window, a digital recipe platform that calculates the carbon footprint of menu items and helps inform better menu planning. We also support attendees in making low-carbon food choices, without compromising on flavour or quality.

5. Reduce Energy and Resource Use

Running an event involves the use of lighting, heating, water, and electronic equipment. All of which consume energy. By making small operational changes, you can significantly cut down resource use.

Some ideas include:

• Switching off equipment when not in use.
• Using LED lighting and energy-efficient appliances.
• Offering digital event materials instead of printed handouts.
• Encouraging refillable water bottles and using tap water stations.
• Reducing the frequency of hotel room cleaning to save energy and water.

Attendees increasingly appreciate these thoughtful changes and they help align your event with wider sustainability goals.

6. Evaluate and Improve Over Time

Sustainable event planning is an ongoing process. After each event, take time to reflect on what worked well and what could be improved. Collect feedback from guests, suppliers, and staff. Over time, this will help you build even greener events and set a strong example for others in your industry.

You could also consider calculating your event’s post-event carbon footprint to measure progress and highlight areas for further improvement.

Leading by Example: Warwick Conferences' Approach

Sustainability is part of who we are at Warwick Conferences. We are proud to hold EcoSmart PlatinumLink opens in a new window, IACC Green Star CertificationLink opens in a new window, and have earned industry recognition for our commitment to sustainable operations.

Our initiatives include:

• Working closely with the University of Warwick’s sustainability team.
• Supporting Warwick’s Sustainability Strategy – Way To Sustainable.
• Collaborating with local suppliers to reduce transport emissions.
• Using carbon-rated menus to guide catering choices.
• Maintaining apiaries on campus for a sustainable honey supply.
• Hosting events in BREEAM-rated venues and investing in energy-saving technologies.

Ready to Take the Next Step?

Sustainable events don’t have to be difficult or expensive. With the right tools like our carbon calculator, and the right mindset, you can reduce your environmental impact while delivering excellent experiences for your attendees.

Charlie Nova

Charlie is a Digital Marketing Officer at Warwick Conferences, specialising in content that brings conferences and events to life.