How to organise a sustainable event: measures that count (without spoiling the design)

A sustainable event is neither poorer nor duller. It is a well-thought-out one: it does not make hundreds of people drive, it does not throw away half the food and it does not leave a skip full of single-use decoration. Many of those decisions also save money.

This guide covers the measures with the most impact, from the venue and transport to catering, waste, decoration and suppliers, how to communicate it and how to measure the result.

The essentials in 30 seconds

• Transport weighs most: a central, well-connected venue is the most effective measure.
• Local, seasonal catering, with guest numbers well adjusted.
• Less waste: no single-use plastic and water in jugs or fountains.
• Reusable decoration and undated branding.
• One venue and few suppliers: fewer transfers and fewer set-ups.
• Measure and report with data, without exaggerating.

Venue and transport

• A central venue people can reach on foot, by public transport or by bike.
• Explain in the invitation how to get there by metro, bus or bike.
• Shared transport if the event is outside the city.
• Everything in one building: welcome, dinner and party with no coaches between venues.
• Timings compatible with public transport, especially for the journey home.
• For speakers from elsewhere, train rather than plane when possible, or a remote talk.

Local catering

• Local, seasonal produce: fewer kilometres and more flavour.
• Reliable RSVPs: waste starts with a badly estimated number of diners.
• Well-judged portions and menus suited to the format.
• More plant-based options, designed as dishes in their own right.
• A plan for leftover food: agreements with social organisations where possible.
• Water in jugs or fountains instead of small bottles.

Less waste

• No single-use plastic: reusable crockery and glassware.
• Reusable or digital badges, collected at the end.
• Digital invitations and programmes.
• Visible, easy waste separation for guests.
• Useful gifts or experiences instead of merchandise that ends up in a drawer.

Decoration and design

• Reusable or hired decoration: furniture, plants, fabrics.
• Undated branding that can serve several editions.
• Seasonal flowers and potted plants that can be given away afterwards.
• LED lighting and modular staging.
• A venue with character needs less decoration.

Local suppliers

• Local suppliers for catering, flowers, technical kit and gifts.
• Few, well-coordinated suppliers: fewer vans and fewer set-ups.
• Ask about their policies on waste, energy and working conditions.

Communication without greenwashing

• Say what you do, not what you would like to do.
• With specific data: how many people came by public transport, how much waste was separated, what happened to leftover food.
• Invite guests to take part: cycle there, bring their own bottle, skip the gift.

How to measure it

• How attendees travelled: a question at registration or in the survey.
• Food served against food left over.
• Waste generated and separated.
• Material reused as a share of the total.

For the other indicators, here is how to measure event success.

Common mistakes

• Choosing a distant venue and then announcing the event is sustainable.
• Over-ordering catering for fear of running short.
• Swapping plastic for compostable material that ends up in the wrong bin.
• Claiming more than you do.

Events in central Valencia at Palau Alameda

Palau Alameda is on Paseo de la Alameda, in the centre of Valencia, beside the Turia Gardens, which you can cycle along from much of the city. It brings together three spaces in one building, Àtic, La Gran Sala and Azza, so the welcome, dinner and party happen with no transfers.

The team handles catering, technical kit, staff and set-up with a single contact, which reduces the number of suppliers, vans and set-ups. You will find all the details on our private events page, more corporate event ideas and, to fine-tune guest numbers and cost, our guide to event budget and timeline.

Frequently asked questions

What is a sustainable event?

An event that reduces its environmental and social impact in attendee transport, food, waste, decoration and suppliers, without sacrificing the quality of the experience.

What causes the most pollution at an event?

Usually the travel of attendees and speakers. That is why a central, well-connected venue is the most effective measure.

How do you reduce food waste at an event?

With reliable RSVPs, portions suited to the format, seasonal produce and a plan for leftover food.

How do you avoid plastic at an event?

With reusable crockery and glassware, water in jugs or fountains, reusable or digital badges and gifts without unnecessary packaging.

Is a sustainable event more expensive?

Not necessarily. Many measures save money: fewer transfers, less wasted food, less printing and reusable decoration.

How do you communicate that an event is sustainable?

With specific data about what was done, without exaggerating, and by inviting guests to take part.