How to Plan a Sustainable Corporate Event: A DMCs Guide

How to Plan a Sustainable Event 

Sustainability is becoming increasingly more important in event planning as more attendees, companies, and organizers look for ways to reduce their environmental impact. This guide will walk you through practical, effective ways to plan a sustainable event, from selecting eco-friendly venues to implementing waste-reduction strategies. These steps will give you the tools to make any event impactful, environmentally conscious, and memorable. 

Start with a Clear Sustainability Plan 

Define your sustainability goals from the beginning. Are you aiming for zero waste, reducing carbon emissions, or supporting local communities? Setting clear, measurable objectives will guide your decisions throughout the planning process and help you stay on track. For example, if your goal is to minimize waste, you could reduce single-use items and focus on recycling initiatives. Knowing your goals early allows you to create a focused, actionable sustainability plan that can shape everything from your choice of venue to catering and transportation. 

Choose an Eco-Friendly Venue 

Amelia Island

Selecting the right venue is one of the most impactful choices you’ll make. Look for venues that prioritize sustainability through energy-efficient lighting, waste reduction, and eco-conscious practices.

Ask venues if they use renewable energy, have composting options, or support local environmental programs. Venues that already implement sustainable practices can make creating a green event much easier, saving you time and helping you stay aligned with your sustainability goals. 

Prioritize Sustainable Transportation 

Orlando, FL

Transportation is a significant factor in event sustainability, especially when attendees are traveling to a new city from different locations. For large-scale events, coordinating eco-friendly transport options can make a meaningful impact. Consider arranging shared shuttles or buses from key hotels to the event venue, reducing the number of individual rides and cutting down on emissions. Work with transportation vendors who offer low-emission or electric vehicles when possible. 

Additionally, for attendees flying in, consider partnering with carbon offset programs to help balance the environmental impact of travel. Providing clear information on sustainable transit options and carbon offset opportunities helps attendees feel connected to your sustainability goals and makes a positive environmental impact feasible, even for large events. 

Implement Zero-Waste Practices 

Minimizing waste is a core element of sustainable event planning. Focus on using reusable, compostable, or biodegradable materials instead of single-use plastics. Set up labeled bins for recycling, composting, and waste to help attendees dispose of items responsibly. Engage attendees by offering incentives for using reusable water bottles or by providing information on how to properly sort waste, encouraging a shared commitment to minimizing waste throughout the event. 

Serve Sustainable Catering Options 

Amelia Island

Food choices are a major factor in event sustainability. Consider working with caterers who use local, seasonal ingredients to reduce food miles and support nearby farmers. Plant-based menu options are another effective way to lower the environmental impact, as plant-based foods require fewer resources to produce.

Work with your caterers to plan portions carefully, donate leftovers to local organizations, and compost any remaining waste, ensuring that your event’s catering aligns with your sustainability goals. 

Select Eco-Conscious Vendors and Suppliers 

Partnering with vendors who share your commitment to sustainability will enhance your event’s eco-friendly efforts. Look for suppliers who offer sustainable options like eco-friendly printing, low-emission transportation, and minimal packaging. By choosing local vendors, you can further reduce transportation needs and support the local economy, adding a meaningful layer of community engagement to your event. 

Offer Thoughtful, Sustainable Gifting Options 

Grand Cayman

Instead of traditional swag bags filled with small, disposable items, consider giving attendees a few high-quality, practical items they’ll actually use. Choose reusable or durable gifts, like water bottles, travel accessories, or locally crafted products. By selecting gifts that align with the event’s theme or location, you can make a positive impression while reducing waste, ensuring that your gifts are meaningful and environmentally friendly. 

Educate and Engage Attendees in Sustainability 

Make your attendees feel like part of the mission by educating them on the event’s sustainability goals and encouraging eco-friendly behaviors. Communicate these goals before the event so attendees know what to expect. During the event, offer tips on being environmentally conscious, like using public transit or bringing reusable items, and consider adding sustainability-focused workshops or activities to reinforce the theme. This enhances the attendee experience and promotes greater awareness and action. 

Measure and Report Sustainability Outcomes 

Tracking your event’s sustainability impact is essential to understanding what worked and identifying areas for improvement. Collect data on key metrics like waste reduction, energy savings, and carbon offsets. Share a post-event report with attendees, sponsors, and stakeholders to highlight your achievements and build momentum for future sustainable practices. By being transparent about your impact, you’ll inspire trust and demonstrate your commitment to sustainability, making it easier to enhance your efforts in future events. 

Quick Sustainability Wins for Last-Minute Impact 

If your event is already planned but you want to incorporate sustainability, don’t worry! There are small yet effective changes you can make, even at the last minute, that can leave a positive impact without overhauling the entire plan: 

• Switch to Digital: Eliminate paper programs and shift to a digital schedule or event app. 

• Offer Reusable Water Bottles: Provide reusable water bottles, reducing single-use plastic waste. 

• Encourage Carpooling or Shared Transportation: Offer shuttles or suggest carpooling to reduce carbon emissions. 

• Add Recycling and Compost Bins: Bring in labeled recycling and compost bins to help manage waste. 

These quick wins allow you to add meaningful sustainability touches to your event, even on short notice, and show attendees your commitment to eco-conscious practices. 

Consider Partnering with a Destination Management Company (DMC) 

Planning a sustainable event involves many moving parts, and a DMC can be an invaluable partner. With local connections, a DMC can source vetted, eco-conscious vendors, organize sustainable transportation, and coordinate with venues that meet your green standards. ETHOS Event Collective, for example, uses its expertise to streamline the planning process and connect clients with trusted partners, ensuring every detail aligns with sustainability goals. 

While a DMC can simplify the process and maximize your sustainability impact, this guide is designed to empower everyone to plan greener events. Whether you bring in a DMC or go solo, sustainable event planning is achievable and rewarding. By implementing these strategies—and even quick, last-minute adjustments—you can create an event that reflects your commitment to the environment and inspires everyone involved.

At ETHOS Event Collective, we believe in the importance of sustainable practices and are here to help bring your vision to life in impactful, eco-friendly ways.  

Ready to create a memorable, sustainable event? Reach out to us to learn more about how we can make it happen together. Request For Proposal | ETHOS