Driving Sustainability in our Community Group and Not-For-Profit Events

Hey there, fellow changemakers!

Let's talk about something we all love—events.

Events are fantastic for bringing people together, raising awareness, engaging volunteers, and supporting our organisation's goals for driving positive change. Whether a monthly working bee or a large annual gathering, events are part of the bread and butter of community groups and environmental organisations.

Event management is evolving, and sustainability is at the forefront of this transformation. Recently, we had the pleasure of hosting Tai Ryan from the Sustainable Occasion, who shared her extensive expertise in integrating sustainable practices into event planning.

With over 20 years of experience, Tai provided invaluable tips and tricks that can help make our events more eco-friendly. Let’s dive into some of the key takeaways from her insightful session and the discussions within the group who attended the workshop.

The Jack of All Trades

In event management, especially in community-driven organisations like Landcare, we often wear multiple hats. From coordinating small meetings to managing conference-scale events, our role requires us to be adaptable and efficient. One crucial aspect we must not overlook is the sustainability of these events. While many groups have done away with single-use plastics and taken the obvious steps towards sustainable events, if we are going to truly move towards zero waste and zero impact, many of us still have challenges to overcome. Tai emphasised how our sector, despite not traditionally coming from event management backgrounds, has a significant opportunity to make a positive impact through mindful planning and execution of our many events.

Why Sustainability Matters

Sustainability in event management goes beyond just avoiding single-use plastics. It’s about minimising environmental harm while having a positive effect on the community. Tai explained that progress in sustainability cannot be about perfection but must come from a mindset of making intentional, small changes that collectively create substantial benefits for our planet.

Key Considerations for Sustainable Event Planning

Defining Event Purpose and Goals

Understanding the purpose of the event and defining clear sustainability goals are crucial first steps. We cannot improve what we cannot measure. As part of our planning we should ask “how do we want our guests to feel?” If we act from this space we can ensure the experience of the participant is at the forefront of our minds throughout the planning. Considering your event will ultimately be evaluated by the participants…. this gets you focused on their experience as a primary outcome.

Engaging Suppliers and Venues

Working with suppliers and venues that align with our sustainability goals can make a significant difference. Tai recommended asking suppliers key questions about their practices, such as where their products are sourced from and how they manage waste. Engaging them in our sustainable vision can lead to better collaboration and innovative solutions. While some venues are doing better than others when it comes to sustainable events, the reality is that change happens through consumer demand.

Waste Management and Reduction

Effective waste management is a cornerstone of sustainable events. We should be aiming for clearly marked waste stations, encouraging guests to bring their reusable cups and water bottles, and choosing caterers who offer zero-waste menus. She also stressed the importance of discussing waste management practices with venues to ensure compliance and transparency. Pay close attention to catering, often caterers have moved leaps and bounds forward in using composable packaging but cling wrap and those sneaky plastic see through panels on cardboard packaging are still very commonplace. Ask the questions around packaging. Go the extra step by exploring further down the supplier line for impact and waste insights.

Energy and Carbon Footprint

Events can have a substantial carbon footprint, especially concerning travel and accommodation. Consider options like arranging group transport, using green energy, and exploring the possibility of virtual or hybrid events to reduce travel emissions. There are some great carbon calculators now available online both free and paid.

Thoughtful Gifting

Event giveaways and gifts should be selected mindfully. Opt for locally sourced, sustainable items or experiences that align with the event’s values. Tai shared examples like seeded paper, local produce, or even simple thank-you notes that can have a meaningful impact without adding to the waste. If giving goody bags, make sure the contents are useful and don't end up in the bin, and consider Boomerang bags for the actual bags.

Real-World Applications

Implementing these sustainable practices might seem daunting, but starting small can lead to significant changes. For example, switching to lunch boxes instead of buffet-style meals can reduce food waste and encourage guests to take leftovers home. Also, engaging local suppliers and community groups for services and products can boost local economies and reduce transportation emissions. Be sure to promote what you are doing to achieve sustainability across your events too, give a sustainability wrap up on the agenda, have signage or put out a special newsletter to describe what you are doing, this helps to promote and make these practices accessible for others.

Sustainability in event management is not an overnight achievement but a continuous journey.

By incorporating these insights, we can make our events more eco-friendly and set a positive example for others in the industry. Remember, it’s not about achieving perfection but about making consistent, small steps towards a more sustainable future.

Let's host events that captivate, respect, and preserve our environment. Every event is an opportunity to show our commitment to sustainability and environmental stewardship. Your actions today will have a lasting impact, ensuring that future generations can enjoy a healthy and thriving planet!

Check out more of Tai Ryan’s work here: https://www.thesustainableoccasion.com/