How to make your corporate event more sustainable

As the prominence of renewable, green living continues to filter throughout society, sustainable event management is becoming increasingly important.

According to Griffith Business School Department of Tourism, Sport and Hotel Management Lecturer Yawei Jiang, hosting sustainable events is a growing trend in today’s world and businesses stand to gain numerous benefits.

So, what is a sustainable event and how can businesses and corporate leaders run them?

Exploring sustainable events and how they are measured

Dr Jiang said sustainable events could be defined in two ways.

“First – employing the principles of the sustainable triple bottom line – a sustainable event is characterised as one which operates in harmony with economic, social-cultural and environmental considerations,” she said.

“In essence, it is an event integrating sustainability across its facets, ensuring it is economically viable, socially inclusive and environmentally responsible.

“Secondly, adopting a more proactive stance in defining sustainable events, it becomes evident they serve as a medium for giving back to the community and society at large.

“By fostering practices prioritising sustainability, these events actively contribute to the collective efforts aimed at forging a more sustainable future for all.”

Tracking and measuring the success of a sustainable event is a vital aspect.

According to Dr Jiang, the International Organisation for Standardisation (ISO) and the United Nations (UN) had valuable resources for event organisers.

“The ISO 20121 provides a framework to plan, implement and improve the sustainability of events encompassing robust stakeholder engagement, adherence to legal and regulatory mandates, meticulous sustainability event planning, proficient supply chain management and rigorous operational controls,” she said.

“The 17 UN Sustainable Development Goals also serve as pivotal benchmarks for sustainable event operations.

“Aligned with the conventional triple bottom line principles, these goals address the economic domain emphasising profitability, the social domain focusing on people-centric outcomes and the environmental domain, which centres on planet-friendly initiatives.”

Dr Jiang said local governments often offered their own tailored sustainable event guidelines, serving as a foundational framework for local event bidding, planning and development.

How to plan, implement and manage a sustainable event

According to Dr Jiang, the ISO 20121 outlines a management system for a sustainable event following a four step P-D-C-A process: Plan, Do, Check and Act.

She said operating a sustainable event needed to consider four event management phases.

“The pre event planning phase involves setting a sustainable goal, establishing a sustainable team and crafting a sustainability strategy,” Dr Jiang said.

“Next is the implementation of sustainable event planning, which includes venue selection, transportation, waste management, energy efficiency, water conservation, sustainable/local procurement, locally sourced food and beverage, and community education and social responsibility.

“The third step is to monitor the implementation of the above points in the event sustainability plans.

“In the post event reporting phase, reflect and report on the sustainable practices and efforts by evaluating team performance and providing feedback and revising or modifying goals for future events.”

Ultimately, Dr Jiang said sustainable event planning was a holistic process that encompassed everything from start to finish.

“It begins with the event bidding stage and extends through implementation and evaluation,” she said.

“It involves embedding sustainability considerations from the design stage, guiding decision-making across venue selection, transportation, waste management and procurement.

“Ongoing monitoring ensures goals are met while reflection informs future improvements.

“This approach ensures events are not only successful but also environmentally and socially responsible.”

Putting sustainable initiatives into practice

ARTRAGE Head of Production and Operations Katie Anne Dixon said the company executed many initiatives and practices for its Fringe World festival events.

“Over the past few years, we have built up a reserve of reusable signage – all
one-off artist or venue signage is 100 per cent recyclable,” she said.

“All venues use LED lighting, minimising power requirements and heat emissions within venues.

“We have moved to reusable plastic cups and all food vendors use compostable utensils and containers.

“We moved away from a printed program and introduced the FRINGE WORLD app, which not only minimises waste but also gives our artists and staff far more flexibility.

“We’ve synced our generators onsite to reduce fuel consumption and installed
additional bore water sprinkler points onsite to minimise the use of scheme water.

“We also champion social equality and inclusivity by being accessible and supporting all local communities, promoting diversity and inclusion.”

For FRINGE WORLD, Ms Dixon said one of the key factors to success was a shared goal and communication across the team.

“Communication and planning are paramount,” she said.

“Everyone needs to be on board – the artists performing, the funding bodies, the local
council, attendees, suppliers and staff.

“Without everyone committing to the sustainability of the event, it will struggle to reach its goals.”

The benefits of running sustainable events

According to Dr Jiang, businesses stand to gain numerous benefits from embracing a sustainable event approach.

She said expanded market reach, cost savings, innovation and creativity stimulation and enhanced community engagement were the key areas you could add value.

“As sustainability becomes a priority for consumers, hosting sustainable events can attract a broader audience,” she said.

“Although initial investments may be needed, businesses can achieve significant long-term cost savings by reducing energy and resource consumption, improving waste management efficiency and potentially qualifying for government tax incentives or rebates.

“Embracing sustainability can inspire innovation and creativity within organisations.

“For example, planning sustainable events often requires thinking outside the box and devising innovative solutions to minimise environmental impact, optimise resource utilisation and engage stakeholders in meaningful ways.

“Hosting sustainable events allows businesses to engage with local communities, not-for-profit organisations, government agencies and other stakeholders.

“By collaborating on sustainability initiatives, businesses can foster mutually beneficial partnerships, and contribute to community development with positive social and environmental outcomes.”

Dr Jiang said you should look at the bigger picture for companies and businesses looking to run sustainable events.

“Go beyond merely integrating sustainability principles into your operations – instead seize the opportunity to give back to the community and environment through your events,” she said.

“When crafting event programs, the focus should shift towards leveraging events as platforms for environmental and social contributions considering the long-term legacy effects and educational impacts aimed at raising awareness and stimulating positive change.

“In essence, sustainable event planning should not only prioritise environmental responsibility but also actively seek ways to make a meaningful and lasting impact on the community and environment.”