Are you organizing an event at Umeå University? Regardless of the size of your event, you can make choices that promote both the environment and health. This checklist is a tool for event organizers to make simple decisions that improve both the environmental impact of your event and your guests' experience during catering or conference arrangements.
Tips for Sustainable Events
Purpose
The first step towards a successful event is defining the purpose. After that, the following steps, such as thinking about target audiences, venue selection, communication channels, and more, become much easier. Why are we organizing this event? What do we want to achieve?
Travel and Accommodation
Before deciding whether an event should be held in person, consider digital and hybrid options. If your event is recurring, could it be held digitally every other time? Can lectures be recorded and published afterward? If you choose to organize a digital or hybrid event, you can read more about these options here. (Aktum).
The following advice is for on-site participants.
Plan the event’s start and end times to accommodate, for example, train travelers or to avoid extra hotel nights for longer events.
Choose a venue that allows participants to get there by walking, cycling, or public transportation.
Inform participants about the availability of service bicycles from the university.
Through the university's booking system, you can filter by environmental certifications, such as ISO 14001, Green Key, Svanen, or Swedish Environmental Base.
Food and Drinks
Food and drinks are often a large part of the experience at an event, and as an organizer, you have a significant opportunity to make a difference here.
First, choose vegetarian options for meals, as they are often the most climate-friendly and typically more inclusive, regardless of religious or cultural food preferences. If meat or fish is necessary, make it an optional choice for the guest to make.
Ask the selected catering service to design the menu based on what is in season.
To reduce food waste, order portion sizes based on the number of registered participants instead of offering a buffet.
Offer plant-based alternatives, such as milk for coffee and tea.
Avoid bottled water; instead, order tap water in carafes or set up water stations.
Choose porcelain mugs and plates instead of paper or plastic. If disposable items must be used for practical reasons, encourage participants to bring their own mugs. Make it a conversation starter.
Ensure that recycling bins are placed near where meals are served. Contact University Services or Facility Services for assistance.
Well-being and Health
Even if the program content is engaging, breaks and variety in the structure may be necessary for participants to fully absorb the material. Often, it's the interactions between people that we take away from an event.
Make sure the program allows for breaks so participants can fully engage with the content. Include movement during breaks to counteract prolonged sitting.
Set up standing tables at coffee breaks and mingling, but ensure seating is also available.
A breath of fresh air can be refreshing. Include a walk in the program, either during lunch or as a separate break activity. Utilize the Walk and Talk paths on the Umeå campus or the stations on the Movement Paths in the campus area. LINK.
Plan for participant interaction, such as through program segments where discussions can take place in "buzz groups."
Work Environment and Equality
For the event to be sustainable, it must also be inclusive. By ensuring a safe and accessible environment for all participants and staff, we can promote a positive experience.
Organizing an event takes time both before, during, and after. Ensure there is a team to share the responsibilities and tasks. If needed, hire an external conference organizer.
Make sure there is diversity in the speaker lineup in terms of gender, age, and background.
Ensure that the venue allows for accessibility adjustments for both mobility and hearing impairments, and that accessible toilets are nearby.
If students or external staff are hired to work during the event, ensure they also have regular breaks and meals, and that their working conditions are clear and fair.
Purchases and Printed Materials
All purchases of goods, such as printed materials and other products, have an environmental impact, and they tend to create waste. Consider what is truly necessary for the event and what can be omitted.
Gifts for speakers are a nice gesture, but consider if the gift is actually useful and easy to take home. If name tags are used, avoid plastic holders. Instead, choose stickers or lanyards. Also, offer participants the chance to return lanyards for reuse. Opt for digital solutions instead of printed materials whenever possible. If something must be printed, avoid including dates to allow for reuse. Do you need additional equipment for your event? Check with colleagues to see if it can be borrowed from another department or unit.
