Going Green: Best Practices for Sustainable Events
Green Series: Part 1 | Part 2 | Part 3
As we head into 2020, environmental sustainability can’t be an afterthought for any industry. As event planners, we are responsible for addressing some of the challenges we face as a planet. From signage and swag to name badges and single-use plastics, Kennedy Events is always on the lookout for creative solutions that will help our clients reduce their event’s impact on the environment.
This month on the blog, we’re offering up a few suggestions on how you can easily bring sustainability to the forefront of your next event—while keeping an eye on your budget and the planet.
Finding “Green” Alternatives to Print
Traditional printed programs not only create waste post-event, but they also generate tremendous amounts of CO2 and water waste just to create. Those vinyl banners that seem to be an industry standard are definitely not recyclable. While most people might not consider going digital as “going green,” in the event industry, digital options not only cut back on paper and vinyl but they can also extend the reach of your brand post-event.
Here are a few digital and recyclable alternatives that our clients have loved:
Mobile Event Apps: An app helps you achieve a more sustainable event and can also create a better experience for your attendees. Apps are a great way to connect your sponsors with their audience, provide a convenient handheld map and schedule of your event for guests, and give the attendees an easy way to connect with their peers. Say goodbye to 50-page programs that go in the trash before the end of the day
Video Monitors as Room Signage: One of our clients—who we’ve been working with for over a decade—holds an annual conference with each year alternating between Los Angeles and San Francisco. Every year, post-event, we would have a pile of signs heading for the trash. Thinking long term, the client opted to purchase several video monitors to use for session room signage. Now they reuse those monitors year after year for their conference and also repurpose them for other meetings. This not only helps with their paper consumption but also the organization’s annual budget.
Wayfinders: You may have spotted these friendly folks at a recent conference sporting “Ask Me!” buttons or holding signage that points the way to the next workshop or presentation. We love bringing wayfinders (in the form of volunteers or event staff) into the mix because it adds warmth and a human connection to a large space. In our experience, we’ve found that attendees appreciate when there's a person available to answer questions or just to point the way to the restrooms. This also cuts down on the need for printed signs; a win-win!
Alternative Signage: At many events, branding is key and the easiest way to achieve that is through signage, but those piles of printed signage headed to the trash at the end of an event are tough to stomach. That’s why we’re always on the lookout for alternatives to foam core. One alternative is Ecoboard, it’s about 15-20% more expensive than foam core but it’s also 100% recyclable. For our team and for many of our clients, that’s well worth the extra cost.
Chalkboard Options: Another trend we love (and hope to see lasting) is chalkboard signage. When you’re looking for more sustainable, recyclable, creative signage that’s sure to impress, you can’t go wrong with chalkboard. A-frame chalkboard signs can be rented or purchased fairly inexpensively and reused. For a conference focused on reducing single-use plastics, we even sourced chalkboard name badges that attendees returned after the conference so they could be used at the next event. PRO TIP: Hire a professional chalkboard artist to illustrate all your signs and really impress your guests.
Swag Bag Alternatives
While most people love getting free stuff, most attendees don’t actually love the pre-packed swag bag full of stress toys and pens printed with sponsor logos—all things that tend to end up in landfills after the event. When considering swag, select items that YOU would actually want to take back to the office with you. Here are just a few creative options:
One of our favorite alternatives is a swag store; a place where attendees can go to choose the item they want. From tumblers to tote bags, not only do your guests leave the conference with a “gift” they’ll actually use, but you’ve made a smarter choice for the environment (and your budget). Choose swag options that are themselves sustainable like reusable water bottles, bamboo or stainless steel straws, reusable tote bags, or wet-erase notebooks.
When you’re looking to treat your speakers and VIPs, consider setting up a virtual swag store that allows them to shop online at their convenience from a number of pre-selected items you have curated. Virtual gifts provide your VIPs the opportunity to select a gift they will really appreciate, ensuring that your event lives on in their memory, without loading them down with tchotchkes to pack for the trip home.
Looking for more ideas? Check out part two of our “green” event series for five simple ways to make your events more sustainable. From opting for plant-based catering to ideas for ditching plastic packaging, our team brainstormed a list that will definitely increase your environmental awareness and decrease your impact on our planet. Sign up for our newsletter, The Big Picture, below to be the first to know about new posts on the Kennedy Events Blog!
Are You Hosting an Event Soon?
Are you looking for ways to make your next conference more earth-friendly and sustainable? We’d love to brainstorm some creative alternatives with you! Drop us a note and we’ll be in touch right away!
Maggie Kennedy is the co-owner of Kennedy Events; a large-scale event management company based in San Francisco, Los Angeles, and New York City. Our team creates stress-free conferences and events with a positive impact, which allow our clients to resonate with their audience. Kennedy Events specializes in producing flawless product launches, award ceremonies, fundraisers and multi-day conferences while keeping our eye on retention and engagement goals
MAGGIE KENNEDY
