Sustainable Events Masterclass: Responsible Events Management

Overview

The events industry contributes up to 10% of global greenhouse gas emissions through venue energy, attendee travel, catering, and waste. This masterclass explores practical carbon reduction strategies for event planners, venue managers, and sustainability professionals creating responsible events.

What You’ll Learn

1. Measuring Event Emissions

Calculate carbon footprints across all event sources:

Energy Consumption:

• Venue electricity for lighting, HVAC, and AV equipment
• Generator fuel for outdoor or temporary events
• Charging stations and technology infrastructure

Attendee Travel:

• Air travel for national and international attendees
• Ground transportation via car, public transport, and ride-sharing
• Hotel accommodations for multi-day events

Food and Catering:

• Menu composition (meat vs. plant-based)
• Food miles and sourcing decisions
• Packaging and service ware

Waste Management:

• Landfill disposal vs. recycling and composting
• Single-use plastics and packaging
• Food waste and surplus management

Tools: NetNada Event Emissions Calculator provides baseline measurements.

2. Planning Sustainable Events

Design sustainability into event planning from the start:

Venue Selection:

• Choose locations minimizing attendee travel distances
• Prioritize venues with renewable energy and green certifications
• Consider natural lighting and ventilation capabilities

Hybrid and Virtual Options:

• Reduce travel emissions through virtual attendance
• Hybrid formats for keynotes and general sessions
• Regional satellite events versus single large gathering

Supplier Collaboration:

• Partner with caterers offering sustainable menus
• Work with AV providers using energy-efficient equipment
• Engage waste management companies with recycling programs

Attendance Management:

• Right-size venues to actual attendance
• Optimize room layouts for efficiency
• Plan activities reducing unnecessary space conditioning

3. Sustainable Catering Strategies

Food represents 15-30% of typical event emissions:

Plant-Forward Menus:

• Reduce meat and dairy portions
• Feature seasonal and local produce
• Offer vegetarian and vegan default options

Sourcing Decisions:

• Local suppliers reducing food miles
• Seasonal ingredients lowering energy inputs
• Certified sustainable and organic products

Portion Control:

• Right-size servings reducing waste
• Build-your-own options letting attendees choose quantities
• Monitor consumption patterns to refine future events

Service Ware:

• Reusable plates, glasses, and cutlery
• Compostable alternatives where reusables infeasible
• Eliminate single-use plastics (straws, stirrers, wrappers)

Surplus Management:

• Partner with food rescue organizations
• Donate leftovers to shelters and charities
• Compost food scraps unavailable for donation

4. Waste Reduction Programs

Minimize landfill disposal through systematic waste management:

Infrastructure:

• Clearly labeled recycling, composting, and landfill bins
• Volunteer “green team” helping attendees sort waste
• Backstage separation for exhibitor and kitchen waste

Communication:

• Pre-event attendee education on waste sorting
• Signage explaining what goes in each bin
• Recognition of exhibitors and sponsors supporting zero-waste goals

Measurement:

• Weigh waste by category (recyclables, compost, landfill)
• Calculate diversion rate (percentage avoiding landfill)
• Report results to stakeholders demonstrating commitment

Materials:

• Ban single-use plastics (water bottles, bags, packaging)
• Provide water refill stations
• Use digital materials replacing printed programs and signage

5. Attendee Engagement

Involve participants in sustainability initiatives:

Transportation Incentives:

• Discounted registration for public transit users
• Carpool matching services
• Bike valet and shower facilities
• Carbon offset options at registration

Education:

• Communicate environmental impact of event
• Share sustainability features (menu, waste, energy)
• Provide tips for reducing personal footprint

Recognition:

• Acknowledge sponsors supporting sustainability
• Highlight exhibitors with eco-friendly products
• Celebrate achievements (meals served, waste diverted)

Feedback:

• Survey attendees on sustainability priorities
• Gather ideas for future improvements
• Report outcomes and thank participants

6. Carbon Neutral Events

Offset residual emissions after reduction efforts:

Reduction First: Minimize emissions through sustainable planning

Measurement: Calculate remaining footprint with event calculator

Offset Selection: Purchase carbon credits for unavoidable emissions (ACCUs, Gold Standard, Verra)

Communication: Disclose methodology, reductions achieved, and offsets purchased

Certification: Pursue carbon neutral event certification for credibility

Who Should Attend

• Event Planners creating sustainable conferences and festivals
• Venue Managers implementing green operations
• Catering Directors developing sustainable menus
• Corporate Event Teams planning company functions
• Festival Organizers managing large-scale outdoor events
• Exhibition Managers coordinating trade shows

Key Learning Outcomes

Emissions Measurement: Competence using event carbon calculators to establish baselines

Reduction Strategies: Practical approaches to lower footprints across energy, travel, food, and waste

Supplier Management: Engagement strategies for caterers, venues, and vendors on sustainability

Attendee Involvement: Communication and incentive programs building participant support

Reporting: Disclosure frameworks for transparent sustainability communications

Tools and Resources

NetNada Event Emissions Calculator: Calculate footprints for any event size and format

Sustainable Events Checklist: Planning tool covering all environmental aspects

Vendor Questionnaire: Evaluate supplier sustainability capabilities

Follow-up Session: “Basic Carbon Accounting for Events” webinar for deeper dive

About the Speakers

Alex King is Head of Customer Success at NetNada, supporting organizations measuring and reducing event carbon footprints. Alex has worked with hundreds of events from small corporate functions to major festivals.

Chetan Dwivedi is Founder of ConCater, a sustainable catering company pioneering plant-forward menus and zero-waste event food service. Chetan brings practical experience creating delicious, low-carbon catering at scale.

Related Resources

• Event Emissions Calculator: Free online tool
• NetNada Information Pack: Comprehensive event carbon accounting guide
• ConCater: Sustainable catering services partner