Environmental tip 6: Sustainable Event Management

Catering is one of the most significant factors influencing an event’s environmental footprint. Analyses by the ZFV Cooperative at the University of Bern show that food accounts for the largest share of greenhouse gas emissions generated. 

Even small adjustments in catering planning can make a big difference.

• Prioritize vegetarian and vegan options and offer them as the standard whenever possible
• Prioritize regional, seasonal, and, where possible, organically produced food
• Offer tap water instead of bottled water and make use of existing drinking water facilities (University: Blue University – University of Bern)
• Order catering as closely as possible to the number of participants to avoid food waste
• Reuse or donate leftover food

The most environmentally friendly packaging is the one not used in the first place. Unnecessary waste is often generated, particularly with regard to catering and event materials.

• Use reusable cutlery and cups
• Provide invitations, programs, and materials digitally whenever possible
• If printed materials are necessary, use recycled paper and print double-sided
• Use reusable name tags and event materials and pass materials on within the university for repeated use
• Clearly mark waste separation options
• Use giveaways and promotional items only when necessary, or avoid them altogether

The choice of transportation accounts for a large portion of greenhouse gas emissions during an event.

• Offer hybrid or digital participation options whenever possible
• Select event venues that are easily accessible by public transportation
• Include information on traveling by bus and train in the invitation
• Clearly mark bicycle parking areas
• Invite speakers and guests from the region or from locations easily accessible by train whenever possible
• If air travel is necessary, highlight more climate-friendly alternatives
• For multi-day events, recommend accommodation within walking distance of the venue to avoid additional travel

Energy consumption can be reduced at events through simple measures. In addition to room lighting and indoor climate, the choice of technology plays an important role.

• Choose rooms that are only as large as necessary and make the best possible use of existing space
• Turn on lights, projectors, and technical equipment only when needed
• Turn off devices during breaks and after the event instead of leaving them in standby mode
• Ventilate rooms efficiently and avoid unnecessary heating or cooling
• Use existing technical infrastructure instead of providing or purchasing additional equipment
• For hybrid and virtual events, use cameras and recordings strategically to reduce data volumes and energy consumption (view also the fact sheet on sustainability in everyday digital work)

Events cannot only be organized in a more environmentally friendly way, but can also inspire others to act more sustainably.

• Communicate sustainability measures transparently
• Encourage participants to choose eco-friendly travel options
• Highlight sustainable projects and initiatives at the University of Bern
• Document experiences and successful measures and share them for future events

Sustainable events are not only about environmental and climate protection, they also encompass social aspects.

• Consider regional suppliers
• Ensure fair working conditions at catering and service providers
• Offer fair-trade products such as coffee, tea, or chocolate
• Design events to be as accessible as possible (e.g., ensure wheelchair accessibility when selecting venues)

Promote an inclusive and respectful event culture