6-Steps for Hosting a Carbon Neutral Event

As awareness of climate change grows, so does the responsibility of organizations to minimize their environmental impact. Events, from corporate meetings to large-scale conferences, can have a significant carbon footprint if not managed with sustainability in mind. As sustainability becomes a more pressing concern, organizations are increasingly looking for ways to make their events carbon neutral. With that in mind, we put together a comprehensive checklist to help you achieve a carbon neutral event. Whether you’re an experienced event planner, a sustainability professional, or simply someone looking to make a positive impact, this 6-step carbon neutral event checklist will help you minimize your event’s environmental impact while still delivering an unforgettable experience.

Benefits of Hosting a Carbon Neutral Event

A carbon neutral event is one where the total carbon emissions produced are neutralized either by verifiable carbon offsets, or by investing in environmental projects that remove carbon dioxide from the atmosphere. This can include renewable energy projects and waste reduction initiatives. There are multiple benefits to hosting a carbon neutral event and key amongst them include:

• Environmental Impact: Reduce your ecological footprint and contribute to global sustainability efforts.
• Brand Image: Enhance your brand’s reputation by showing commitment to environmental responsibility.
• Cost Savings: Energy-efficient practices often lead to long-term cost reductions.
• Customer Satisfaction: 80% of consumers consider a company’s commitment to reducing its environmental impact when making purchasing decisions.

How to Plan a Carbon Neutral Event

1. Choose a Venue that Aligns with Your Goals

Select a venue that aligns with your sustainability goals as your first step.

• Location: Look for venues that prioritize sustainability. For example, a venue that only uses energy-efficient lighting, heating, and cooling systems and has a zero waste catering policy.
• Accessibility: Choose locations that are easily accessible by public transportation. A central location reduces the need for long-distance travel, automatically lowering your event’s carbon footprint.
• Energy Use: Coordinate with the venue to ensure that lighting, heating, and cooling are managed efficiently during the event. Look for venues powered by LED lighting, renewable energy or those that offer carbon offset programs for their energy consumption. You could also consider outdoor venues to take advantage of natural lighting and ventilation.

2. Opt for Eco-Friendly Catering

Food production and waste can significantly impact your event’s carbon footprint. Choose catering options that minimize environmental impact.

• Local & Seasonal: Choose caterers who prioritize local and seasonal produce, reducing the carbon footprint associated with food transportation.
• Mindful Menus: Offer plant-based and vegetarian menu options as these typically have a lower carbon footprint compared to meat-based dishes. Be mindful when selecting carnivorous options for your menu. For example, red meat will typically have a significantly higher footprint than fish or chicken.
• Waste Management: Use reusable or biodegradable cutlery, plates, and cups. You can also ensure that all leftover food is either composted or donated to local shelters.

3. Promote Sustainable Transportation

Travel to-and-from often represents the largest carbon footprint of any event. Encourage eco-friendly transportation options for your attendees in order to reduce the event’s related scope-3 travel emissions.

• Ground Transportation: Arrange ground transportation, like buses or shuttles, to reduce the number of individual car trips to your event. If it makes sense, you can also promote the use of public transportation, carpooling, and cycling.
• Offset Travel: For unavoidable travel, offset travel emissions by investing in high-quality and credible carbon offset projects. Encourage participants to do the same.
• Virtual Options: Consider offering a virtual attendance component to reduce the need for travel with a hybrid event.

4. Implement Waste Reduction Strategies

Aim for a zero-waste event (or close to it) by implementing a robust waste management plan focused on reducing, reusing, and recycling.

• Go Digital: Cut down on paper waste by going paperless. Use digital alternatives, like a QR code, to distribute information such as invitations, tickets, and promotional materials. If printed materials are necessary, use recycled paper and eco-friendly ink.
• Signage & Decorations: Invest in reusable signage, decor, and decorations that can be updated and used for future events.
• Recycling Stations: Set up clearly marked recycling stations throughout the venue to encourage proper waste disposal.

5. Measure & Offset the Event’s Emissions

You can’t manage what you don’t measure. Calculating the total carbon emissions of your event throughout the planning process will give you a clear understanding of the areas where you can make improvements.

• Measure Emissions: Measure the total carbon footprint of your event by considering the various factors like energy use, transportation, catering, and more.
• Eliminate Manual Calculations: Consider using a software tool, like Climate Vault’s Event Emissions Calculator, to alleviate the burden of manual data collection, measurement, management, and analysis and minimize human-error in your calculations.
• Offset Programs: Once you have your final emissions measurement, invest in verified carbon offset programs to neutralize the emissions. Look for high-quality solutions that align with your organization’s values and will provide the promised environmental impact in a verifiable method.

6. Engage Attendees

Engaging your attendees with your carbon-neutral goals not only raises awareness but also encourages them to get involved

• Education: Provide information to attendees on how they can contribute to your carbon-neutral event goals via pre-event communications or on-site materials. Also consider hosting a sustainability workshop or a panel discussion as part of the event agenda.
• Incentives: Offer incentives for participants who carpool, bring reusable water bottles, or take other sustainable actions. Use your event to highlight sustainable practices they can adopt in their everyday life.
• Promote Your Efforts: Use social media and other key event communication channels to share your sustainability initiatives.
• Feedback Loop: Collect feedback from attendees and stakeholders regarding your sustainability efforts.

Communicate Your Commitment

Both during and after the event, share your sustainability efforts and achievements with your audience. Transparency is key—let them know how much carbon was offset and the impact of their participation, if applicable. This not only builds trust but also demonstrates the actions your organization is taking to make the world a better place. More than ever, organizational responsibility matters as the public increasingly values carbon neutrality and other climate-conscious actions from the brands they purchase from and engage with.

Achieving a carbon neutral event requires careful planning and dedication, but the benefits are well worth the effort. By following our checklist, organizations can significantly reduce the environmental impact of their events, enhance their brand image, and attract eco-conscious attendees. Every decision made during the planning process, from choosing a sustainable venue to minimizing waste, can contribute to a healthier, more sustainable world.

Climate Vault’s Event Emissions Calculator makes it simple to measure, reduce, and remove the carbon impact of your events—no matter the size. Get started calculating the footprint of your first event for free.