How to deliver a sustainable event

Introducing a new digital reading format

1. Introduction
2. How to use this guide
3. What is a sustainable event?
4. Planning your event
5. Designing your event
6. Delivering your event
7. Reviewing, reporting and improvements
8. Standards and frameworks
9. Case study: the University of Birmingham (opens in new window) 
10. References, resources and further support
11. Acknowledgements
12. How AI was used
13. Accompanying resources

• • A guide to sustainability priorities by event type (opens in new window)
  • Sustainable events checklist (opens in new window)

 

1. Introduction

Events in the post-16 education sector take many forms: large externally facing conferences, sector gatherings, research symposia, student summits, graduation ceremonies, open days and exhibitions. Creative disciplines may involve showcases, installations and end-of-year shows with significant physical materials and temporary builds. 

Events are central to how institutions operate. They bring people together to share knowledge, build partnerships, celebrate achievement and engage with communities and are highly visible expressions of institutional values.  

Events can generate significant environmental and social impacts. Travel, particularly by air, is typically the largest source of emissions. Events also generate waste, drive consumption, and place pressure on staff and participants. But sustainable events are not simply about reducing harm. Done well, they demonstrate leadership, model good practice, improve accessibility and inclusion, support local economies, and make institutional sustainability commitments tangible. 

A core principle underpinning this guide is that every decision involves trade-offs. Choosing a fully in-person format supports networking and community, but increases emissions. Virtual and hybrid models widen access and reduce footprint, but may reduce engagement or create different barriers. Decisions about cost, venue, materials and sponsorship involve competing priorities at every turn. This guide does not resolve those tensions with simple answers. It helps institutions make informed, transparent decisions. Being clear about what choices are being made, and why, is often as important as the outcomes themselves. 

 

EAUC's approach 

At EAUC, we recognise that our own events need to reflect the principles we advocate across the sector. We are in a leadership position and do not take that lightly. Our events are opportunities to challenge ourselves, test new approaches and showcase what good practice can look like in real settings. 

Our approach has developed over time as our understanding, evidence and expectations have evolved. We aim to consider sustainability broadly, including environmental impact, accessibility, equity, inclusion, wellbeing, procurement, travel, resource use and the experience of everyone involved. 

We do not get everything right every time. Events are complex, practical constraints are real, and things can go wrong despite careful plannfing. What matters is that we are transparent about the choices we make, honest about the trade-offs involved, and committed to learning from each event so that we can keep improving. 

We work with a wide range of people to deliver our events, including members, venues, suppliers, speakers, partners, staff and participants. Their insight and feedback are central to making events more sustainable, inclusive and effective. We welcome ideas, challenge and constructive feedback, and see sustainable event practice as a shared and continually evolving process. 

We also recognise that events create value beyond formal content: they build confidence, connection, shared purpose and the professional and social support needed to sustain change across the sector. 

“EAUC helps create and stimulate a community that is supported socially and psychologically as well as professionally. Shared purpose, resources and ideas make our college and university sector stronger, ready for positive change, and able to showcase its role in the future of our economy and society.”

John Thorne, sustainability coordinator at the Glasgow School of Art and sector reviewer

Continue to: How to use this guide

Or jump to: Introduction | How to use this guide | What is a sustainable event? | Planning your event | Designing your event | Delivering your event | Reviewing, reporting and improvements | Standards and frameworks | Case study: the University of Birmingham | References, resources and further support | Acknowledgements | How AI was used | Appendices 

2. How to use this guide 

This guide is written for anyone organising events in the post-16 education sector, whether you are a specialist event manager, an academic, a professional services member of staff, or a student. It covers events of all sizes, from large conferences to workshops, exhibitions and end-of-year shows. 

Many institutions already have events teams, event management processes or sustainability policies that apply to conferences and events. This guide is not intended to replace those arrangements. Instead, it aims to support existing practice and help institutions embed sustainability principles consistently across all events, regardless of who is organising them. Over time, the goal should be for sustainable approaches to become standard practice rather than exceptional activity. 

The guide follows the lifecycle of an event - Plan, Design, Deliver, Review - because that is where decisions are made and where impact can be shaped. You can follow it sequentially or dip into specific sections as needed. Early decisions, particularly around format, location and travel, tend to have the greatest effect; later sections focus on delivery and improvement. 

Alongside the main guidance, there are two accompanying resources that provide practical tools to help organisers apply the principles in different contexts. 

1. Sustainability priorities by event type highlights the issues most likely to matter for different kinds of events, including conferences, research symposia, student summits, graduations, open days, exhibitions, career fairs and creative showcases. It can be used at the outset of planning to identify where effort is likely to have the greatest impact, highlighting where each has a natural sustainability advantage and where extra attention is usually needed.
2. Sustainable events checklist provides a practical checklist aligned to the same Plan, Design, Deliver, Review lifecycle used throughout this guide. It can be used as a planning tool, a discussion aid with venues and suppliers, an on-the-day reference, or a prompt for post-event review and continuous improvement. 

For many organisers, particularly those working under time pressure or organising events as only part of their role, the appendices may provide a useful starting point before exploring the more detailed guidance in the main document.

Visual 1: Event lifecycle diagram – a summary of key sustainability decisions at each stage

This guide was developed with support from the Scottish Funding Council and reflects a Scottish policy context. If you are based elsewhere in the UK or Ireland, the principles apply, but local policy, infrastructure and services may differ.

References to external organisations, tools, resources or examples are included to support learning and signposting. Their inclusion does not constitute endorsement by EAUC of any third party product, service or content.

Continue to: What is a sustainable event?

Or jump to: Introduction | How to use this guide | What is a sustainable event? | Planning your event | Designing your event | Delivering your event | Reviewing, reporting and improvements | Standards and frameworks | Case study: the University of Birmingham | References, resources and further support | Acknowledgements | How AI was used | Appendices 

3. What is a sustainable event? 

In the context of post-16 education, a sustainable event goes beyond environmental considerations alone. It reflects a balance between environmental, social and organisational priorities, recognising that these are often interconnected. 

Environmental sustainability includes reducing emissions, minimising waste and considering the impacts of procurement and resource use. Social sustainability relates to accessibility, inclusion, fair work practices and the wider experience of participants. Organisational sustainability includes governance, accountability, decision-making, risk management and alignment with institutional commitments and values. 

A key principle underpinning this guide is proportionality. Not every event will be able to address every issue in depth. Institutions should focus on the actions that matter most for their specific event, based on its purpose, scale and context. 

 

Where to start 

If you are new to sustainable events, or working under time pressure, focus on these five actions first. They consistently deliver the greatest impact. 

1. Choose the right format. The single biggest sustainability decision is whether your event needs to be in person, virtual or hybrid. Make it a conscious choice, not a default. Go to section 4b.
2. Pick an accessible, well-connected venue.A venue on a good public transport network reduces car and air travel without placing additional burden on attendees. Go to section 5b.
3. Communicate travel options early and clearly. Detailed, practical information about how to get there by public transport significantly influences how people travel. Go to section 5h and section 5i.
4. Eliminate single-use materials. Default to digital where possible; where physical materials are needed, choose reusable options. Go to section 5c.
5. Collect travel data. Ask attendees how they travelled. It takes minutes to add to a registration form and gives you the insight to improve next time. Go to section 7a.

These five steps do not require additional budget or specialist expertise. They are a sound foundation on which everything else builds. 

For a quick overview of the actions, see our guide by event type. For a practical summary of the actions covered throughout the guide, see the sustainable events checklist. 

Continue to: Planning your event

Or jump to: Introduction | How to use this guide | What is a sustainable event? | Planning your event | Designing your event | Delivering your event | Reviewing, reporting and improvements | Standards and frameworks | Case study: the University of Birmingham | References, resources and further support | Acknowledgements | How AI was used | Appendices 

 

4. Planning your event

Planning is where the foundation for a sustainable event is established. Decisions taken at this stage shape what is possible later on. In particular, choices about why the event is being held, who is expected to attend and how it will be delivered will determine much of its overall impact. 

Organisers may also find it helpful to review Appendix 1 before beginning detailed planning, as different event types tend to face different sustainability priorities and constraints. 

 

4a. Setting purpose and outcomes 

A clear understanding of purpose is essential. Organisers should begin by asking what the event is trying to achieve and whether it needs to take the form initially envisaged. Not all content requires a physical gathering, and not all audiences need the same level of participation. 

Linking the event to institutional priorities provides a useful framework. This includes, for example, climate strategies, sustainability commitments, equality and inclusion objectives, or wider civic responsibilities. When sustainability is considered at this stage, it becomes part of the event’s purpose rather than an add-on later. 

For conferences, student-led events or and research-related events, this consideration may begin even earlier, at the point of developing a bid or funding application. Decisions about format, location and frequency are often embedded in proposals before an event is confirmed and can be difficult to revisit later. Supporting students and academic colleagues to consider sustainability at this stage can significantly influence outcomes. Organisers should also consider whether it could contribute to wider institutional priorities such as student employability, curriculum delivery, research, civic engagement or sustainability objectives. 

This approach also aligns with wider sector developments, including commitments to the Concordat for the Environmental Sustainability of Research and Innovation Practice, which emphasise the need to embed environmental sustainability into research activities, including events and conferences, from the outset. 

Events do not exist in isolation. In some cases, the greatest impact of an event may come not from the event itself, but from the ideas, behaviours and collaborations it enables afterwards. For example, events can be used to share sustainable practice, showcase innovation, support peer learning and encourage participants to adopt new approaches in their own institutions or workplaces. Where this wider influence is an intended outcome, it should be considered explicitly during planning and evaluation. 

 

4b. Choosing the event format 

One of the most significant decisions is whether the event should be delivered in person, virtually, or through a hybrid model. This choice has implications for environmental impact, accessibility, cost and experience. 

Travel is often the largest contributor to an event’s carbon footprint. Reducing the need for long-distance travel will therefore have a substantial effect. EAUC has a number of tools available to institutions to support these decisions, including a digital decision-making tool for academic travel and business travel guidance. 

These tools help organisers consider whether travel is necessary, whether alternatives are available, and what the implications might be for participants. 

However, reducing travel is not always straightforward. In-person events can enable forms of engagement that are difficult to replicate online. They can support relationship-building, informal learning and a sense of community. Virtual and hybrid events, while more accessible in some respects, may create barriers for others or lead to lower levels of interaction. 

The decision therefore requires careful consideration of what matters most in each context. There is no single correct answer, but there should always be a conscious choice. Carbon impact is important, but it should not be the only factor. Institutions should also consider the type of interaction required, the sensitivity or complexity of the topic, the wellbeing needs of participants, and whether the event is intended to build trust, confidence, collaboration or emotional support. 

Some of the benefits of an event are much harder to measure than its carbon footprint. Improved decision-making, stronger relationships, better wellbeing, greater confidence, innovation, professional support and longer-term changes in practice may all be significant outcomes. These should be considered alongside environmental impacts, even where they cannot be reduced to a single metric. 

 

Trade-off: In-person vs virtual vs hybrid 

In-person events support relationship-building, informal learning, emotional connection and a sense of community that are difficult to replicate online. They may be particularly valuable where the event involves sensitive or challenging topics, complex discussion, innovation, relationship-building, or the professional and social support that comes from being in a room with peers. 

Virtual formats reduce emissions substantially and can widen access, particularly for participants who face financial, geographic or physical barriers to attending in person. However, they create different challenges: lower engagement, screen fatigue, and fewer opportunities for the informal interaction. 

Hybrid delivery can combine some of the advantages of in-person and virtual events. It can extend participation, reduce travel requirements, and provide access to speakers and audiences who may not otherwise be able to attend. However, hybrid events can also create challenges. They often require additional technical infrastructure, can increase costs, and risk creating different experiences for in-person and virtual participants. Successful hybrid events are typically designed specifically for hybrid delivery rather than treating online participation as an afterthought. 

Neither format is inherently correct. What matters is making the choice deliberately, based on the purpose of the event and the needs of your audience, and being able to explain that choice. 

 

4c. When to hold your event 

Institutions should also consider the timing of events in relation to major religious observances, cultural events and academic calendars. Scheduling conflicts with other sector or institutional events can unintentionally exclude participants or limit attendance. On the flipside, institutions may also wish to consider whether events can be aligned with existing campaigns, awareness days or sector activity. This can help maximise engagement, reduce duplication of effort and create opportunities for collaboration. Examples might include World Environment Day, Fairtrade Fortnight, Colleges Week, Student Volunteering Week or local sustainability festivals. See the EAUC events calendar to find out more about what’s coming up.  

Institutions should also consider seasonal and climate-related risks when choosing event dates and locations. Extreme weather, including storms, flooding, high winds and heat, can affect participant safety, travel reliability, venue comfort and accessibility. This is particularly important as climate impacts intensify and weather patterns become less predictable across the UK and Ireland. 

Taking these factors into account at an early stage can support more inclusive participation. 

 

Quick win: Check the calendar before confirming a date 

Before setting an event date, check it against major religious observances, school and university term dates, national holidays, and known sector conferences. This takes around fifteen minutes and can prevent inadvertently excluding significant portions of your audience. EAUC's events calendar [link] can help identify clashes with sector activity. 

 

4d. Governance and accountability 

Responsibility for sustainability should be clearly defined as part of the planning process. This does not necessarily require a dedicated sustainability lead, but there should be clarity about who is considering key issues and how decisions are being made. 

Events rarely sit outside wider institutional priorities. Sustainable events are most effective when supported by wider institutional leadership and aligned with strategic priorities, recognising that sustainability is increasingly relevant to organisational resilience, risk management, research, teaching and community engagement. 

They form part of how institutions operate, and their impacts contribute directly to areas such as carbon emissions, resource use, procurement, accessibility and wellbeing. 

Where possible, events should be aligned with institutional sustainability strategies and reporting frameworks from the outset. This includes considering how the event contributes to: 

• institutional net zero or carbon reduction targets 

• Scope 3 carbon emissions reporting, particularly travel, procurement and catering 

• sustainability and/or environmental reporting requirements 

• equality, diversity and inclusion objectives 

• civic and community engagement commitments 

• external frameworks and commitments such as the Concordat for the Environmental Sustainability of Research and Innovation Practice. 

This does not require complex reporting for every event, but it does mean recognising that events are part of the system being measured.

 

4e. Budget and resourcing 

Financial considerations are an integral part of planning and can significantly influence sustainability outcomes. It is important to recognise that lower-cost decisions are not always lower-impact. Equally, more sustainable options do not always require additional expenditure and can sometimes reduce costs over time. 

Thinking in terms of whole-life costs is a more accurate basis for decision-making. Investing in reusable materials can be more cost-effective than repeatedly purchasing single-use items. Similarly, reducing waste or travel can lead to savings as well as environmental benefits. 

Balancing budget constraints with sustainability ambitions is often one of the most practical challenges institutions face. Being transparent about these constraints, and making considered decisions within them, is key. 

 

Watch out: "Eco" labelling is not the same as lower impact 

Products marketed as sustainable, ethical or eco-friendly are not always the lower-impact choice. A branded tote bag described as organic cotton may have a higher carbon footprint than a cheaper alternative if it is not used regularly. A catering supplier with "green" credentials may still rely on heavily processed, long-supply-chain ingredients. 

Look beyond labels and ask for evidence. What matters is the actual impact of a product or service across its full life, not how it is marketed. 

 

4f. Ethical considerations and partnerships 

Many events involve external partners, sponsors or contributors. These relationships can bring significant value but may also raise ethical and reputational questions. 

Institutions should consider whether potential partners align with their values and commitments. This may include reflecting on relationships with high-emission industries or organisations whose activities do not align with institutional sustainability goals. 

Recent sector discussions, such as those reflected in the University of Cambridge’s “grace” on fossil fuel industry ties, highlight the importance of this issue. While approaches will differ across institutions, it is important that decisions are made consciously and that any risks are understood. 

In some parts of the sector, questions around sponsorship and partnerships are not only institutional considerations but are also being actively raised by students and staff. This is particularly visible in areas such as careers fairs and recruitment events, where the presence of certain industries or organisations can generate debate about alignment with institutional values and climate commitments. Student network People and Planet have a live Fossil Free Careers campaign. 

This landscape is evolving, and expectations may differ between institutions. Some have introduced formal positions or restrictions, while others are still exploring how to approach these questions. Being aware of these dynamics, and engaging with them openly, can help institutions make more informed and transparent decisions. 

 

Watch out: Misaligned sponsorship creates reputational risk 

Accepting sponsorship from organisations whose activities conflict with institutional sustainability commitments can create significant reputational risk - particularly for public-facing events or those attended by students. This is an area where sector expectations are evolving quickly. 

Establishing a clear internal policy on partnership and sponsorship before a specific case arises is far easier than making the decision reactively under time pressure. The University of Cambridge's debate on fossil fuel industry ties provides a useful reference point for the questions institutions are increasingly being asked to address. 

Alongside managing risk, there is also an opportunity to take a positive approach to partnerships. Events can be used to showcase values-aligned organisations, support local suppliers or social enterprises, and create opportunities for collaboration that reflect institutional priorities. 

Setting clear sustainability objectives at the outset, alongside the overall aims of the event, can help guide decision-making throughout the process. This includes clarifying roles and responsibilities across organisers, suppliers, venue teams and volunteers, ensuring that sustainability expectations are understood from the beginning. 

Communication is particularly important. Sustainability intentions should be shared early and consistently with speakers, delegates, exhibitors and partners. This helps set expectations, reduces confusion later on, and enables others to contribute to the overall aims of the event. 

 

4g. Embedding sustainability into the programme 

Sustainability can be reflected not only in how an event is delivered, but also in what participants experience and learn. Depending on the purpose of the event, institutions may wish to include opportunities for attendees to explore sustainability-related themes, use transformative pedagogies and facilitation methods, share examples of effective practice, or contribute ideas for future improvement. This can help extend the impact of the event beyond its immediate objectives.

Continue to: Designing your event

Or jump to: Introduction | How to use this guide | What is a sustainable event? | Planning your event | Designing your event | Delivering your event | Reviewing, reporting and improvements | Standards and frameworks | Case study: the University of Birmingham | References, resources and further support | Acknowledgements | How AI was used | Appendices 

 

5. Designing your event

Once the overall approach has been established, attention turns to the detail of how the event will be delivered. This is where many practical decisions are made, shaping both the participant experience and the overall impact.

 

5a. Travel and location

The choice of location plays a central role in shaping how participants travel. Selecting a venue that is well connected to public transport significantly reduces reliance on private vehicles or air travel. In some cases, choosing a different location, or offering multiple access points, reduces emissions and improves accessibility.

Event schedules can influence travel behaviour. Start and finish times should take account of public transport timetables and realistic journey times. Scheduling an event too early or too late may unintentionally encourage car travel or overnight stays that could otherwise have been avoided.

Weather and climate conditions should also be considered as part of travel planning. Extreme heat, storms or flooding can disrupt rail, road and active travel routes, and may affect participants’ ability to travel safely. This is particularly important for events where attendees are travelling long distances or where alternative routes are limited.

 

Watch out: Extreme weather can disrupt sustainable travel plans

Recent sector events have shown how high temperatures and extreme weather can affect travel, comfort and safety. At EAUC’s annual conference in Swansea, temperatures approached 40°C, creating additional pressures for delegates, organisers, venues and transport systems.

When planning events, consider contingency arrangements for extreme weather. This may include flexible arrival times, clear travel updates, shaded or cool spaces, additional water access, adjusted agendas, hybrid options for those unable to travel, and clear communication about what participants should do if disruption occurs.

Some public transport providers are willing to provide discounted travel to delegates of major events – this can help provide an incentive to travel by public transport, and help individual and institutional finances.

Institutions should provide clear information about sustainable travel options including public transport, walking routes and cycling facilities. Where good alternatives exist, actively discouraging high-emission travel options is appropriate.

At the same time, access must remain a priority. Reducing travel should not unintentionally exclude participants or limit diversity of attendance. Hybrid approaches offer one way to balance these consideration, although they introduce additional complexity in delivery.

Clear, practical information can make a significant difference to how participants travel. Providing detailed directions, including step-by-step guidance from public transport hubs, photographs of key landmarks or entrances, and clear descriptions of the venue can encourage more sustainable travel choices. This is not only an environmental consideration but also an inclusion issue. Detailed directions can reduce stress and uncertainty for first-time visitors, international guests, neurodivergent attendees and anyone unfamiliar with the local area.

 

Quick win: Write a proper travel section in your joining instructions

Most joining instructions include a venue address and perhaps a postcode for sat nav. Go further: include step-by-step directions from the nearest train and bus stops, the names of the most relevant services, a photograph of the venue entrance, and an estimated walking time from public transport. Where cycling is viable, note the location of secure storage and shower facilities.

Where possible, provide visual information alongside written instructions. Annotated maps showing public transport stops, cycle storage, accessible entrances, parking and event registration points can make navigation significantly easier. If your institution has a digital campus map, consider linking directly to relevant locations.

You may wish to facilitate car sharing between participants travelling from similar locations – this has served EAUC well when strikes and extreme weather have affected public transport availability.

This single addition, which takes around thirty minutes to write, consistently influences how people choose to travel.

At the same time, it is important to recognise that some participants will need to travel by car, for example due to accessibility requirements or transport limitations. Ensuring that these needs are accommodated is an essential part of inclusive event design.

Personal safety can also influence how people travel to and from events. Some participants may feel unsafe travelling alone, using unfamiliar public transport routes, or travelling after dark. Where appropriate, organisers should consider practical measures that support safer participation, such as scheduling events to align with daylight or public transport availability, facilitating travel buddy arrangements, sharing safe travel information in advance, or signposting local taxi options. These considerations can support both inclusion and wellbeing.

 

Trade-off: Reducing travel vs maintaining access

Discouraging high-emission travel is a legitimate sustainability objective, but it can unintentionally disadvantage participants who depend on those options. This includes people with disabilities or caring responsibilities, those travelling from areas with limited public transport, and attendees for whom sharing a car is actually the most affordable option.

Prioritise clear information and genuine alternatives before discouragement. If a venue is genuinely difficult to reach without a car, acknowledge this honestly and ask whether it is the right venue for your audience and purpose.

 

5b. Venues

When selecting a venue, institutions should look beyond headline credentials and consider how the space operates in practice. This includes both environmental performance and the experience it provides for participants.

Key considerations include how energy is managed (for example lighting and heating controls), whether the building has recognised sustainability features such as efficient design or on-site renewables, and how waste is handled within event spaces. Practical details, such as whether recycling facilities are easily accessible in rooms, or whether single-use items are routinely provided, can have a significant impact on outcomes.

It may also be helpful to understand whether the venue has recognised environmental credentials such as BREEAM, Passivhaus certification, renewable energy generation or net-zero operational commitments. While no accreditation guarantees sustainability performance, these can provide useful indicators when comparing venues.

Accessibility, welfare and safety are equally important. This includes the availability of appropriate facilities, quiet or breakout spaces, and infrastructure to support hybrid delivery where required, such as built-in microphones or audio-visual systems.

Room layout can influence participation. Depending on the purpose of the event, formats such as cabaret-style seating, round tables, workshops and facilitated small-group discussion may encourage greater interaction than traditional lecture-style layouts. The most effective approach will depend on the audience, objectives and accessibility requirements of the event.

Catering considerations should form part of venue discussions from the outset. For example, institutions may wish to understand whether venues can support plant-rich menus, accommodate a wide range of dietary requirements, minimise packaging and align with broader sustainability objectives. Again, we recommend EAUC’s forthcoming sustainable catering guide for a deeper dive into these issues.

Where appropriate, consider whether outdoor space or connection to nature can form part of the event experience. This might include walking discussions, outdoor breaks, campus or community tours, nature-based wellbeing activities, or simply access to green space between sessions. Outdoor elements should be optional, accessible and weather-aware, with alternatives available so that they support inclusion rather than creating new barriers.

Contracts and agreements play an important role. Setting clear minimum expectations with venues ensures alignment with sustainability objectives and reduce the need for reactive changes later.

 

Ask your venue

Use these questions early in the selection process, before, not after, a contract is signed.

Energy and environment

• What sustainable building standards, if any, does your venue comply with?
• How is energy managed in event spaces? Can lighting, heating and ventilation be adjusted for your specific hours of use?
• Does the building use renewable energy, and if so, what proportion of its energy does this cover?
• Does the venue hold environmental certification (e.g. Green Tourism, ISO 14001)? What does this cover in practice?
• Can you provide information on indoor environmental quality, including ventilation arrangements and, where available, monitoring of factors such as CO₂ levels, temperature and occupant comfort?

Waste

• Are clearly labelled recycling and composting facilities available within or immediately adjacent to event rooms?
• What is the venue's default approach to single-use items such as bottled water, notepads and pens. Can these be removed from your package?
• Does the venue have a food waste redistribution arrangement?

Accessibility and welfare

• Is the venue fully step-free, and does this extend to all spaces you intend to use?
• Are hearing loops available and regularly maintained?
• Are there quiet or breakout spaces, prayer or reflection rooms, and private facilities such as breastfeeding provision?

Hybrid and AV

• Does the venue have built-in microphone and audio-visual infrastructure for hybrid delivery?
• Is AV equipment LED-based, and what is the venue's policy on powering down equipment between sessions?

 

Watch out: Certification doesn't tell you everything

A venue with a recognised environmental certification has met a defined set of criteria, but certification schemes vary in scope and rigour, and even well-certified venues can fall short in specific areas. A venue certified for energy management or with a sustainable catering kitemark may still supply single-use plastics as standard, or have poor waste infrastructure within event rooms.

Treat certification as a useful starting signal, not a final answer. The questions above will tell you more than any badge.

Find out more about certification in section 8.

 

5c. Materials, waste and circularity

Events can generate significant amounts of waste, particularly through printed materials, packaging and short-lived items. A shift towards a more circular approach can help reduce this impact.

The most effective strategy is to avoid unnecessary materials in the first place. This reflects a broader principle of sustainable event design: preventing impacts where possible is generally more effective than managing them after they have occurred. Where materials are needed, designing them for circularity or reuse can extend their life and reduce waste. Recycling remains important but should be seen as a last step rather than the primary solution.

Visual 2: simple waste hierarchy diagram

 

Watch out: Recycling is not a sustainability strategy

It is easy to feel that an event has handled its waste well because recycling bins are provided. But the environmental cost of producing, transporting and processing materials is not eliminated by recycling - it is only partially reduced. An event that generates large volumes of waste and recycles most of it can have a high negative impact.

The priority order is: avoid producing the item in the first place; reduce what cannot be avoided; reuse wherever possible; and recycle as a last resort. This should also be part of your expectation setting with suppliers and partners.

Digital approaches can support reductions in physical materials, but they also have their own environmental impacts, including energy use and data infrastructure. Institutions should consider the broader implications of digital delivery, including guidance on digital sustainability and responsible use of technologies such as AI.

 

Quick win: Audit your default print run

Most events carry over the same printed materials year on year without reviewing whether they are still needed, whether quantities are right, or whether a digital alternative would work as well. Before your next event, list every item you plan to print and ask three questions: Do attendees actually use this? Could it be replaced by a QR code or digital download? What would happen if we printed half as many?

In most cases, print volumes can be reduced significantly without any negative effect on the event experience.

Where printing is necessary, consider how materials are produced as well as how much is printed. Recycled or FSC-certified paper, vegetable-based inks and local print suppliers may help reduce impacts.

Where physical materials are used, the distinction between reusable and disposable items is particularly important. Reusable options are generally preferable, but only where systems are in place to manage them effectively. Similarly, decisions about merchandise or promotional items should be approached with caution. Items that are not useful or durable are likely to become waste quickly, regardless of how they are marketed. This is something to work on together with your suppliers. You might also want to join a local or national re-use scheme such as Warp It or My Uni Green Scheme.

Design choices extend the life of materials. For example, avoiding event-specific dates or branding can allow signage and materials to be reused across multiple events.

 

Trade-off: Reusable crockery vs single-use compostables

Reusable crockery, glasses and cutlery are usually the better option than single-use items, even when those items are labelled compostable or biodegradable. Reuse avoids the repeated production, transport and disposal of materials, and helps normalise a lower-waste event experience.

However, reusables only work well when the right systems are in place. They need to be collected, washed, stored and returned, which may involve cost, staff time, water, energy and logistics. For some venues or off-site events, this may be difficult to manage safely and efficiently.

Compostable single-use items can be useful where reuse is genuinely not practical, but they are not impact-free. They still require resources to produce and often only compost properly in specific commercial systems. If they end up in general waste, recycling, or the wrong composting stream, much of the intended benefit is lost.

The aim should be to default to reuse wherever the infrastructure exists, and to treat compostable disposables as a fallback option rather than a sustainable default. When single-use items are unavoidable, confirm how they will be collected and processed before the event.

Materials, waste and circularity is a substantial topic in its own right, and this section only introduces the key considerations for event planning. For more detailed guidance on applying circular economy principles across institutional operations, procurement and resource use, see EAUC’s Circular Economy Guide.

 

Quick win: Design for reuse from the start

Avoid printing dates, years, conference titles or event-specific branding onto banners, exhibition materials and signage unless absolutely necessary. Generic, modular designs can often be reused across multiple events, reducing waste, procurement costs and storage requirements. When designing new materials, ask whether they will still be useful in three years' time.

 

5d. Taking a whole institution approach

Sustainable events can contribute to wider institutional priorities beyond the event itself. Rather than being treated as standalone activities, they can become part of teaching, learning, operations, research and community engagement.

For example, events can be used to:

• create opportunities for students to gain practical experience, such as supporting delivery, documentation or creative outputs
• connect with the curriculum, particularly in disciplines linked to sustainability, design or event management
• act as “living labs”, where new approaches can be tested and evaluated in real-world settings.

This is particularly relevant in the post-16 education sector, where events often bring together staff, students, external partners and local communities. Thinking beyond the event itself can help maximise value, strengthen relationships and create opportunities for learning and innovation.

For example, events can provide opportunities for students to gain practical experience through photography, videography, marketing, event delivery, social media, design, hospitality, journalism or sustainability-related roles. These activities can help students develop skills and experience while reducing the need to outsource work that may already exist within the institution.

Events can also support learning and teaching objectives. Sustainability challenges associated with an event, such as reducing waste, measuring travel emissions or designing reusable exhibition materials, can become real-world projects for students and staff. In this way, events can function as living labs, providing opportunities to test ideas, gather evidence and evaluate solutions in a practical environment.

Institutions interested in developing this approach further should refer to EAUC's Living Labs resources, which provide practical guidance on using institutional operations and activities as opportunities for learning, research and innovation.

 

Case study: Engaging students in event sustainability measurement

As part of a pilot project at Nottingham Trent University, students worked alongside the institution's sustainability team to collect travel data from exhibitors attending an event. Students surveyed exhibitors about how they travelled to the event and then supported the analysis of the data to estimate associated carbon emissions.

Institutions should also consider whose perspectives are missing from event planning and evaluation. Frontline and operational staff, such as cleaning, facilities, catering and security teams, often have valuable insights into waste generation, energy use, logistics and participant behaviour that may not be visible to event organisers. Likewise, involving senior leaders can help connect individual events to wider institutional priorities and strategic objectives.

There may also be opportunities to work more closely with colleagues across the institution. Estates and grounds teams, for example, may be able to provide seasonal planting, reclaimed materials or advice on biodiversity. Sustainability teams may be able to support data collection or reporting. Communications teams can help amplify positive outcomes and share learning more widely.

The same principle can extend beyond institutional boundaries. Working with neighbouring colleges, universities, community organisations and local authorities can support resource sharing, place-based approaches and circular economy initiatives. Surplus materials from one event may be suitable for reuse elsewhere, while partnerships with organisations such as Warp It can help prevent valuable resources becoming waste.

Events can also contribute to the communities in which institutions are based. This might include involving local community organisations, supporting local suppliers and social enterprises, sharing knowledge and facilities, creating volunteering opportunities, or making use of events as a platform for wider community engagement. Institutions may also be able to create value through initiatives linked to green spaces, resource sharing, reuse schemes, skills development or environmental improvement projects. Considering how an event can leave a positive local legacy helps strengthen its social value alongside its environmental outcomes.

By taking a whole-institution approach, events become more than a single activity. They can help build skills, strengthen partnerships, support sustainability objectives and create benefits that continue long after the event itself has finished.

 

5e. Exhibitions, installations and temporary builds

For exhibitions, showcases and end-of-year shows, material choices become particularly important. These events often involve temporary builds or installations that are dismantled shortly after use.

Designing with reuse in mind can make a significant difference. This includes using modular components, selecting durable materials, or planning for storage and future use. Considering the full lifecycle of materials, rather than just their immediate function, can help reduce both environmental impact and costs over time.

There may be trade-offs between creative ambition and sustainability, particularly where high-impact installations are involved. In these cases, transparency and intentionality are key.

The influence of an exhibition or showcase may extend well beyond the event itself. Decisions about materials, construction methods and design approaches can shape future professional practice, particularly where events involve students, designers, artists or built-environment disciplines. These longer-term impacts are often difficult to quantify at the time of the event, but may be significant and should be considered alongside more immediate environmental impacts.

 

Trade-off: Creative ambition vs material impact

High-impact installations and bespoke builds are often central to the identity of showcases and end-of-year shows. The visual and experiential quality of these events matters for students whose work is being presented, and for audiences including potential employers and collaborators.

This is a genuine tension. Designing only for reuse or minimal materials can constrain creative ambition in ways that undermine the purpose of the event. The most effective approach is not to choose between creativity and sustainability, but to bring sustainability thinking into the design brief from the outset, so that material choices, reuse potential and end-of-life plans are considered alongside aesthetic and conceptual decisions, rather than treated as constraints imposed afterwards.

Supporting suppliers is particularly important in this area. Not all suppliers will have experience of designing for reuse or circularity, particularly where creative or bespoke builds are involved. Early conversations establish expectations and open up alternative approaches, such as modular design, material reuse or shared ownership of assets.

Providing clear briefs, allowing sufficient lead-in time, and being open to collaboration can all support more sustainable outcomes.

 

5f. Suppliers, procurement and partnership

Suppliers play a central role in delivering events. Engaging them effectively can support more sustainable outcomes.

This begins with clear communication. Institutions should outline expectations and priorities early in the process, allowing suppliers to respond and adapt. Sustainability criteria should be incorporated into procurement processes and contracts.

Building collaborative relationships drives better outcomes. Many suppliers already have more sustainable options available and will offer them if asked. Supporting this transition can help drive wider change across the sector and beyond

Sector bodies such as TUCO (The University Caterers Organisation), CUBO (College and University Business Officers) and APUC (Advanced Procurement for Universities and Colleges) provide frameworks, guidance and collaborative procurement approaches that can support more sustainable event delivery. Working through these networks can help institutions access vetted suppliers, embed sustainability criteria in contracts, and align event procurement with wider institutional practice.

Institutions may also benefit from working collaboratively with neighbouring colleges, universities and community organisations. This can support resource sharing, place-based approaches, joint events and opportunities to reuse materials that might otherwise become waste.

 

Shipping, packaging and supplier logistics

Supplier impacts are not limited to the products or services provided on the day. The way materials, equipment and stands are manufactured, packed, transported, delivered, stored and removed can create significant emissions and waste. This is particularly relevant for exhibitions, temporary builds, printed materials, branded items and AV equipment, where deliveries may involve large volumes of packaging, multiple courier journeys or short-lived materials.

Institutions should discuss logistics with suppliers early, not only at the point of delivery. This includes asking whether deliveries can be consolidated, whether reusable crates or take-back systems can be used, and what happens to cardboard, pallet wrap, protective packaging or surplus materials after the event. Where exhibitors are involved, clear guidance should be provided on what can and cannot be brought on site, how packaging should be managed, and whether materials must be removed, reused or responsibly disposed of afterwards.

The lowest-impact option is often not simply the “greenest” product, but the most efficient system: fewer deliveries, less packaging, reusable transport materials, local or shared suppliers where appropriate, and clear responsibility for end-of-life handling. Procurement decisions should therefore consider the full delivery and removal process, not just the item being purchased.

 

The role of AV and technical delivery

Audio-visual and technical delivery has a direct influence on both sustainability and accessibility. This applies whether AV is provided by an in-house team, the venue, or an external supplier. Decisions about microphones, lighting, screens, streaming, recording and hybrid participation affect energy use, equipment transport, visibility, sound quality and the ability of attendees to participate fully.

Where AV is provided in-house, event organisers should involve technical colleagues early rather than treating AV as an operational detail to resolve at the end. Where AV is outsourced, the same expectations should be built into the brief and procurement process. In both cases, sustainability and accessibility should be considered alongside cost, reliability and event quality.

For sustainability, organisers should ask what equipment is genuinely needed, whether existing or venue-based equipment can be used, and how the setup can be simplified without compromising participation. This might include using energy-efficient lighting and display equipment, powering down equipment between sessions, avoiding unnecessary staging or screens, and reducing transport through local, shared or consolidated provision.

For accessibility, AV should not be treated as a technical add-on. Good microphones, hearing support, captioning, accessible slide display, appropriate lighting, clear sightlines and reliable hybrid functionality can determine whether participants are able to engage with the event. If online or hybrid participation is offered, technical planning should begin early so that remote and in-room participants are both considered, rather than attempting to bolt this on at the end.

A strong AV plan should therefore cover both environmental performance and inclusive participation. The aim is not to over-specify technology, but to ensure that the technical setup supports the event’s purpose while reducing unnecessary energy use, transport, waste and barriers to access.

 

Ask your supplier

Send these questions before finalising any significant supplier agreement.

Environmental practice

• What is your approach to packaging? Can materials be delivered with minimal or reusable packaging?
• For AV suppliers: do you use LED lighting as standard? What is your policy on powering down equipment between sessions?
• For print suppliers: can you print on recycled or FSC-certified stock as a default?
• Do you have a carbon reduction target or environmental policy you can share?

Waste and end of life

• What happens to materials, packaging or equipment after the event? Do you collect and reuse, or does disposal fall to us?
• If we have surplus printed materials, branded items or build components, how do we ensure they can be reused. What redistribution or return options are available?

Social value

• Are all workers in your supply chain paid at least the Real Living Wage?
• Do you have a local presence, or work with local subcontractors?
• Do you partner with any social enterprises or community organisations?

Logistics and packaging

• How will materials or equipment be transported to and from the event?
• Can deliveries be consolidated to reduce journeys?
• What packaging will be used, and can it be reduced, reused or taken back?
• Who is responsible for removing cardboard, pallet wrap, protective packaging or surplus materials after the event?
• Can reusable crates, modular systems or shared storage be used instead of single-use packaging?

AV and accessibility

• Who is responsible for AV and technical delivery: in-house team, venue, external supplier, or a combination?
• What equipment is genuinely needed, and what can be avoided or simplified?
• Can existing, venue-based or shared equipment be used to reduce transport and duplication?
• Can energy-efficient options such as LED lighting and lower-energy display equipment be used?
• How will equipment be powered down or managed between sessions?
• How will the setup support clear audio, captioning, hearing support and accessible visuals?
• How will hybrid or remote participation be designed to work well for both online and in-room attendees?

Procurement decisions also influence wider social outcomes. Working with local suppliers, small and medium-sized enterprises, or social enterprises can support local economies and deliver additional social value. At the same time, institutions should consider fair pay, working conditions and transparency within supply chains.

Institutions should discourage practices that generate unnecessary waste, such as low-value promotional giveaways. Where items are provided, prioritising quality, usefulness and longevity can help reduce their overall impact.

 

Watch out: Branded giveaways are almost always waste

Pens, stress balls, tote bags, lanyards, USB sticks, confectionery in branded packaging, the standard inventory of event merchandise, is rarely kept or used beyond the day. Even items described as "sustainable" or made from recycled materials follow the same pattern if they are not genuinely useful to the recipient.

The most sustainable giveaway is the one that does not happen. If your event budget includes a line for promotional items, challenge it. If sponsors or stakeholders require something, push for items that are consumable, durable and genuinely wanted by the audience - or redirect the budget to something with demonstrable impact.

 

5g. Catering

Catering is often one of the most visible aspects of an event and carry significant environmental and social impacts. Decisions about food and drink influence not only carbon emissions and waste, but also inclusivity, local economies and supply chains.

Common issues include the over-ordering of food, the use of single-use packaging, and the sourcing of ingredients from complex or high-impact supply chains. At the same time, catering can be an opportunity to model more sustainable and inclusive practices, such as reducing waste, supporting local suppliers, and offering climate and nature friendly menus that reflect diverse dietary needs.

In practice, catering considerations frequently intersect with other areas of event planning. For example, decisions about waste management, procurement and communication all influence how food is provided and consumed.

Rather than duplicating detailed guidance here, institutions should refer to EAUC’s forthcoming Sustainable Catering Guide (due for publication summer 2026), which provides more comprehensive advice on sourcing, menu design, waste reduction and supplier engagement. This guide should be used alongside it, with catering considered as part of the wider system of decisions that shape an event’s impact.

TUCO and APUC both publish guidance and develop procurement frameworks that support more sustainable catering, including supplier standards, food sourcing policies and approaches to reducing waste. Institutions may already have access to these through existing procurement arrangements, making them a practical starting point for improving event catering.

 

Quick win: Make plant-based the default

The single most effective catering decision for reducing emissions is shifting the default menu option to plant-based, with meat and fish available as clearly marked alternatives. This does not require eliminating meat or imposing dietary choices, it simply changes what people receive if they make no active selection.

Evidence consistently shows that default choices shape behaviour far more effectively than information or appeals to individual action. Most attendees will eat what they are given, and most will not object.

Ask your caterer

• What proportion of your standard menu is plant-based, and what would it cost to increase this for our event?
• How do you estimate quantities and manage over-ordering? What is your typical rate of food waste, and what happens to surplus?
• Do you have a food redistribution arrangement, for example with a local food bank or a platform such as OLIO or Too Good To Go?
• Are serving vessels and crockery reusable as standard, or single-use? If single-use, can reusable alternatives be provided within our budget?
• Where do your key ingredients come from? Can you prioritise seasonal and locally sourced options for our event?

• Can your menu be designed to accommodate a broad range of common dietary requirements and preferences from the outset, reducing the need for separate arrangements wherever possible?

 

5h. Accessibility, inclusion and wellbeing

A sustainable event is one that people are able to attend, participate in and benefit from. Accessibility and inclusion are therefore central considerations, not additional features.

This begins with recognising the different barriers that individuals may face. These can be physical, such as access to venues or facilities; financial, including the cost of attending; or digital, particularly where events rely on online participation. Designing events that reduce these barriers can broaden participation and improve outcomes for all involved.

Wellbeing is closely linked to these considerations. Travel demands, long schedules, crowded environments and intensive programmes can all affect participants’ wellbeing. This is particularly relevant in a sector where staff and students are often under significant pressure.

For those attending in person, long-distance travel can be physically and mentally demanding. For virtual or hybrid participants, extended periods of screen time can lead to fatigue and reduced engagement. In both cases, the design of the event can either mitigate or exacerbate these effects.

Online delivery can also create pressure in less visible ways. Because virtual meetings are often easier to schedule, they can become over-compressed, with too little time for reflection, recovery or informal connection. For events dealing with complex, challenging or emotionally demanding topics, organisers should consider whether online delivery provides enough space for participants to process information, support one another and build trust.

 

Trade-off: Access in person vs access online

Virtual and hybrid formats can significantly improve access for participants who face geographic, financial or physical barriers to attending in person. For many people, the ability to join remotely is the difference between participating and not participating at all.

However, virtual formats create their own barriers. Participants without reliable internet connections, suitable devices, or private space to join from are disadvantaged. Extended screen time is particularly challenging for some people with cognitive or neurological conditions. And informal interaction, which matters for networking, wellbeing and community, is harder to facilitate online.

Neither format is inherently more accessible. The question to ask is: who is your specific audience, what barriers do they face, and which format or combination of formats best addresses those barriers for this event?

Institutions can take a number of practical steps to support wellbeing. These include building adequate breaks into the schedule, avoiding overly dense programmes, providing quiet or restorative spaces where possible, and considering how time zones affect participation in online events. Clear communication in advance can also reduce uncertainty and help participants prepare.

Designing for accessibility, inclusion and wellbeing requires a considered approach that takes account of different needs. It also reinforces the broader aim of sustainable events: to create experiences that are not only lower impact, but more equitable and supportive.

Accessibility should be understood as extending beyond compliance with minimum standards. This includes physical access to spaces, but also sensory, digital and cognitive accessibility. For example, clear audio systems, accessible visuals, hearing support, and diverse formats of presentation can all improve participation.

Organisers should ask about audio and visual access needs in advance, and treat these as core delivery requirements rather than individual exceptions. This may include microphones for all speakers and audience questions, captioning, hearing support, accessible slides, appropriate font sizes and contrast, clear sightlines, and avoiding reliance on colour or small text. These arrangements should be tested before participants arrive, not discovered during the first session.

 

Watch out: Compliance is not the same as accessibility

Meeting legal minimum standards, for example, ensuring step-free access or installing a hearing loop, is necessary, but not sufficient. A venue can be technically compliant and still present significant barriers: poor sightlines for lip-reading, audio systems that function but are poorly calibrated for the room, or digital content that has alt-text but is not fully navigable by a screen reader user.

Genuine accessibility requires testing assumptions and seeking feedback from disabled participants, ideally during the planning process, not only in response to problems raised on the day. The neurodiversity in events checklist at welcomebrain.com is a useful practical starting point.

Creating inclusive environments also involves considering representation and participation. This may include ensuring diversity among speakers, providing different types of session formats, and creating safe or supported spaces for discussion.

Programme design also affects inclusion and wellbeing. Events that rely heavily on long presentations can limit engagement, increase fatigue and privilege particular communication styles. Where possible, use a mix of formats, such as short inputs, facilitated discussion, workshops, panels, reflection time, peer exchange, practical activities and informal networking. Simple techniques such as inviting participants to discuss a question in pairs or small groups during a session can increase participation, create opportunities for reflection and make events more interactive. This gives participants different ways to contribute and can make the event more accessible, interactive and memorable.

Organisers should also consider whether participants may need support from a carer, personal assistant, interpreter, support worker or buddy. Where possible, institutions should make clear in advance whether free or reduced-cost companion places are available, and ensure that registration and booking processes allow these needs to be identified and accommodated without creating unnecessary barriers.

Wellbeing can be supported through a range of measures, such as providing quiet areas, prayer or reflection spaces, and facilities for different needs (for example breastfeeding or private working space) as well as ensuring first aiders and mental health first aiders are present to ensure support is available if needed. These elements can significantly improve the experience of participants, particularly in longer or more intensive events.

 

5i. Communication and behaviour

The way an event is communicated can significantly influence both participation and impact. Clear, consistent messaging helps set expectations and encourages participants to engage with sustainability in a meaningful way.

Communication begins well before the event. Providing information about travel options, accessibility and what participants can expect allows individuals to make informed choices. For example, highlighting public transport routes or encouraging attendees to bring reusable items can shape behaviour without placing undue burden on individuals.

Expectations around dress should be communicated clearly and thoughtfully. Where a dress code is used, institutions should consider whether it is genuinely necessary and whether it could unintentionally exclude participants or encourage unnecessary purchasing and expense. Flexible, inclusive dress guidance can help attendees feel comfortable and able to participate fully.

During the event, communication can reinforce these messages. Signage, announcements and visual cues all play a role in guiding behaviour, particularly in areas such as waste management or resource use. The aim is not to overwhelm participants with information, but to create an environment where sustainable choices are intuitive and supported.

Some institutions use light-touch engagement activities to encourage sustainable behaviour or celebrate positive practice. Examples might include sharing sustainable travel stories, recognising innovative ideas generated during the event, or inviting attendees to contribute examples of sustainability practice from their own organisation.

 

Case study: Using a conference to spread sustainable practice

A research conference hosted by the University of Dundee used the event not only to reduce its own impacts, but also to encourage sustainability improvements beyond the conference itself. Alongside measures such as digital materials, reusable catering equipment and lower-carbon travel, delegates were invited to share examples of sustainable laboratory practice from their own institutions. These ideas were collected and shared after the event, helping to extend learning beyond the conference and supporting wider behaviour change.

Key learning: Events can influence sustainability outcomes far beyond the event itself by creating opportunities for knowledge exchange, peer learning and collaboration.

After the event, communication provides an opportunity to reflect on what has been achieved. Sharing outcomes, such as reductions in waste or changes in travel behaviour, can help build awareness and encourage future action. It also contributes to a culture where sustainability is recognised as a shared responsibility.

At each stage, the tone of communication matters. Messaging should be clear and informative, avoiding unnecessary complexity or jargon. It should also recognise that participants have varying levels of awareness and ability to act. Encouraging positive behaviour is more effective than imposing rigid requirements.

 

Watch out

Sustainable events should also be safe and respectful environments. For events involving students, young people, vulnerable adults, external communities or sensitive topics, organisers should consider safeguarding responsibilities early and align with institutional policies. Clear expectations for respectful behaviour, including a code of conduct where appropriate, can help set the tone for participation and provide a shared basis for responding to concerns.

The most effective approaches avoid placing responsibility solely on participants or creating a sense of judgement. Instead, they focus on enabling positive choices and making desired behaviours easy. A supportive, non-preachy tone is more likely to encourage engagement and build trust.

 

Quick win: Add a sustainability note to your joining instructions

Add a short paragraph to your pre-event communication explaining what you have done to make the event more sustainable, and one or two specific things attendees can do to contribute, for example, bringing a reusable water bottle, using public transport, or downloading the programme rather than requesting a printed copy.

Keep it brief, positive and practical. This sets expectations without being preachy, and signals that sustainability is part of how your institution operates, not an afterthought.

Continue to: Delivering your event

Or jump to: Introduction | How to use this guide | What is a sustainable event? | Planning your event | Designing your event | Delivering your event | Reviewing, reporting and improvements | Standards and frameworks | Case study: the University of Birmingham | References, resources and further support | Acknowledgements | How AI was used | Appendices 

 

6. Delivering your event 

The delivery phase brings together the decisions made during planning and design. While many elements will already be in place, this stage remains important for ensuring that intentions are translated into practice. 

 

6a. On-the-day delivery 

Successful delivery depends on having clear systems and processes in place. This includes practical arrangements such as waste stations, signage and accessibility measures, as well as coordination between organisers, suppliers and venue staff. 

Participants will often take cues from what is visible and available. Clearly labelled waste streams, for example, can support more effective recycling and reduce contamination. Similarly, making sustainable options such as refill stations or digital materials easy to access can encourage their use without requiring significant effort from attendees. 

 

Quick win: Brief your front-of-house team on waste 

Recycling systems fail most often not because people do not care, but because they are uncertain what goes where. A two-minute briefing for reception staff, volunteers or student helpers, covering what each stream accepts and how to answer the most common questions, significantly reduces contamination and improves outcomes. 

It is also important to remain flexible. Events are dynamic environments, and unexpected issues can arise. Being prepared to respond and adapt can help maintain both the quality of the event and its sustainability aims.

 

6b. Supporting participants 

Participants should be supported to engage with the event in ways that align with its sustainability objectives. This does not require extensive intervention, but rather clear guidance and an enabling environment. 

Providing practical information, such as how to dispose of waste correctly, where to find facilities, or how to access hybrid elements, can make a significant difference. This is particularly important in larger events or those involving complex arrangements. 

Encouraging participation in sustainability does not need to be directive. Small prompts and visible examples can be enough to influence behaviour. Over time, this contributes to changing expectations and normalising more sustainable approaches. 

Institutions can also take more interactive approaches to engagement during delivery. This might include light-touch gamification, recognition of positive behaviours, or the presence of trained staff or volunteers who can provide guidance, for example in areas such as waste management or participant wellbeing. 

 

7. Reviewing, reporting and improving 

The impact of an event extends beyond its duration. Taking time to review and reflect allows institutions to build understanding and improve future practice. 

The sustainable events checklist includes a review section that can be used to record key data, reflections and actions for future events. 

 

7a. Measuring impact 

Understanding the impact of an event requires collecting data, but it does not require a complex or resource-intensive process. The aim is to gather enough information to inform future decisions and to demonstrate progress over time. This might mean simple, consistent data collection over time, or a more detailed one-off assessment. 

Measurement should support judgement, not replace it. Carbon data is useful because it makes impacts visible, but not all value created by an event can be quantified in the same way. Institutions should avoid making decisions on carbon figures alone where the event also delivers significant educational, social, wellbeing, research, community or strategic benefits. 

 

What to measure 

Travel is typically the largest single source of emissions from an event, and should be the starting point for any measurement approach. Other areas worth tracking include energy use at the venue, waste generated and how it was managed, and the volume of materials used and their end-of-life destination. For catering, the environmental impact of food sourcing and food waste are both relevant. 

Not all of these need to be measured with equal precision. For example, a rough estimate of travel emissions, based on how attendees got to the event, will usually tell you more than a detailed audit of printed materials. 

 

How to collect data 

Data collection works best when it is built into existing processes rather than added on afterwards. Some practical approaches include: 

• including a short travel question in pre- or post-event registration or surveys (e.g. mode of transport and approximate distance) 

• asking your venue for data on energy consumption, waste volumes and how waste streams were handled 

• keeping a simple record of materials ordered and what happened to them afterwards 

• noting the total weight of food provided and, where possible, any that was redistributed or wasted 

Post-event feedback surveys are also an opportunity to gather data on accessibility and participant experience, which contributes to social sustainability reporting alongside environmental data. Collecting anecdotal evidence of impact, alongside surveys and other qualitative research methods, will also help understand what wider benefits were created for attendees, students, staff, partners or the local community. 

 

Calculating carbon emissions 

Once data has been collected, carbon calculators can be used to estimate emissions. It may be your institution has it’s own calculator (for example, this one from the University of Warwick) or you may use a commercially available tool such as One Tribe or Trace. Tools also exist specifically for the creative industries. 

For more detailed guidance on carbon accounting methodology, including what to include and how to handle gaps in data, refer to EAUC's standardised carbon emissions reporting framework. 

When presenting carbon figures, be transparent about what is and is not included, and what assumptions have been made. An honest estimate with clearly stated limitations is more credible than a precise-looking figure based on incomplete data. 

 

Quick win: Add one travel question to your registration form 

A single question asking how attendees plan to travel, or how they did travel if collected post-event, , and how far takes seconds to add to a registration form and provides the data needed to understand your event's largest source of emissions. Even a simple breakdown by mode (train, car, coach, flight, walking or cycling) gives you a meaningful baseline. Over time, this data shows whether the steps you are taking to encourage sustainable travel are actually changing behaviour.

 

7b. Reflecting honestly 

Reflection is most valuable when it is honest. Institutions should consider not only what worked well, but also where challenges were encountered and why. 

This includes recognising where trade-offs were made. For example, an event may have achieved strong engagement but required extensive travel or reduced its environmental impact but faced challenges in participation. Understanding these dynamics helps inform future decisions. 

Creating a culture where this reflection is shared, rather than hidden, supports collective learning across teams and institutions. 

 

7c. Sharing and reporting 

Sharing outcomes can reinforce the value of sustainable event practices. This includes internal reporting to demonstrate alignment with institutional goals, as well as external communication to highlight progress and learning. 

Data gathered from events should contribute to wider sustainability reporting where possible. This helps embed events within the broader institutional approach to sustainability.  

Consider not only the direct impacts of delivery, but also any wider benefits created. Did participants identify new ideas, establish partnerships, develop skills, improve confidence, strengthen wellbeing, or commit to future action? Capturing these outcomes can provide a more complete understanding of the event's value and influence, particularly where benefits will emerge over time rather than immediately. 

When reporting outcomes, institutions should aim to be accurate and proportionate in how impacts are described. Overstating achievements or presenting partial information without context can undermine credibility. Being clear about both successes and limitations helps build trust and supports a culture of transparency. 

 

Watch out: Overclaiming undermines credibility 

Sustainability reporting that presents only positive outcomes, without acknowledging trade-offs, limitations or areas where things did not go as planned, is increasingly recognised by staff, students and external audiences as incomplete. Describing an event as "carbon neutral" without explaining the methodology, or "zero waste" without accounting for all waste streams, invites scrutiny rather than deflecting it. 

If you cannot explain clearly how a figure was calculated or what it does and does not include, do not publish it. Honest reporting builds trust in a way that headline claims cannot. 

Where events contribute to wider reporting requirements, such as funder expectations or institutional sustainability reporting, aligning data collection with these frameworks can reduce duplication and ensure consistency. 

 

Funder requirement: Check your grant conditions early 

Some funders require carbon measurement and offsetting as a condition of funding. Wellcome Trust-funded institutions are required to offset all travel emissions associated with their grants, including those linked to events. Scottish Government statutory guidance sets specific expectations for public bodies on how travel emissions should be calculated, reported and offset. Institutions in other parts of the UK and Ireland should check with their relevant funding bodies and devolved government guidance, as requirements continue to evolve. 

If your event is connected to externally funded research or activity, check the relevant funder conditions at the planning stage. Retrofitting carbon data collection after an event has taken place is significantly harder than building it in from the start. 

 

7d. Offsetting 

Once emissions have been measured and reduced as far as reasonably possible, the question of whether to offset residual emissions may arise. For some events, this will be a choice. For others, it may be a requirement: funders including the Wellcome Trust now require institutions to offset travel emissions associated with funded research, and Scottish Government guidance sets specific expectations for public bodies.

 

What offsetting means 

Offsetting involves purchasing carbon credits that represent a verified reduction or removal of greenhouse gases elsewhere. This does not eliminate the emissions from the event, but it funds activity that compensates for them. The quality of offsetting projects varies considerably, and the credibility of any offset depends heavily on how projects are selected and verified. 

The case for offsetting 

• It provides a mechanism to address residual emissions that cannot currently be reduced further. 

• It can support the delivery of institutional net-zero targets by bridging the gap between current practice and longer-term ambitions. 

• Where required by funders, it enables institutions to comply with grant conditions without declining events or activities. 

• Well-designed offsetting projects can deliver co-benefits, including research opportunities, nature restoration and community development. 

• Sector-coordinated offsetting, such as EAUC’s Carbon Coalition can provide confidence in project quality and reduce the administrative burden on individual institutions. 

The case against, and the limits of offsetting 

• Offsetting does not reduce the emissions that occur. It should never be used as a substitute for reduction. 

• The quality of carbon credits varies widely. Without robust verification, there is a risk of investing in projects that deliver little or no real benefit. 

• Offsetting can create reputational risk if it is perceived as a way of avoiding harder decisions, or if the projects chosen are subsequently found to be inadequate. 

• Some critics argue that even high-quality offsetting delays the systemic change needed to address climate change at scale. 

The clear consensus within the sector, and the position taken by EAUC, is that offsetting is a last resort - appropriate only for emissions that cannot be reduced further, or as part of a credible net-zero plan with a clear timeline for reduction. 

 

Watch out: Offsetting before reducing 

The most significant risk with carbon offsetting is using it to avoid harder decisions about reducing emissions in the first place. An event that offsets its carbon while making no effort to reduce travel, eliminate waste or consider format has not become sustainable - it has paid for the appearance of sustainability. 

If you cannot clearly articulate what steps were taken to reduce emissions before turning to offsetting, the offset is unlikely to withstand scrutiny from staff, students or external stakeholders and as such should not be presented as a sustainability measure.

 

7e. Improving over time 

Sustainable events are a process, not a destination. Few institutions will be able to address everything at once, and priorities will shift depending on context, capacity and what each event revealed. 

Focusing on a small number of high-impact actions is an effective starting point. Additional measures can be built in over time as confidence and capability grow. Progress is not always linear: constraints change, new challenges arise and some attempts will not go as planned. What matters is continuing to move in the right direction. 

Sharing practice across institutions accelerates that progress. Contributing to communities of practice, offering case studies, or engaging with sector networks such as those facilitated by EAUC can help avoid duplication of effort and surface ideas that would not otherwise reach you.

Continue to: Standards and frameworks

Or jump to: Introduction | How to use this guide | What is a sustainable event? | Planning your event | Designing your event | Delivering your event | Reviewing, reporting and improvements | Standards and frameworks | Case study: the University of Birmingham | References, resources and further support | Acknowledgements | How AI was used | Appendices 

 

8. Standards and frameworks 

A range of standards, certifications and frameworks are available to support sustainable events. These can provide structure, credibility and, in some cases, formal recognition of progress. These frameworks can also support trust and external communication by providing a recognised way of demonstrating the actions that have been taken, particularly for larger or externally facing events. 

However, they vary significantly in scope, complexity and relevance. It is important that institutions understand what each framework offers and whether it aligns with their objectives. 

For many institutions, a proportionate approach will be the most effective. This may involve: 

• applying structured frameworks to larger or recurring events 

• using simpler tools and principles for smaller activities 

• building capability over time rather than attempting full implementation immediately 

As with other areas of sustainable events, progress is more important than perfection. Frameworks can support that progress, but they are only one part of a broader approach.

 

8a. What standards and frameworks can offer 

Standards and accreditation schemes can support institutions in several ways. 

They can: 

• provide a structured approach to managing sustainability across events 

• help ensure consistency in processes and decision-making 

• offer external validation, which may be valuable for reputation or reporting 

• support continuous improvement, through monitoring and review 

For some organisations, particularly those delivering frequent or large-scale events, these benefits can be significant. 

 

8b. Common frameworks and approaches 

A number of widely recognised frameworks are relevant to sustainable events. While this is not an exhaustive list, the following are among the most commonly used. 

For institutions, these schemes can be useful when selecting venues or suppliers, as they provide an indication of existing practices and standards. They may also be used more directly where institutions wish to demonstrate sustainability credentials associated with events. 

• ISO 20121 (Event sustainability management systems) provides a comprehensive framework for managing the sustainability of events. It is based on a management systems approach, similar to other ISO standards, and focuses on embedding sustainability into planning, delivery and evaluation processes. It is particularly suited to: 

• • large or high-profile events 

• • institutions seeking a formal, structured approach 

• • organisations with the capacity to manage certification processes 

However, it can be resource-intensive to implement and may be more detailed than required for smaller or one-off events. 

• Green Meetings and Events (delivered by Green Tourism) schemes provide certification based on a set of sustainability criteria, often covering areas such as energy use, waste, transport and procurement. They are typically applied to venues, accommodation providers and event organisers. 
• Greengage ECOsmart certification for hotels and meeting venues. Greengage’s ECOsmart certification is designed specifically for hotels, meeting venues and short-stay accommodation. It provides an independently assessed sustainability certification for properties that can demonstrate environmental practice across areas such as energy, waste, food management, procurement and wider operational sustainability. Certified venues are awarded Bronze, Silver, Gold or Platinum status, reflecting the extent and maturity of their sustainability measures. Greengage states that the ECOsmart audit is aligned with the United Nations Sustainable Development Goals and draws on indicators and criteria associated with the Global Sustainable Tourism Council and ISO 14001. 
• Events Industry Council’s Sustainable Event Standards are a suite of independently verified frameworks designed to assess the sustainability performance of events and their supply chains. They comprise eight specific standards, covering both event organisers and a range of supplier types: 

• • Event organiser standard 

• • All supplier standards (combined) 

• • Accommodation standard 

• • Audio visual and production standard 

• • Destination standard 

• • Exhibition services standard 

• • Food and beverage standard 

• • Integrated property standard 

• • Venue standard 

Each standard evaluates performance across a broad set of environmental and social criteria. Transparency and accountability are supported through third-party verification against these criteria. Certification fees vary depending on the size and complexity of the organisation or event, and the level of auditing required. 

Other sector-specific or regional schemes 

Depending on location, institutions may also encounter: 

• local authority or regional initiatives 

• sector-led frameworks 

• institutional internal standards 

These can vary widely in scope and may be more flexible or context-specific than national or international schemes. 

 

8c. Choosing the right approach 

There is no single “best” framework. The most appropriate approach will depend on the context, scale and objectives of the event, as well as the capacity of the institution. 

When deciding whether to adopt a framework or certification, institutions should consider: 

• What are we trying to achieve? (e.g. internal improvement vs external recognition) 

• What resources are available? 

• How complex are our events? 

• Will a formal framework add value, or create unnecessary burden? 

In many cases, institutions may choose not to pursue full certification but instead adopt selected principles or practices from existing frameworks. This can provide a balance between structure and flexibility. 

 

8d. Limitations and trade-offs 

While frameworks can be helpful, they are not a substitute for critical thinking or context-specific decision-making. 

Certification does not guarantee that all impacts are addressed, and a highly certified event may still involve significant trade-offs, for example, high levels of travel or resource use. Similarly, an event without formal certification may still be well-designed and low impact.

 

Trade-off: Frameworks and certification 

Recognised frameworks such as ISO 20121 provide structure, consistency and external credibility. This is particularly valuable for large, recurring or externally facing events where demonstrating accountability to stakeholders and funders matters. For some institutions, certification also supports wider sustainability or governance reporting. 

However, certification processes require time and internal resource that smaller teams or one-off events may not have available. In these cases, the effort involved in seeking formal accreditation can outweigh the practical benefit, particularly if it diverts attention from implementing the changes that will have the most impact. 

A well-planned, thoughtfully delivered event with no certification will generally have less impact than a certified event that has not addressed its most significant issues. Frameworks are tools, not targets. Use them where they add genuine value.

 

8e. Integrating frameworks into practice 

Where frameworks are used, they are most effective when integrated into existing processes rather than applied in isolation. This includes: 

• aligning checklists and templates with framework requirements 

• using standards to inform procurement and supplier selection 

• incorporating metrics into reporting and evaluation 

This ensures that frameworks support, rather than complicate, day-to-day practice. 

Continue to: Case study: the University of Birmingham

Or jump to: Introduction | How to use this guide | What is a sustainable event? | Planning your event | Designing your event | Delivering your event | Reviewing, reporting and improvements | Standards and frameworks | Case study: the University of Birmingham | References, resources and further support | Acknowledgements | How AI was used | Appendices 

 

9. Case study: the University of Birmingham 

The team at University of Birmingham Conferences and Events came to sustainability with no specialist background in the field. They learned as they went, and what they built is now one of the more rigorous approaches to sustainable conferencing in the UK university sector. 

Their story is particularly relevant for events professionals who feel sustainability is someone else's specialism. It isn't. It is a skill that can be developed, and the frameworks that feel overwhelming at the outset are precisely the tools that make it manageable.  

Read the case study: Putting sustainability on the agenda 

 

10. References, resources and further support 

Turning principles into practice can be challenging, particularly for those balancing event planning alongside other responsibilities. The resources listed below are intended to support decision-making, prompt the right questions at the right time, and help ensure a consistent and proportionate approach across different types of events. 

They are not exhaustive, but reflect tools and guidance commonly used across the post-16 education sector. They are most effective when used selectively, based on the scale and context of the event.

EAUC tools and guidance

• Air travel decision-making tool Supports structured decisions about whether travel is necessary and how to justify higher-impact journeys. 

• Business travel guide for further and higher education Practical guidance on reducing travel emissions and supporting lower-impact options 

• Circular Economy Guide Guidance on applying circular principles to procurement, materials and resource use 

• Standardised Carbon Emissions Framework (SCEF) Framework for measuring and reporting emissions consistently

• Carbon Coalition Sector-led approach to academically robust, high-quality carbon offsetting projects

• EAUC communities of practice Including the Sustainable Events and Communications community, offering peer learning, shared practice and ongoing support and the Living Labs community of practice  

• Living Labs: The next chapter for sustainability in tertiary education Guidance on using campuses, operations and institutional activity as real-world learning and innovation opportunities 

Procurement, catering and sector collaboration 

• APUC (Advanced Procurement for Universities and Colleges) Leads on sustainable procurement practice in Scotland, including frameworks, tools and guidance aligned with public sector requirements 

• CUBO (College and University Business Officers) Supports professional services leaders, including estates and operations, with guidance on sustainable practice and operational delivery

• TUCO (The University Caterers Organisation) Provides guidance, frameworks and collaboration to support sustainable catering in the HE sector

Event planning, accessibility and inclusion 

• Neurodiversity in events checklist (Welcome Brain) Practical guidance for improving accessibility and inclusion in event design. 

• Institutional accessibility guidance and policies: Internal policies should be used alongside this guide to ensure compliance and good practice in accessibility, safeguarding and inclusion. 

• The Purple Guide Guidance for event organisers on health, safety and welfare considerations, particularly for larger or more complex events. 

• ACSS EDI good practice for organising events Practical guidance on embedding equality, diversity and inclusion into event planning, participation and delivery. 

• Business Disability Forum Practical guidance, tools and resources to help organisations improve disability inclusion, accessibility and inclusive practice across events, workplaces and services. 

 

Travel, carbon measurement and reporting 

• Scottish Government guidance on public sector climate duties 
  Provides expectations for public bodies on emissions measurement and reporting, including travel-related emissions, within the framework of public sector climate duties 

 

Governance, ethics and partnerships 

• Concordat for the Environmental Sustainability of Research and Innovation Practice Framework supporting integration of environmental sustainability into research practice

• University of Cambridge report on fossil fuel industry ties Example of sector discussion on ethics, partnerships and institutional alignment

 

11. Acknowledgements 

We would like to express our sincere thanks to the Scottish Funding Council, whose support made the development of this guide possible. Their commitment to advancing sustainability across Scotland's post-16 education sector has enabled the creation of this resource and the wider programme of work that sits alongside it. 

The author, Charlotte Bonner, would like to extend her thanks to everyone who has supported the development of this guide. It has been informed by the work, experience and generosity of EAUC members, colleagues and partners as well as by our own ongoing practice as an organisation seeking to deliver events in ways that are more sustainable, inclusive and reflective of the values we advocate across the sector. 

We offer particular thanks to our sector reviewers, Claire Fletcher, events manager at Loughborough University, Vicky Harvey, sustainability and employer engagement coordinator at Nottingham Trent University and John Thorne, Sustainability Coordinator at Glasgow School of Art whose constructive challenge, practical insight and critical friendship have strengthened this work. 

We are also grateful to Annaliese Stanton, conferences and events project manager at the University of Birmingham, Elisa Garcia-Wilson, sustainability officer at the University of Dundee and Vicky Harvey, sustainability and employer engagement coordinator at Nottingham Trent University for contributed case studies, examples and reflections from practice. These contributions help ground the guidance in the real decisions, constraints and opportunities faced by institutions and sector partners. 

Our thanks also go to the colleagues, venues, suppliers and partners who have helped EAUC develop its own event practice over time. This includes the EAUC team, the many venues we have worked with, and our events management partner In Any Event. Their collaboration, feedback and willingness to test new approaches have helped us understand what works in practice, where the challenges lie, and how we can continue to improve. 

We recognise that sustainable event practice is continually evolving, and that no single guide can capture every context or answer every question. We therefore welcome ongoing ideas, examples and constructive challenge from members and partners as this work develops.

 

12. How AI was used in creating this resource 

Microsoft Copilot was used to support aspects of the development of this guide, specifically developing the structure and avoiding duplication in content. The guide was written, reviewed, revised and validated by EAUC staff and sector reviewers to ensure accuracy, relevance and alignment with sector practice. All final editorial decisions were made by EAUC. 

 

13. Accompanying resources 

The main guide is structured around the lifecycle of an event: Plan, Design, Deliver and Review. These resources provide two alternative ways of navigating the guidance: 

• By event type  – helpful when planning a specific kind of event. 

• By action checklist – helpful when implementing or reviewing an event. 

These appendices are intended to complement, rather than replace, the detailed guidance in the main document. 

	15 July 2026
	Resource
	Produced by EAUC with support of the Scottish Funding Council