This is not an exhaustive list of steps that you can take as an event organizer to make sure that your event is as sustainable as possible, but this is a great place to start, especially for smaller events or events that are coming up soon.

 

  • As many workshops or lectures as possible should be made available via videoconferencing or remote access. 
  • A website should be created that offers all information and materials related to the event.
  • Promotional materials should be online; this can mean online flyers, social media posts, or emails. 
  • Pre-event registration and confirmation material should be entirely electronic. Registration and confirmation can include:
    • A carpool opt-in
    • Public transportation information
    • Accessibility information and needs
    • An electronic program
    • Information about consumption (if the guest is planning on eating or participating in a coffee/snack hour, etc)
  • Online check-in to the event should be available.
  • All staff interacting with guests should be trained on sustainability practices, particularly waste management.
  • As many vegetarian and vegan options should be available as possible. If it is an option, making the entire meal vegetarian or vegan is preferable.
  • If using UCSB Catering or another catering service:
    • Ask: is the coffee fair trade and organic? If possible, please label this.
    • Request: coffee should be served avoiding the use of pod single use coffee.
    • Ask: could all cups and plates be reusable or compostable?
    • Ask: can we use reusable utensils or bamboo utensils?
    • Request: Cambro risers should be used for all beverages to make refills easier.
    • Ask: is it possible for coffee condiments to be served in bulk with spoons?
    • Ask: is it possible to make sure that organic, fair trade, and/or local ingredients are included in all of the snacks and meals?
    • Request: food should be served without garnishes or with edible garnishes. 
    • Ask: what are the current guidelines for donating unused food from this event?
    • Ask: are there low added sugar options for any dessert or snacks served?
    • Ask: is it possible to include signs that provide a backstory about the source of the food to better connect the folks who are eating with the food producers?
    • Request: multiple low or no sugar beverages should be available. 
    • Ask: are the meals boxed or on platters?
    • Ask: Is any meat served certified as Global Animal Partnership? What level of GAP is it?
    • Ask: what sustainably caught or environmentally friendly certifications do the seafood have?
    • Request: seasonal and/or non frozen food should be served.
  • All catering staff should be trained on sustainable practices, especially waste management. 
  • If untouched food cannot be donated, students, colleagues, and workers should be encouraged to take leftover food home. 
  • If the event is being held on the UCSB Campus:
    • Natural light should be used when possible. 
    • The venue should be LEED Certified. 
    • The venue should have recycling containers on site (plastic, glass, and paper at minimum). 
  • If the event is being held off of UCSB Campus:
    • The venue should be accessible via public transit. 
    • The venue should utilize natural light when possible.
    • If using multiple facilities, locations should be chosen where the buildings are walking distance of each other.
    • The venue should be centrally located to hotels and restaurants.
    • Energy efficient (CFL, LED, or Induction) lighting should be used. 
    • If possible, choose an event space that is LEED Certified. 
    • The venue should have recycling containers on site (plastic, glass, and paper at minimum)
      • Work with the venue to develop a recycling program if it is not already in place. 
  • Any electronic waste or batteries should be recycled in an e-waste facility (NOT a regular recycling bin). 
  • LED screens and LED lighting options should be used when possible.
  • Energy efficient (Energy Star) equipment and lighting should be utilized. 
  • Duvatyne should be used for dressing over doors instead of one time use tape. 
  • Reusable mats should be used to reduce the use of gaffer tape and temporary covers. 
  • Attendees should be informed of waste diversion plans prior to the event. 
  • More importantly, event staff and volunteers should be informed of waste diversion plans prior to the event. 
    • Event staff and volunteers can participate in a pre-waste audit and a waste management training.
    • Some event staff or volunteers should be posted near trash/recycling/compost bins to help attendees.
    • Some event staff or volunteers should be assigned to do litter pick up post event to ensure a litter free event.
  • Any name badges and/or lanyards should be collected at the end of the event for reuse. 
  • An online exit survey should be available for attendees that asks them about their experience with recycling and/or composing at the event. 
  • Before the event, attendees should be informed that they are welcome to bring their own nametags and reusable mugs, plates, and utensils. 
  • All trash bins should be paired with a recycling and compost bin.
  • If paper/printing is being used at the event:
    • As much of the paper as possible should be post consumer recycled. 
    • Paper purchased should be bleach free. 
    • Event programs should be printed with soy based inks.
  • If there are giveaways at the event: 
    • Giveaways should be locally made, or made in the USA if possible. 
    • Giveaways should be made of recycled content.
    • Giveaways should be reusable, recyclable, or compostable.
    • Giveaways should have low toxins (low VOC, water-based paint).
    • Giveaways should be made of rapidly renewable resources (bamboo instead of plastic, for example). 
    • Drinking water container giveaways should be primarily made of glass, aluminum, or stainless steel. 
  • If there will be clothing giveaways:
    • Clothing should be made from recycled and/or reclaimed materials. 
    • Clothing should be made from organic cotton.
    • Clothing should be from a company that signed the Accord on Fire and Building Safety in Bangladesh.
    • Clothing should be fair trade certified.
  • At least some event materials should be purchased secondhand.
  • Over 90% of the cleaning products used should be GreenSeal certified. 
  • If linens are rented, ask your linen company to take hangers back. 
  • Survey attendees about the mode of transportation they plan on using to get to and from the venue.
  • Before the event, provide information about public bus, train, biking routes to and from hotel to event spaces and other key locations in town.
  • Attendees should be encouraged to use alternative transit or carpool via messaging/electronic promotion. 
  • If the event isn’t accessible via public transportation, a shuttle service can be made available using alternative fuels. 
  • A bike rack or bike valet should be available near the event location. 
  • An idle-free zone should be established around the conference venue.
  • If guests are being accommodated in hotels, use hotels that are Green Lodging Association Certified or Certified by a local green business program. 
  • Local options for Santa Barbara Green Hotels can be found here.