Eco-responsible event planning

More sustainable events for the good of the community

The environmental challenges we face are clear, and that goes for events, too. We must aim for zero waste, commit to reducing carbon emissions, and strive to make a positive social impact. This not only means reducing our ecological footprint, but also contributing to social inclusion and diversity initiatives to add value at our events. Together, we must commit to building a future where sustainable events are the norm rather than the exception.

At Bob, we systematically include eco-friendly strategies and solutions in our event production processes as we guide our clients through this ecological transition. Whether it’s reusing decorative elements, planning to send food leftovers to associations to avoid wasting, or any other sustainable action, the ecological transition requires specific management and has certain associated costs. We work with our clients to establish mechanisms to reduce the negative impacts of these challenges and turn them into essential investments in our future.

We’re also convinced that we must no longer consider eco-responsible events as a unique initiative, but as the first step of a long-term strategy. By adopting a global vision and planning our actions from the outset, we can work together to gradually reduce our environmental impact in the years to come. Simply using less paper or carbon offsetting is not enough—we must now design events that are truly sustainable.

5 key steps for planning events in line with the ecological transition

1. Analyze the situation
First, we recommend that our clients prepare an annual event calendar to provide an overview. By making careful decisions regarding the location, menu and methods of communication, you can considerably reduce the event’s ecological footprint, regardless of its size. Applying these decisions across the calendar can also reduce logistical and financial impacts.

2. Define the priorities and commit
Formalizing your commitment by establishing your environmental goals will allow you to specify your actions as well as implement them. For example, you can commit to avoiding material and food waste, supporting local businesses, and striving to make your event zero waste. You can then prioritize the actions to take by developing a plan with concrete measures.

3. Set your goals and establish an action plan
The key is to set realistic yet ambitious goals for each year to come. In the first year, for instance, make it your primary goal to reduce waste, then work to eliminate single-use plastics in subsequent years until you reach zero waste. Nothing motivates a team like positive results after a first try and an exciting challenge for the future. Once your goals and commitments are clearly defined, develop a detailed action plan to achieve them over time. This commitment and plan will become tools that allow you to assess your efforts after the event, then ensure continual improvement.

4. Measure your progress
After each event, it’s important to measure your progress against your objectives. Use practical tools like assessment charts to quantify the rate of waste reduction, for example. Identifying what works well and the areas that need improvement for upcoming editions will allow you to specify the actions to accomplish and the enhancements you can make in the future.

5. Review the financial report
It’s important to review the expenses incurred by these efforts to evaluate your investment in eco-responsible initiatives and how they contribute to making a positive social impact. Calculating the value of the waste allows you to identify key opportunities to reduce it going forward. Reflecting on success and aspects to improve at future events helps to identify the economic potential of your actions and set aside funds that could be used elsewhere.

Simply ask yourself the right questions:

• What was successful?
• What could be improved?
• What’s important to note for next time?
• What are our goals for the next edition?
• How do we avoid negative impacts?
• And how do we amplify positive effects?

It’s also a good idea to keep track of your actions and make relevant information available to future managers and anyone who could benefit from it. By following these key steps, you can create and host eco-responsible events in an efficient and sustainable manner. Continuous evaluation and improvement will help you progress towards environmental and social sustainability.

Together, let’s make a positive impact on the future!

If you too would like to make your events more eco-friendly, feel free to get in touch!