High-Impact Strategies to Make Meetings More Sustainable

Sustainability isn’t “nice to have”—it’s integral to professional meeting planning. Meeting profs are uniquely positioned to lead organizations toward events that minimize environmental impact while elevating attendee experience and burnishing brands. The following seven pillars offer practical, actionable guidance for embedding sustainability throughout your meeting’s lifecycle.

Create Menus That Nourish People and the Planet

Food and beverage choices represent one of the most significant environmental impacts in meetings. It’s possible to reduce the footprint while maintaining culinary appeal.

• Prioritize plant-forward menus. Plant-based dishes dramatically lower emissions and resource use compared to animal proteins. Consider implementing “vegetable-first” buffets or offering meat as an optional add-on.
• Source locally and seasonally. Local ingredients reduce transportation emissions and support regional growers. Many hotels and convention centers now highlight hyper-local produce, rooftop gardens or relationships with nearby farms—take advantage of these offerings.
• Right-size meal planning. Over-ordering is a major contributor to food waste. Use historical attendance data, real-time registration tracking and smaller batch cooking to align quantities more precisely with demand.
• Reduce disposable serviceware. Choose venues that can provide glass, china and metal cutlery instead of disposables. If disposables are unavoidable, specify compostable or biodegradable products that align with the waste stream available in the hosting destination.
• Plan for donation and composting. Skilled planners coordinate with local nonprofits to donate safely handled leftovers and confirm whether composting is available onsite or via local partners. This ensures that surplus food feeds communities instead of going to landfills.

Design for Zero Waste (or Close to It)

Waste reduction is one of the most visible aspects of sustainable meetings and a powerful way to showcase your event’s commitment.

• Start with a waste audit. Understanding primary waste sources helps planners focus efforts where they matter. Venues often have audits available from previous events or can partner with planners to conduct one.
• Eliminate single-use plastics. Replace plastic water bottles with refillable hydration stations, encourage attendees to bring their own bottles and provide branded reusable options only when necessary and meaningful.
• Use smart signage. Digital displays eliminate the need for printed materials and allow for real-time updates. When printed signage is necessary, specify recyclable substrates or biodegradable alternatives such as cardboard, seed paper or FSC-certified board.
• Strategic waste stations. Clear, well-labeled bins located at natural gathering points (near buffets, general session exits and expo halls) significantly improve sorting accuracy. Volunteers, also known as “waste ambassadors,” can assist attendees with proper waste disposal.
• Work with your venue. Ensure the property has a robust waste management system, including recycling and composting. Ask for diversion rates—many sustainably minded venues can provide historical data or track new metrics during your event.

Read More: 5 Ways to Make Your Next Event More Sustainable—Starting With the RFP

Reuse Materials

Temporary structures and décor often generate more waste than most planners realize. Making reusable materials the default can have an outsized impact.

• Modular booth systems. Encourage exhibitors to use modular, rentable or refurbished booths rather than custom-built booths that often end up discarded after a single show. Many venues now offer sustainable rental lines designed to be reconfigured for different events.
• Durable signage frames. Invest in high-quality frames or sign holders that can be reused from event to event, swapping only the printed insert when needed.
• Decorate with longevity in mind. Choose linens, furniture and décor items designed for repeated use. Floral arrangements can be replaced with potted plants, succulents or living walls, which can be donated or reused after the event.
• Shared resources. Create a materials library within your organization—everything from badge holders to AV cables—reducing repurchases and unnecessary consumption.
• Supplier partnerships. Work with production companies that specialize in sustainability. Many now offer lifecycle tracking and certifications showing how many times their materials have been used before replacement.

Choose Venues That Reduce Impact and Increase Responsibility

Selecting the right site is one of the most powerful sustainability decisions planners make.

• Look for third-party certifications. LEED, BREEAM and Green Key are among the most credible sustainability markers for hotels and convention centers. Certified venues typically offer energy-efficient infrastructure, advanced waste systems and water-saving features.
• Assess transportation accessibility. Select destinations with major airports, robust public transportation and walkable neighborhoods. Consolidate your event footprint so attendees can move between sessions, hotels and offsites without relying heavily on rideshare or shuttles.
• Evaluate renewable energy options. Some venues and convention centers offer green power purchasing. Even partial renewable energy sourcing can significantly reduce emissions.
• Inquire about procurement policies. Venues with sustainable purchasing policies ensure that everything from cleaning products to napkins aligns with environmental standards, reducing burdens on planners.
• Track performance. Request sustainability reports or post-event impact summaries. Many venues can measure waste diversion, energy usage, water consumption and carbon emissions specific to your meeting.

Turn Participants Into Partners

Engaging attendees transforms sustainability from a behind-the-scenes operation into a shared mission.

• Pre-event communications. Provide attendees with sustainability tips before arrival—what to pack, how to reduce waste and how to navigate the venue responsibly.
• Gamify sustainable actions. Offer incentives for sustainable choices, such as participating in recycling challenges, using public transportation or attending educational sessions focused on sustainability.
• Offer meaningful swag. Replace traditional giveaways with digital rewards, charitable donations or ultra-useful items designed for long-term use. You can also avoid swag altogether.
• Encourage hybrid participation. When appropriate, offer virtual components to reduce travel emissions and shift some sessions to digital formats.

Read More: Planner Said: Supplier Said—Hope for A Better Partnership Solution

Minimize Travel, the Biggest Emissions Driver

Travel—especially air travel—is typically the most significant contributor to an event’s carbon footprint.

• Encourage low-carbon travel options. Provide discounts or incentives for rail travel, carpools or EV shuttle usage. Include transit maps and walking routes in event apps.
• Cluster hotels. Group room blocks within walking distance of the venue to minimize reliance on transportation.
• Offset responsibly. When carbon offsets are used, choose high-quality, verified programs (Gold Standard, Climate Action Reserve or Verified Carbon Standard). Communicate transparently that offsets are a supplement—not a substitute—for emissions reductions.
• Reduce freight emissions. Encourage exhibitors to consolidate shipments, choose ground over air shipping when possible and reuse crates and materials for multiple shows.

Make Sustainability Measurable

For planners, demonstrating impact is a hallmark of professional practice.

• Set measurable goals. Establish KPIs early—waste diversion targets, local sourcing percentages, energy reduction goals or donation totals.
• Collect data collaboratively. Partner with venues, vendors, caterers and AV teams to gather accurate metrics. Many providers can automate this data collection.
• Share results. Include sustainability outcomes in post-event reports, stakeholder briefings and attendee communications. Transparency fosters trust and encourages collective responsibility.
• Iterate annually. Sustainability is a long-term commitment. Use your insights to refine future events, streamline operations and continually elevate best practices.