Sustainable events: In a time of tight budgets, intense competition, high no-show rates, and ever-increasing visitor expectations, it might sound almost like a utopia. But it’s possible—without taking too much time or money. In fact, adopting a more sustainable approach to events can save both time and money!
A single Google search will flood you with so much information that it may feel overwhelming. There’s so much potential for increased sustainability in our industry! Fortunately, every step toward sustainability counts, even small ones—even if it’s just one… take it.
Sustainability isn’t just about choosing organic catering; it touches all aspects of your event. You name it, and there’s a way to make it more sustainable. And the best part? It doesn’t always have to strain the budget.
At Amplify EventMarketing, we take every possible step toward sustainability. As a partner of MVO Nederland, we use this charter as a guiding principle in our daily operations. Here are some simple steps we’ve implemented toward a more sustainable business model:
- Banking with a sustainable bank: We’ve chosen ASN Bank to make a small yet impactful difference.
- Supporting local and national charities: We regularly support various causes, large and small, both locally and nationally. Through contributions to projects with the 1% Club, we’re directly contributing to a better world
- No printing policy: While printing is sometimes unavoidable, we are highly conscious about it. Thanks to our automation and ICT setup, printing is rarely necessary. All our documents are stored in the cloud, accessible anytime, and always updated in real-time.
Of course, it’s not feasible to change everything about making events more sustainable, so here are my top five recommendations. Think of it as a step-by-step plan, where each step is a move in the right direction!
- No show
This is a thorn in the side of every event organizer. How can you reduce it? Start with clear communication. Be upfront about registration and cancellation deadlines, send reminders, and consider implementing a “waste fee” for late cancellations. There’s also plenty of room to improve in your pre-event communication: strategically plan your marketing to engage guests early on, making them more committed and less likely to drop out.
Understand Guest Preferences. Get to know your guests’ preferences beforehand so you can create a program they simply won’t want to miss! Result: higher attendance. Don’t hesitate to implement a no-show fee; attendees are usually understanding, especially if the fee is donated to a good cause.
- Catering
Challenge your caterer to work with local and organic products—you’ll likely find that it boosts creativity! This approach is responsible, unique, and surprises your guests with non-standard food and beverage options. Consider using biodegradable disposables; most caterers are open to this, and it can save on staffing costs. Also, don’t cater for the exact number of guests—factor in possible no-shows. If you do end up with leftovers, plan in advance to donate them. Many local shelters would be more than happy to accept extra food. Bottom line: reducing waste helps lower costs.
- Printed Materials
Banners, bags, brochures, flyers… we print a lot. By not reusing printed event dates or using materials that no longer correspond with a changing location, we incur unnecessary costs for storage and maintenance.
Consider whether all your printed materials are truly necessary and how they can be reused more effectively. In 2017, there are countless alternatives to traditional printing. For example, consider using an app where the program can be accessed or employing digital signage. This way, you can link locations and provide information about speakers and topics. Nowadays, most people find digital formats much more convenient than all that paperwork, which also saves on printing costs. If developing an app is too expensive, simply send a PDF with all the information via email a day before the event. Everyone can easily access it on their smartphones, keeping everything organized and handy.
Oh, how much we print! Take a good look at the FSC certification on paper and consider the actual quantities you really need. Again, don’t print flyers for all guests; print for a little less, as not everyone takes paper flyers or guides anymore.
- Goodie bag
Who doesn’t know them—the disposable goodies and countless brochures in the goodie bag? Many guests don’t even take the goodie bag with them. They scan the contents and only pick out the nice or useful items. Yet when you add up all the costs, it amounts to a significant sum. If you still want to give your guests something, we often recommend the Dopper. It’s a type of water bottle that we prefer to hand out at the beginning of the event, so it can be used throughout the day. This way, you immediately make a sustainable statement. At the very least, skip the (plastic) bag to avoid unnecessary waste.
This is what happens when you call or email us. Here are the six steps to a successful Amplify Event:
- We meet for coffee and listen to your wishes and objectives.
- We create a plan and present it, tailored to your (business) strategy.
- We adjust the plan together based on your feedback and comments.
- Amplify creates and organizes your dream event.
- The event runs smoothly, and everyone has an exceptional experience.
- Objectives achieved! We make the results visible.
