Designing with sustainability in mind
Sustainability near the top of your checklist when designing an event? You’re not alone.
The latest International Planner Sentiment Report from global think tank, The Business of Events, shows UK event planners have consistently ranked sustainability 7 out of 10 for importance for at least the last two years. And so it should be, with 59% of attendees now expecting eco-friendly practices at events and 62% actively considering a venue’s environmental policies before choosing whether to attend.
As sustainable events consultancy event: decision highlights, the message is clear: designing events which tread lighter on the planet has shifted from a secondary concern to a primary focus.
But, where do you start? Well, before you drill down into the particulars, begin with the bigger picture – the venue itself. Does it have a sustainability policy? Has it won any awards or accreditations which demonstrate it walks-the-walk, and doesn’t just talk-the-talk, when it comes to green credentials? Is it transparent in sharing its sustainability successes and challenges? Does it have a roadmap in place for how it will realistically meet its green goals?
Remember, a venue that’s serious about sustainability won’t hide - it’ll be proud to show you how it’s making real progress.
Once you’ve narrowed down your venue, it’s time to dig into the details. To make this easier, we’ve pulled together some key areas to explore - with practical questions you can ask, plus examples from our own operations at IET London: Savoy Place to show what this could look like in practice.
Producing sustainably
Audio-visual technology (AV) is often the centrepiece of any event – whether it’s bringing the wow factor or simply ensuring the basics are in place so speakers can be heard, and presentations can be seen. Tech is, undeniably, a powerful tool in an event planner’s armoury but, by its very nature, it also uses a lot of power.
Ask…
- How does the venue mitigate the power needs of its tech?
- What is its approach to single-use materials?
- Are the venue’s AV systems energy-efficient?
- How is equipment reused, repurposed or recycled?
- Are hybrid/virtual event options offered to reduce travel impact?
For example…
At Savoy Place, we use re-chargeable batteries only, with each one saving approximately 1,000 single-use batteries from ending up in landfill and significantly contributing to environmental pollution.
We offer digital branding displays (all automated to power down when not in use) to increase energy-efficiency and decrease consumption of single-use materials.
When physical branding is needed, however, we use an eco-friendly company that, amongst much else, recycles its printed materials and remakes old branding into traffic cones.
Building sustainably
Let’s start with the building. If you’re looking to make your event as sustainable as possible, you want to hold it somewhere where sustainability is put at the heart of operations every single day – not somewhere where a ‘green package’ is cobbled together to entice you in, but forgotten about afterwards.
Ask…
- How does the venue manage its energy consumption needs?
- How does the venue’s design help to minimise impact?
- How does it actively conserve resources?
- How is the building’s sustainability performance measured and reported?
- How does it engage staff and visitors in sustainable behaviour?
For example…
At Savoy Place, all our energy comes from renewable sources and, to monitor consumption, we receive daily energy reports from two of the UK’s leading advisors – Stark and Inspired.
We’ve invested in energy-efficient heating/cooling systems in all our events spaces (reducing our use by 51% since 2019), a rainwater harvesting system (saving over 6,500 litres of water in 2024), an induction hob and electric grill plate in our main kitchen, and our smart lifts switch to sleep mode when not in use.
Sustainability-focused objectives are included within our team’s yearly performance reviews, and seven of our managers and nine of our staff have even gone on to complete dedicated Environmental, Social and Governance (ESG) training.
Working sustainably
Speaking of partners, this brings us on to the businesses and suppliers a venue chooses to work with. After all, the company a venue keeps says a lot about its values, and this is a great way for you to see whether it actually lives by the green commitments it advocates, or just says them because they look good on paper.
Ask…
- Do the venue’s partners share its dedication to reducing environmental impact?
- Do their day-to-day operations reflect this?
- Does the venue require partners to meet specific sustainability standards or accreditations?
- How transparent is the supply chain?
- Are contracts with partners designed to encourage continuous improvement in green practices?
For example…
At Savoy Place, we only partner with organisations that share our standards – such as carbon neutral cleaning company, Clover Eco, which offers our clients the chance to measure the environmental impact of their event.
Even our drinks suppliers give back – Lemonaid donates 5p for every bottle sold to the Lemonaid and ChariTea Foundation (raising over £7million to-date), while Notes Coffee plants one tree for every 20kg of coffee bought (planting 71 trees so far as a result of IET purchases).
Our beer is also sourced from B-Corp-certified, Small Beer Brew Co.
Producing sustainably
Audio-visual technology (AV) is often the centrepiece of any event – whether it’s bringing the wow factor or simply ensuring the basics are in place so speakers can be heard, and presentations can be seen. Tech is, undeniably, a powerful tool in an event planner’s armoury but, by its very nature, it also uses a lot of power.
Ask…
- How does the venue mitigate the power needs of its tech?
- What is its approach to single-use materials?
- Are the venue’s AV systems energy-efficient?
- How is equipment reused, repurposed or recycled?
Are hybrid/virtual event options offered to reduce travel impact?
For example…
At Savoy Place, we use re-chargeable batteries only, with each one saving approximately 1,000 single-use batteries from ending up in landfill and significantly contributing to environmental pollution.
We offer digital branding displays (all automated to power down when not in use) to increase energy-efficiency and decrease consumption of single-use materials.
When physical branding is needed, however, we use an eco-friendly company that, amongst much else, recycles its printed materials and remakes old branding into traffic cones.
Eating sustainably
Catering is one of the most visible – and impactful - ways a venue can demonstrate its green credentials – and it’s something attendees really notice.
Ask…
Does the venue offer plant-based options?
What percentage of menu items are vegetarian/vegan by default?
Is its produce sourced locally?
How is waste minimised across the catering process?
How does the catering team minimise single-use packaging?
For example…
With our catering partner, Searcys, we’ve introduced sustainable menus which label every dish with a carbon rating from A – E. Our Chef’s Choice Menu is designed to minimise waste, while our Food Equilibrium Menu reduces meat protein.
Behind the scenes, and all underpinned by the UN Sustainable Development Goals, Searcys champions seasonal and local produce, MSC-approved seafood, Red Tractor-approved meat, creative use of leftovers (like turning coffee grounds into compost), and packaging for boxed sandwiches which is plastic-free (much like our teabags, which are also plastic-free).
Acting sustainably
Now, a by-product of gathering so many people in one place is, of course, waste. But what matters is how a venue responds – and an environmentally-responsible venue will do all it can to minimise and manage this.
Ask…
What initiatives does the venue have in place to reduce waste?
How does it manage the waste it does accumulate?
How does the venue prevent waste before it happens?
How does it utilise recycling and upcycling?
How are attendees encouraged to participate in recycling and reuse during events?
For example…
At Savoy Place, no waste is sent to landfill – we either turn it into energy through anaerobic digestion, or we recycle it (turning kitchen oil into biofuel, for example).
Even our toilet tissue is made from FSC-certified recycled paper. Our catering team tracks food waste carefully to adjust menus, weighing waste for added accuracy across four key areas – production, spoilage, plate and coffee waste. Our water stations also offer glass cups and Kilner jars (saving over 20,000 cups in 2024).
Final thoughts
The best venues don’t just claim to be sustainable - they prove it. Many of the things we’ve talked about will likely involve a conversation (or multiple) with a venue, and it is absolutely okay to ask about these things.
Asking the right questions is how you separate genuine action from greenwashing and, remember, an environmentally-responsible venue will welcome your curiosity, and be proud to share its progress with you, because it shows you’re as serious about sustainable events as they are.
