Best Practices for

Sustainable Events & Meetings

Lee Hayes ByronSarasota County UF/IFAS Extension & Sustainability

lhbyron@scgov.net

Introduction

• What is Sarasota County UF/IFAS Extension &

Sustainability?

• Where are you on the sustainable event spectrum?

• Expert

• Trying our best

• Thinking about it, but haven’t implemented much yet

• Not on our radar

Sustainable Events

Sustainable or green events have a lower

impact on the environment and support

the local economy and community.

Zero-waste events focus specifically on

waste, striving to produce zero waste that

is sent to the landfill from the event.

Sustainable Events

• Events, meetings and workshops can have a significant

environmental impact

• As educators with many events and meetings, we should

lead by example and make sure events have minimal

impact on the environment

• Using a guide, checklist, educating others and planning can

help reduce your impact• Sarasota County Sustainable Event Guide coming

soon

Sustainable Event Guide

• Introduction to Sustainable Events

• Top 10 Best Practices

• Planning

• Communication

• Registration and Marketing

• Venue

• Transportation

• Resource Procurement • What Type of Materials to Buy?

• Consider the Life Cycle of Your Event Products

• Sustainable Event Décor• 5 Tips for Sustainable Weddings

• Signage

Sustainable Event Guide

• Recycling and Compost• Case Study: 2019 Seagrass Survey

• Energy and Greenhouse Gas Reduction

• Food & Beverages

• Stakeholders

• Social Sustainability (Health, Equity and Inclusion)

• Appendices• A: List of Green Venues

• B: Sarasota County Green Business Partnership

• C: Composting Resources

• D: Example Sustainable Products

• E: Sample Language for Event Contracts and Promotion

• 10 Case Studies

• Sustainable Event Resources for SC Gov employees

• Start small/ lead by example:

• Staff meeting training on in-office best practices

• Dry erase name tag stands

• Use supplies in the kitchen

• Checkout reusable dishware

• 2 sets of 24 place settings – cups, coffee mugs,

bowls, small plates, large plates, flatware and napkins

• If you have an outside event and can’t use real dishware,

then use the compostable ware (supply available)

• Policy for outside groups using the conference room

• No Styrofoam

• No single use plastic

• Adding language to room agreement

Case Study: Green Office Practices & Education

Case Study: Sustainable Communities Workshop

• 14th Annual Nov. 14, 2019

• Record attendance – 233

• Girl Scouts Conference Center

is USGBC LEED certified and

has a preserved wetland on the

property

Venue

• Green building (LEED, Living Building

Challenge, FGBC, etc.)

• Host at a park – promotes physical

activity, engagement with nature,

access, natural lighting and air quality

• Choose a venue with EV charging

• Near public transportation and

accessible by walking and biking

• On-site composting

• Hold meetings and classes digitally

(record and share)

Sustainable Transportation

• Encourage sustainable ways to

get there:

✓ Walk

✓ Bike

✓ Public transportation, provide

bus routes

✓ Carpool

✓ Electric Vehicles & list of

nearby charging stations

• Provide incentives

Energy & Water

• Use energy efficient lighting,

appliances and equipment

• Turn off the lights when not in use

• Electronics: Shut down or put into

power save mode when not in use

• Venue with low impact landscaping &

low flow plumbing fixtures

• Carbon offsets

• Request donations from Carbon

Credit company or utility

• SCW: 5 metric tons of CO2e→

carbon neutral

Food

• Get quotes from committed vendors: Green

Business Partners

• Plan what will be done with leftovers before

the event (donate/compost)

• Include food preferences in registration

process (vegetarian, vegan, etc.)

• Serve in bulk

• Third party certifications: Fair Trade coffee,

tea, organic produce, etc.

Food

Catering Proposal Language

✓ Eco-friendly biodegradable dishware

✓ No: plastic, Styrofoam, individual plastic packaging,

bottled or canned beverages.

✓ All items to be prepared, not prepackaged, with local,

organic, and Fair-Trade products as much as possible.

✓ Prepared with a minimum of 10% locally grown or

produced items (Local = within 100 miles).

✓ Make note on your proposal items that meet these

attributes

✓ A vegetarian and vegan selection must be included in the

menu.

Waste Reduction

• Limit paper ✓Registration, presentations and speaker

biographies available on website.

✓Agendas: Large print outs, one per table,

electronic access only

✓The few materials printed are on 100% post-

consumer; tree free, acid free, processed

chlorine free, EcoLogo and FSC certified paper.

✓Don’t put dates on items to use every year

✓Invest in reusable banners vs reprinting each

year

✓Evaluations by email

Waste Reduction

• Buy/rent/borrow reusable event items (chairs,

tables, dishware, cutlery, cups, water coolers

etc.)

• No single use plastic

• Water bottles, cutlery, stirring sticks, straws,

nametags

• Suggest bringing items from home

(incentives)

• During registration, allow attendees to opt out

of food, giveaways, brochures, or other

materials you are distributing

Waste Reduction

If reusable items aren’t possible…

Waste Reduction: Recycling & Composting

• Recycling is local: Understand

what can/ can’t be included

• Clear signage with pictures

• All bin types at each location

• Compost food if possible

• Volunteers may be needed for

proper sorting

Other Purchases

• Purchase products that are 3rd party certified:

Energy Star, WaterSense, Forest Stewardship

Council, Fair Trade USA, etc.

• Opt for natural fiber clothing if giving/ selling t-

shirts

• Sustainable giveaways and incentives (reusable,

purposeful, sustainable materials)

Equity, Inclusion & Health

• ADA:

• Venue is physically accessible

• During registration, allow attendees to request

special accommodations

• Try to identify activities and roles at your event

for people of all abilities

• Diversify audience:

• Reduce participation barriers: ticket price,

location, time, food, childcare, length

• Centrally located venue or multiple locations

• Consider new ways to recruit participants and

volunteers

• Health: Opportunity for physical activity

• Consider service component of event or donation

toward a nonprofit

• Culturally appropriate food and decorations

Recognition & Certification

• Promote your sustainability

efforts in marketing & reports

• Your local university, city, or

government may have its

own sustainable event

certification

• UF’s Sustainable Event

Certification Guide

• MIT, Berkley, etc.

Recognition & Certification

Marine & Sailing Programs

• Blue Flag: voluntary eco-label for

beaches, marinas, and vessels

(global)

• FL Clean Marina program

• Sailors for the Sea Green Boating

Guide

References

USDN Events Best

Practice Guidebook

Make Food

Dirt Again

Iowa Green

Meetings & EventsSustainability and Materials

Management Green Events Guide

Yellowknife

Sustainable Event

Checklist

EPA Environmentally

Aware Meetings &

Events

San Antonio Green

Events Planning Guide

Sustainability PracticesTop 10

1. Go paperless or use recycled/compostable

materials

2. Choose a green and accessible venue

3. No plastic or Styrofoam, avoid single use items

4. Provide sustainable transportation options

5. Provide recycling and compost with signage

6. Use reusable items like dishware and nametags

7. Plan for food waste and provide local, organic

food with vegetarian and vegan options

8. Have attendees bring their own water bottles

and other materials

9. Use local green businesses and products

10. Reduce energy and water use

Questions?

Thank you!

Lee Hayes ByronSarasota County UF/IFAS Extension and Sustainability

lhbyron@scgov.net