At Coherent Solutions, we take our responsibility to the planet seriously. As advocates for sustainability, we recognize that every action we take, including organizing events and meetings, can have an impact on the environment. As stated by the Project Drawdown – every job is now a climate job. With this in mind, we are committed to integrating eco-friendly practices into every phase of our event planning process. From the initial design to the debriefing stage, here’s how we strive to make our events as sustainable as possible.
1. Design Phase: Purposeful Planning
In the design phase, we begin by questioning the necessity of in-person meetings. While we value the power of face-to-face meetings – it’s kind of what we do – we also acknowledge the environmental cost of unnecessary travel. By ensuring that each meeting serves a purpose and has a meaningful impact, we can minimize our carbon footprint.
If travel is unavoidable, we explore opportunities to maximize the benefits of in-person gatherings. This may include scheduling workshops alongside keynote presentations or engaging with local stakeholders to make the most of our time in the host city.
2. Develop Phase: Mindful Choices
During the development phase, we carefully select venues with sustainability in mind. We inquire about their environmental initiatives and utilize resources like this fantastic checklist by the Sustainable Events Forum to guide our decision-making process. Check it out, plus lots of other great resources here. Additionally, we consider offering hybrid event options to accommodate attendees who are unable to travel or prefer remote participation.
We also leverage technology to reduce the need for travel. By partnering with virtual speakers and utilizing remote collaboration tools, we can bring together diverse voices without increasing our carbon footprint.
Planning ahead is key, especially when it comes to peripheral materials and carbon offset programs. By considering these aspects early on, we can source sustainable materials and integrate offset initiatives seamlessly into our events.
3. Details Phase: Environmental Considerations
In the details phase, we prioritize sustainability in every aspect of event planning, from menu selections to waste reduction strategies. We opt for vegetarian or chicken-based menu options as opposed to beef to minimize our environmental impact and reduce protein emissions. Additionally, we carefully monitor food consumption and replenish supplies only as needed to minimize waste.
We also encourage attendees to utilize public transportation options and provide information on eco-friendly travel methods to reduce emissions associated with commuting to the venue.
4. Deliver Phase: Communicating Sustainability
During the delivery phase, we communicate our sustainability efforts to attendees through various channels. From housekeeping announcements to signage at the venue, we inform participants about our initiatives and encourage them to join us in minimizing their environmental impact.
By transparently sharing our commitment to sustainability, we foster a sense of community and empower attendees to make eco-conscious choices throughout the event. This will also make them more understanding and patient if there isn’t bottled water or if dessert takes a little longer to be served!
5. Debrief Phase: Continuous Improvement
After the event concludes, we conduct a thorough debriefing to identify areas for improvement and plan for future sustainability initiatives. Whether it’s reducing waste or implementing new eco-friendly practices, we remain committed to learning and evolving our approach to event planning. As a company, our next step is to integrate post-event reporting about our sustainability initiatives and impact so that we can better understand and keep improving our sustainability.
Our journey towards sustainability is ongoing, and we recognize that there is always more to learn and improve upon. By sharing our knowledge and experiences with clients and partners, we aim to inspire collective action and drive positive change in the events industry.
Sustainable event planning requires a holistic approach that encompasses every stage of the planning process. To better understand our five-phase event planning process, check out our blog post: How to Plan Epic Conferences, Meetings and Events: Perfect Your Process.
By integrating eco-friendly practices into our events, we can minimize our environmental impact and create meaningful experiences that benefit both attendees and the planet. Join us in our commitment to sustainability, and together, we can make a difference, one event at a time.