Part 4: Hosting Your Event

Here are a few more things to keep in mind when planning a sustainable event:

Turn off any lights/equipment that are not in use.
Try using a venue that has multiple events going on so that a whole building (if very large) is not just being heated or cooled for your event.
If you require a vendor for lighting needs, ask if LED lights are available.
Turn off projectors in between and after presentations. This also helps prolonging the life of the bulbs.
Look for naturally lit rooms or spaces if event runs during daylight hours.

Highlight the steps the event site and/or other contractors have taken to become more sustainable.
Empower attendees to help you meet sustainability goals.
Include information about your organization’s sustainability goals and efforts in event programs and during opening and closing addresses. Be proud and share your efforts.

Be sure to use adequate signage to remind attendees to recycle and providing instructions how, as well as inform them of the different steps to take to make the event more eco‐friendly.
Coordinate with Facilities Services to ensure proper pickup of trash and recycling: Dale Morris, Solid Waste Coordinator, damorris@ufl.edu.
Provide ample receptacles for recyclables and compostable that are clearly labeled and sensibly located:
Name badges: ask attendees to reuse their name badges, bring their own from previous events, or turn them back in for your unit to use again at other events.

Gather all evaluations and publish results on the event or organization website, along with next steps to continue meeting sustainability goals.
When asking for participant feedback on the event, include sustainability in the questionnaire (preferably gathered electronically). Ask them if they noticed efforts for sustainability or engaged in opportunities you presented them with.

Consider off‐setting the carbon impact of your entire event. This can be done by purchasing carbon offsets for the emissions the event generated through food production, electricity and transportation. For more information, visit http://www.weareneutral.com
Confirm the venue is ADA compliant and have a hearing impairment specialist available.
Use the event as an opportunity for community service: collect food, toiletries or school supplies for local organizations at the event or host a service event related to your purpose.
Give attendees reusable bags, mugs or non‐BPA water bottles, or encourage them to bring their own to the event.
Consider promoting other sustainability events happening in the area during that time, and provide guests with information on things to do to appreciate the community’s natural spaces and culture.

Resources