As an event organiser, do you want to put your event on a sustainable footing? Good idea, because sustainability is becoming increasingly important. More and more people are consciously choosing a climate-conscious event location. But how do you choose one? What are its advantages? And what is the best way to organise a green event?
Fleur van den Berg, account manager conferences at Jaarbeurs, shares the tips for putting on a green event. With 7 years of experience as account and event manager of various event venues, including 5 years at Jaarbeurs and 3 years in the Jaarbeurs 'Green Team', Fleur is the perfect person to advise you on how to organise a sustainable event.
"Whether you are organising a conference, awards show or trade fair: at Jaarbeurs, we believe that sustainability should always be on the agenda. We are therefore happy to help you make that happen. With our ambition to become the most sustainable event location in Europe, we make sure you can organise the most sustainable event possible with us. From recycling materials, advising on sustainable catering with local products, to digital branding and social impact. It all contributes to a positive image and is also good for your wallet and awareness among your participants."
"Besides organising sustainable events, the Jaarbeurs Green Team looks at 'sustainability' in the broadest sense of the word and tries to apply this across all facets of our business. I am therefore happy to share our expertise with you, by telling you exactly how to approach such a sustainable event."
A good start is half the battle. By choosing an event venue that values sustainability, and also shares their knowledge and expertise on the subject, you put yourself ahead of the game straight away. "A sustainable venue is characterised by, for example, energy efficiency, the presence of solar panels and strict waste separation, but also by being able to advise and suggest new green initiatives that can take your event further," says Fleur.
Also see how easy the event venue is to reach by public transport. "Because of our central location right next to Utrecht Central Station, we can advise as many organisations as possible to come to our venue by public transport." And should visitors still go by car? Then Jaarbeurs has always come up with a sustainable alternative. "Then we use a virtually paperless system for parking tickets using our new parking scanners. That way we still minimise the impact on the environment".
"It is good to see that the question 'What are you doing about sustainability?' is coming back more and more from clients." - Fleur van den Berg, congress account manager at Jaarbeurs
And not only is that nice, it is also good to see that venues are increasingly able to give a good response in return. "Also at Jaarbeurs, we can demonstrate, among other things, with nice cases and collaborations, what we are doing in terms of action. Then, as a location, you radiate that you are working on it, why you are doing it and what impact it has."
Which recent case of Jaarbeurs stands out according to Fleur? That is the meeting of MVO Nederland that took place this year. "An event where the goal was to achieve 0% waste. No food waste, no unnecessary paper consumption, visitors travelling by public transport and so on. By joining hands and sharing expertise on sustainability, we achieved the goal. A good feeling and a great case to always refer back to when it comes to our sustainable approach."
And when it comes to collaborations, there are plenty of special examples to name as well. "We have a partnership with Trees for All. We plant a tree for every booking and offer clients the opportunity to contribute by planting extra trees. And what's even nicer: you can also symbolically gift speakers at your event a tree. We offer certificates for this so that a speaker can be handed these and see that a tree is being planted in his/her name."
"In addition, the presence of a Green Key Award is a good indicator of a green venue," Fleur adds. This certificate is awarded to places that are committed to sustainability and environmental protection.
"Also don't forget to check an organisation's online communication if you are in the orientation phase. A venue that is truly sustainable and can demonstrate how they consciously do their bit will have this clearly stated on its website. Preferably with a whole separate web page dedicated to the topic of sustainability".
In addition to these characteristics, it is also important that management and staff are knowledgeable about the importance of sustainability. An organisation should embrace sustainability and be open to innovative, green initiatives.
For Fleur, Jaarbeurs 's Green Team is a great example of creating internal support. And that is not only important for a venue. "It is also important for the organising party that sustainability really plays a role within the organisation. This way, you convey to clients, employees and other stakeholders that this subject really concerns you." And that is a win-win situation, because with this intrinsic motivation among your stakeholders, everyone is behind the choices you make, you avoid greenwashing and together you put on a truly green event.
"Take the use of disposables. This can greatly affect the environmental impact of an event," says Fleur. Reducing disposable plastic is therefore of great importance. In January 2024, new regulations will require paper cups to be replaced. When choosing these new cups, it is important to look at sustainable and recyclable materials. "For example, at Jaarbeurs we have now deployed reusable mugs so that visitors do not throw away cups, but we can use them again at the next event. A change we first implemented internally to get our employees used to this eco-friendly switch."
Replacing disposables calls on your creativity and adaptability. Make that step feel less big? Start using reusable coffee cups internally.
Catering plays a huge role in an event's carbon footprint, but how do you think beyond the vega(n) bitterball and surprise? "Our executive chef has a lot of experience in preparing surprising, sustainable dishes. We also have a partnership with Greendish, with whom we have put together a sustainable, inspiring foodbook to take you, the client, through the possibilities."
But it is not only what is presented on the plate later on that is important. "Try to take a broader approach to sustainability in catering and also look at local ingredients, good suppliers who consider sustainability equally important and want to avoid food waste," says Fleur.
"We try to guide guests as much as possible in passing on the right visitor numbers, to avoid the amount of waste. In this, we also like to look together with you as an organiser at the target group of your event and which culinary interpretation best suits it."
Will there be many men at the event who indicate they are real meat eaters? Then a vega(n) bitterball is not appropriate, but a more sustainable option can be looked at. "Áf we serve meat, we look for the best supplier with the most local products. That way you minimise the impact on the environment and your guests are happy".
Another tip Fleur would like to give you as an organiser: ask the event venue about what they are concretely doing against food waste. "At Jaarbeurs, for example, we work with Winnow. They provide us with smart waste bins that give us as a venue more control over food waste. So we know exactly what quantities we can serve out of something at the next edition of your meeting."
"The example of Winnow is a great opportunity to point out how important minimising waste and food waste is. Recycling and creating awareness among visitors has a big, positive impact on your meeting."
Waste separation systems at an event venue contribute to better waste disposal, but these should also be looked at critically. "Ask yourself whether it is clear how the recycling system works and whether your guests can easily comply with it."
At Jaarbeurs, we use bins with clear symbols that make it easy to separate waste correctly. Go for emojis, for example. This also immediately makes disposing of waste a lot more fun for visitors.
One particular approach to waste reduction is reusing exhibition materials and waste to make new furniture. "This benefits the sustainability of both your event and the event venue, and there are more and more organisations on the market that are doing something with this."
You might not immediately think of it, but inclusivity and diversity are also part of sustainability. "When you pay attention to this when organising your event, it shows that you are socially engaged and see, hear and involve every individual. In addition, you invest in retaining satisfied employees in the long term."
Inclusiveness is also an important aspect when selecting a venue. Can everyone feel welcome and, for example, is the staff serving diverse and inclusive? "Personally, we like to collaborate with Academy Spelderholt: a place where young people with disabilities learn, live and work. We then invite some students with disabilities to join our catering team that day."
Finally, spread the word! A sustainable ambition becomes even more sustainable if you inspire others with it. Make sure everyone involved is aware of the sustainable goals and how you want to achieve them. Make sustainability a prominent theme at the event by, for example, setting up a 'sustainability route' along the most sustainable exhibitors. Or award a prize for the most sustainable products in your industry. Or hire a speaker who can inspire your visitors.
You can also take many sustainable steps in practical communication: for example, encourage your staff and visitors to use public transport. Post explanations at the catering and tell on the app which sustainable choices you made while organising the event.
Looking for a venue that values sustainability as much as your organisation? At Jaarbeurs, we strive for green events that make the world a little bit better.
With our accumulated experience in organising sustainable events, we would love to show you what success can be achieved. Contact us or drop by and be inspired by our sustainable possibilities.
At Jaarbeurs we find it important that you deliver an unforgettable and successful event. We therefore provide you with your own account manager who will provide you with personal service. We also provide special rooms, the best technical equipment and delicious catering.Contact us today and let us make your next event a success.
