What is a Sustainable Event? Definition, Benefits & Key Elements

The events industry has a significant environmental footprint. From transport emissions to disposable materials, traditional events can generate substantial waste and carbon emissions. But what exactly makes an event "sustainable"?

As the demand for environmentally responsible gatherings grows, understanding the fundamentals of sustainable events has never been more important.

At Ruma Events, we believe that events can be both memorable and environmentally responsible. This guide provides a clear definition of sustainable events, outlines their key benefits, and explains the essential elements required to create truly eco-conscious gatherings.

What is a Sustainable Event?

A sustainable event is one that is designed, organised, and implemented in a way that minimises negative environmental impacts and leaves a positive legacy for the host community.

According to the British Standards Institution (BS 8901), sustainable events should balance environmental, economic, and social responsibility[1].

In practice, a sustainable event:

Minimises resource consumption, waste generation, and carbon emissions
Considers the entire lifecycle impact of all event elements
Prioritises local sourcing and community benefits
Maintains financial viability while investing in sustainable practices
Creates positive experiences for all stakeholders

Sustainability in events isn't binary—it exists on a spectrum from basic practices like recycling to comprehensive approaches that address every aspect of event planning and execution.

Our sustainable event consulting services can help you determine where your event falls on this spectrum and how to advance your sustainability journey.

Benefits of Sustainable Events

Implementing sustainable practices offers numerous benefits beyond environmental protection:

Environmental Benefits

Reduced carbon footprint and greenhouse gas emissions
Lower resource consumption (energy, water, materials)
Decreased waste sent to landfill
Protection of local ecosystems and biodiversity
Promotion of circular economy principles

Business Benefits

Cost savings through reduced resource consumption and waste
Enhanced brand reputation and competitive differentiation
Alignment with corporate social responsibility goals
Increased appeal to environmentally conscious attendees and sponsors
Future-proofing against stricter environmental regulations

According to a recent study, 76% of UK consumers are more likely to attend events with strong sustainability credentials[2], making sustainability not just an ethical choice but a sound business decision for event planners.

Social Benefits

Educational opportunities about environmental issues
Support for local businesses and communities
Greater inclusivity and accessibility
Healthier environment for attendees and staff
Positive legacy for host locations

Key Elements of a Sustainable Event

Creating a sustainable event requires attention to several core elements:

1. Sustainable Venue Selection

The venue sets the foundation for your event's sustainability. Key considerations include:

Energy efficiency and renewable energy sources
Waste management systems and recycling capabilities
Water conservation measures
Accessibility by public transportation
Sustainable food and beverage options

Learn more about choosing eco-friendly locations in our guide to sustainable venue selection.

2. Waste Reduction and Management

Effective waste strategies follow this hierarchy:

Refuse: Eliminate unnecessary items
Reduce: Minimise materials and resources
Reuse: Choose reusable over disposable options
Recycle: Ensure proper sorting and recycling
Compost: Process organic waste appropriately

UK event data shows that comprehensive waste management can divert up to 90% of event waste from landfill [3].

3. Sustainable Transportation

Transportation typically represents the largest portion of an event's carbon footprint:

Select venues accessible by public transportation
Provide detailed sustainable travel information to attendees
Offer incentives for car-sharing or public transport use
Consider virtual or hybrid elements to reduce travel
Calculate and offset unavoidable travel emissions

4. Responsible Sourcing

What you purchase and from whom matters significantly:

Prioritise local suppliers to reduce transportation emissions
Choose environmentally and socially responsible vendors
Select organic, seasonal, and fair-trade products
Opt for reusable, recyclable, or compostable materials
Reduce packaging and single-use items

5. Sustainable Catering

Food choices can dramatically affect your event's sustainability:

Offer plant-forward menu options
Source ingredients locally and seasonally
Implement portion control to reduce food waste
Arrange food donation programs for excess
Use reusable or compostable serviceware

How to Start Planning a Sustainable Event

Begin your sustainability journey with these steps:

Set clear sustainability objectives: Define what sustainability means for your specific event
Conduct a baseline assessment: Understand your current impacts to measure improvement
Engage stakeholders early: Involve vendors, venues, and attendees in your sustainability efforts
Create a sustainability action plan: Develop specific strategies for each event element
Measure and report results: Track key metrics to demonstrate success and identify areas for improvement

Our event planning services include sustainability considerations at every stage, ensuring your event achieves both your business and environmental objectives.

Conclusion

A sustainable event balances environmental responsibility with social benefits and economic viability. By focusing on key elements like:

venue selection,
waste management,
transportation,
sourcing,
and catering

You can significantly reduce your event's environmental footprint while creating exceptional experiences for attendees.

Remember that sustainability is a journey, not a destination. Even small steps toward more sustainable practices can make a meaningful difference.

Whether you're planning a corporate event, social gathering, or conference, incorporating sustainability principles will enhance your event's impact and legacy.

Ready to make your next event more sustainable?

Contact our team for expert guidance on creating environmentally responsible events that don't compromise on quality or experience.

Abigail Solieri, Author and Owner at Ruma Events

References:

[1] British Standards Institution. (2023). "BS 8901: Specification for a Sustainability Management System for Events."

[2] EventMB. (2024). "UK Consumer Attitudes Toward Sustainable Events Survey."

[3] WRAP. (2023). "Waste Reduction at UK Events: Best Practices Guide."

Article publish date: 11/03/2025

Article review date: 11/09/2025