Planning Events with Sustainability in Mind
Sustainability isn’t just a buzzword. For many organisations, it’s an expectation from leadership, attendees, and increasingly, from clients and stakeholders too. But knowing where to start with sustainable venue sourcing and event planning can be tricky.
Here’s a practical guide to what you should consider if you want to make your event more sustainable, without compromising on quality.
Why Sustainable Venues Matter More Than Ever
Sustainability is no longer just a CSR talking point! It’s a commercial expectation. From carbon reporting to brand reputation, the venues you choose say as much about your values as your event content does.
Start with your non-negotiables
What does sustainability mean for your brand? Do you want to minimise waste, reduce travel impact, support social value, or hit certain emissions targets? Or all of the above?
Not every venue will tick every box, but identifying your priorities helps shape the shortlist. For example, a modern hotel with solar panels and rainwater harvesting might meet your environmental goals. A community-owned venue might support your social impact values. Knowing what matters most keeps you focused.
Ask the right questions upfront
When sourcing a venue, here are a few things to check:
Do they have an environmental or sustainability policy?
How do they handle waste and recycling?
Is catering seasonal, local, or plant-based?
Do they use sustainable suppliers? –
Is there accessible public transport or group transfer options?
Do they support social or community initiatives?
Even if the venue isn’t officially “green,” they may be taking action in ways that matter.
Many venues are working toward independent accreditations such as Greengage ECOsmart, Green Tourism or for new builds BREEAM. These certifications provide an extra layer of transparency.
Think about travel and location
Venue location is one of the biggest contributors to event emissions. Choosing a well-connected venue that’s close to public transport or walkable from a train station can make a real difference. If you’re inviting delegates from multiple regions, a central meeting point can help reduce total miles travelled.
Group travel options or hybrid formats are also worth considering, particularly for larger teams or national audiences.
Sustainable design isn’t always about what you can see — sometimes it’s about how a space makes people feel. Natural light, greenery and smarter use of materials all play a role in creating healthier, lower-impact event environments.
Make conscious choices on catering and suppliers
Food and drink are often overlooked when it comes to sustainable planning, but they matter. - Choose venues with local or seasonal menus - Reduce single-use plastics - Offer lower-impact options such as plant-based catering - Avoid over-ordering to reduce food waste
Ask your venue if they partner with food redistribution schemes, or how they manage leftover catering.
The same principles apply when selecting AV, entertainment, or event suppliers. Prioritise partners with sustainable credentials or practices.
Look for small wins that add up
Even if you can’t tick every box, incremental choices still have an impact: - Digital signage over printed branding - Refillable water stations instead of bottled water - Reusable name badges or QR check-in - Carbon offsetting where appropriate (with credible schemes)
If your delegates are bringing materials, can you provide a packing checklist to reduce excess?
Be honest and realistic
Not every event can be completely sustainable. But being honest about your intentions and where you’ve made efforts goes a long way. Acknowledge trade-offs if needed, and communicate what you’re doing and why.
It helps build trust, encourages collaboration, and sets expectations that sustainability is a shared responsibility.
This is where working with a venue sourcing expert helps
When sustainability matters to your event, you need more than a venue directory. I can help:
Identify venues with sustainable credentials or practices
Ask the right questions and flag greenwashing
Negotiate with suppliers to reduce waste and emissions
Recommend credible suppliers and caterers
Sustainability doesn’t have to be complicated. It just has to be considered. And that’s where Venue Path comes in.
Final Thoughts
If you’re just starting to bring sustainability into your events, start small one change at a time. Whether that’s choosing a greener venue, reviewing your catering options, or asking delegates how they’ll travel, the important thing is to make a start and build from there. Small, consistent actions add up to meaningful impact over time.
Need help sourcing a more sustainable venue? Tell me about your brief, and I’ll help you find a venue that aligns with your brand, values, and practical needs — with sustainability in mind.