What is a sustainable business event, and how do you organise one in 2025
As climate awareness continues to grow and ESG strategies become the norm across industries, one phrase is appearing more often in conferences, exhibitions, incentive trips, and company gatherings: sustainable events.
What does it mean to organise a sustainable event — and how can planners balance environmental goals with budget, experience, and business outcomes? In this article, we'll explore what makes an event sustainable, why it matters more than ever, and what practical steps you can take to go greener without sacrificing impact.
What is a sustainable event?
A sustainable event minimises its negative impact on the environment and maximises its positive contributions to society and the economy. This includes everything from reducing energy use and waste to supporting local suppliers, creating inclusive experiences, and measuring long-term impact.
Sustainable event management considers the entire lifecycle of an event, from the planning phase to post-event reporting, with a focus on reducing carbon emissions, eliminating unnecessary materials, promoting social responsibility, and aligning with the values of participants and stakeholders.
Why are sustainable events important in 2025?
The events industry has long been a significant source of environmental pressure — think flights, plastic waste, printed materials, and food surplus. But in recent years, the conversation has shifted. Audiences, clients, and regulators now expect more responsible practices.
Key reasons why sustainable events matter today:
- Environmental urgency: Events can contribute significantly to carbon emissions and landfill waste. Every step toward sustainability helps.
- Stakeholder expectations: Guests and sponsors increasingly prefer eco-conscious brands and experiences.
- Reputation and brand equity: Hosting a sustainable event signals that your company takes responsibility, which is good for business.
- Compliance and reporting: For many global companies, sustainability metrics are no longer optional; they're part of ESG commitments and investor reporting.
How to plan a truly sustainable event: 10 key principles
Here are the core steps you can take to ensure your next event is more sustainable:
1. Choose the right venue
Look for venues with green certifications (e.g. ISO 20121, LEED), energy-efficient systems, good public transportation links, and strong waste management protocols. The closer the location to your audience, the fewer emissions from travel.
2. Reduce and rethink travel
Air travel often makes up the largest share of an event's carbon footprint. Consider hybrid formats or virtual attendance options. Promote train travel when possible and offset carbon emissions for essential flights.
3. Design for low waste
Minimise single-use items. Use digital tools instead of printed materials. Offer reusable cups and name tags. Provide marked and easy-to-find recycling and compost stations.
4. Go local and plant-based with catering
Source food and drinks from local producers to reduce transport emissions. Favour plant-based menus generally have a lower carbon footprint than meat-heavy options. Plan portions carefully to avoid waste.
5. Power smartly
Use venues that rely on renewable energy, or bring in temporary solutions like solar-powered stages or generators. For outdoor events, explore battery systems instead of diesel generators.
6. Engage sustainable suppliers
Vet suppliers on their environmental policies and certifications. Choose partners who align with your sustainability goals and can help you innovate in décor, lighting, AV, and logistics.
7. Think about inclusivity and accessibility
A genuinely sustainable event considers not just the planet, but people. Make your event accessible, inclusive, and welcoming to all attendees, regardless of ability, background, or identity.
8. Communicate transparently
Let your attendees know what you're doing and why. Create signage, short videos, or digital campaigns that explain your efforts and invite participants to participate in the sustainability mission.
9. Track and measure impact
From energy use to food waste, data is your friend. Use carbon calculators, waste tracking tools, and feedback surveys to evaluate what worked and could be improved next time.
10. Report and share learnings
Showcase your sustainable event through reports, social media, and case studies. Share wins and lessons learned — your transparency will inspire others and support your brand positioning.
Partner with experts: HighVibes makes sustainable events seamless
If you're looking to organise a sustainable event in Hungary or across Europe, HighVibes offers the expertise, local insight, and creative solutions to make it happen — without compromise. As a boutique destination management company (DMC), HighVibes specialises in crafting custom corporate events that align with sustainability goals and brand values. From sourcing eco-certified venues to designing low-impact team-building activities and transparent reporting, HighVibes ensures that your event is memorable and responsible. Their calm, problem-solving approach and strong supplier network make sustainable event planning smoother and more impactful.
Is a sustainable event more expensive? Not necessarily.
While some eco-friendly choices may involve upfront costs (e.g., reusable infrastructure, carbon offsetting), others can reduce expenses, like using less printed material or switching to digital check-ins. Many companies find that the long-term ROI of a sustainable event is higher due to increased stakeholder trust, improved brand perception, and future readiness.
Conclusion: A sustainable event is no longer a trend – it's the standard
In 2025, a sustainable event is not a nice-to-have — it's a strategic necessity. Whether you're organising an internal meeting, a global conference, or a VIP activation, sustainability should be embedded in every part of the process. Not only does it protect the planet and communities, but it also creates richer, more meaningful event experiences.
The good news is that every event planner can start small and scale. By being intentional, informed, and proactive, your next event can be impactful, responsible, and stand out for all the right reasons.
