Sustainability and resource use
Event sustainability objectives
Your committee wants the event to be more sustainable, and someone has to turn that wish into objectives that can be checked afterwards.
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The short answer
Set two to four sustainability objectives that are specific, owned and measurable with evidence you can actually collect, such as reducing printed materials, tracking food left over or reusing signage. Write what you will measure, who collects it and where the record is kept.
Do not state savings or claims you cannot evidence. Record each objective as observed, estimated or not measured, using the benefit evidence tracker so the report only says what the records support.
Start from what you can influence and measure
Think about resource decisions you control: printing, signage, catering quantities, welcome items, transport information, digital versus paper materials. Pick the ones where you can name an owner and count something.
Leave out objectives that depend on data you will not receive, such as a venue's energy use, unless the venue has agreed to share it.
Turn a wish into an objective
| Wish | Objective | How it is measured | Evidence and owner |
|---|---|---|---|
| Less paper | Move the programme and speaker materials to digital, with a few printed copies on request | Number printed against number planned | Printer invoice and request log; secretariat |
| Less food waste | Record leftover food per meal service | Catering orders and caterer's own count | Caterer's report; operations lead |
| Reuse | Design signage without dates so it can be reused | Number of signs reusable and stored | Sign list and storage record; operations lead |
| Fewer disposables | Agree with the caterer what is served in reusable items | Items agreed in writing | Caterer's confirmation; operations lead |
Rules for writing objectives
- One owner per objective, named, with a date to report.
- A baseline where one exists, such as last year's print run. If there is none, say so and record this year as the baseline.
- Only the evidence you can collect: invoices, counts, caterer or venue confirmations.
- No carbon or savings figures unless a competent party has calculated them with a stated method.
- A note on what is out of scope, so the report does not imply more than was measured.
Sequence
- Run a short committee session to list candidate objectives and cut to two to four.
- Check with the venue, caterer and printer what data they can share and when.
- Write each objective, owner, measure, evidence and reporting date into the tracker.
- Brief the owners and collect evidence during the event, not afterwards.
- Report each result as observed, estimated or not measured, with the source.
Trade-offs to flag
Objectives can conflict: digital materials may need devices and connectivity, and reusable items may need cleaning. Record the trade-off and the decision, as in the trade-off review. If an environmental claim will be published, have it checked first through the claim review.
Worked example · Fictional example
Objectives for an annual members' conference
Fictional organisation and figures, for illustration only.
A fictional chartered institute sets three objectives for about 300 attendees: print on request only, record leftover lunch food, and reuse registration and wayfinding signs from the previous year.
Each has a named owner and an evidence source. After the event the secretariat reports the number printed, the caterer's count and the signs reused, and marks savings in other areas as not measured.
Use this yourself
Sustainability objectives template
Copy one row per objective. Leave evidence cells empty until the record exists.
| Objective | Baseline (or none) | Measure | Evidence source | Owner | Report date | Status: observed / estimated / not measured |
|---|---|---|---|---|---|---|
| Print on request only | ||||||
| Record leftover food per meal service | ||||||
| Reuse event signs | ||||||
| Out of scope this year |
Handle it in-house, or bring in help?
Your team can usually handle this when
- A few controllable choices and a secretariat that can collect counts and invoices.
- The committee agrees objectives and the caterer and printer will share simple data.
Outside planning help earns its fee when
- Several suppliers, venues or events, with data needing coordination.
- Objectives conflict with budget or accessibility needs and the committee needs a documented trade-off.
- You need a plan that links objectives to supplier requirements and evidence.
Want your objectives written into the supplier plan?
An Event Blueprint can set out the objectives, owners, measures, supplier data requests and the evidence tracker, so each choice is tied to a record. It also notes what is out of scope. Share your event outline and the objectives your committee has in mind.
Questions organisers ask
How many objectives should we set?
Two to four that you can measure. A shorter list with real evidence is more useful than a long list nobody tracks.
Can we state how much carbon we saved?
Only if a competent party has calculated it with a stated method. Otherwise report counts and say that savings were not measured.
What if a supplier will not share data?
Record the objective as not measured, note the reason and ask earlier next time, ideally in the supplier requirements.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.