GUIDE to

sustainable
event planning
© Sophie Delaporte

January 2021 1
 YOUR EVENT THROUGH
A SUSTAINABLE LENS

An event is designed to last a certain time only but the impacts that event
has, whether positive or negative, continue long after takedown. This guide is
designed to help you build sustainable development into your event planning
so as to reduce its environmental and social impact.

Planning a sustainable event implies new ways of thinking that challenge old
habits. Teams may need time to adjust but will quickly adopt these new reflexes.
For an event to be sustainable, all stakeholders must understand and accept
the issues involved, hence the need to inform about and communicate on the
importance of these new practices at every level.

Aiming for a fully sustainable event straight away may seem unrealistic.
However, by taking a continuous improvement approach, you’ll see how it’s
possible to make your event gradually more positive and innovative.

As well as environmental best practices, this guide considers another

fundamental aspect of sustainable development: people. Because they are
less easily quantified, social impacts are all too often pushed to one side when
planning a sustainable event. Working with structures that employ people with
disabilities or opportunity employment enterprises is a positive action that
helps workers reintegrate society, both socially and professionally.
© Sophie Delaporte

2 3
 SUMMARY
PARIS GOOD FASHION
& BUREAU BETAK

When Paris Good Fashion was set up in 2019, one of our first steps was to initiate a
working party to make fashion events compatible with sustainable development goals.
Whether trade fairs, Fashion Weeks, presentations or launch parties, fashion events
mobilise vast resources and for this reason, it was clear to us that the sustainability
transition had to begin.

Checklist 6
We were immediately joined by Bureau Betak, which had already embarked on its
sustainability journey with ISO 20121 certification. Together we spent months laying
the groundwork and identifying best practices. The guide we have put together, in
consultation with the Fédération de la Haute Couture et de la Mode, Paris City Hall and
Fundamental principles 8
every member of our community, is intended as an introduction and complement to the
tool currently in development at the FHCM. Its contents will help you quickly and easily
identify best practices when eco-planning your events.
Good practices 10
Feel free to use it as a complement to our Event Digitisation Guide. Our next publication
will be a directory of venues that host fashion events in Paris with specific sustainability Transport 10
recommendations. It is written by Clémence Grisel, a young sustainability expert and Waste 14
advocate. Enjoy!t
Catering 18
Sets & Decor 22
Communication 26
Power 32

CLéMENCE Annexes 36
GRISEL 38
Certifications, ecolabels and standards
Suppliers Manifesto 40
Waste management document 41
After studying graphic design in Bordeaux then at Penninghen, Paris, Clémence
specialised in sustainable development after graduating in Fashion Business from Signage 42
Istituto Marangoni. She holds a Masters in Corporate Social Responsibility from
University of Haute Alsace and has worked for leading groups in the sector: Chanel
(Fragrance & Beauty) and Kering.

Photo credit: Sophie Delaporte, winner of the Grand Prix Photography Sustainable 2019 Eyes On
Talents - Paris Good Fashion

4 5
 Transport

#1 Indicate alternative means of transport to the event site

#2 Provide a sustainable transport service
#3 Offset emissions from transport

Waste

#4 Think about how you can limit waste

#5 Provide bins for ordinary waste, recyclable waste and possibly food waste,
plus skips in technical zones
#6 Ban single-use plastics
#7 Store, sell or donate materials in usable condition, working upstream with
specialised organisations
#8 Sort waste for recycling or reuse. Ask beneficiary organisations for a
certificate of recycling or certificate of donation

Catering

#9 Plan menus around local and seasonal produce

#10 Prefer reusable serviceware

Checklist #11 Partner with a non-profit to donate leftover meals or transform food wastett

Set & Decor

24 fundamental principles for a
sustainable event #12 Hire or reuse sets/material from previous events
#13 Eco-design sets and decor

Communication

#19 Integrate recycling when planning communication material

#20 Use card or paper name badges with no plastic, ideally ones that can be
reused or recycled
#21 Remind attendees about eco-friendly behaviour with clear, sustainable
signage at strategic locations

Power

#22 Source power from renewable energies

#23 Limit the use of generators
#24 Engage on-site teams and employees in energy-saving behaviour

6 7
 Fundamental principles

Start as you mean to go on Talk with suppliers

A sustainable event can only succeed if all those involved connect with and get behind shared Your network of contractors and suppliers (caterers, transport companies, model agencies, etc.)
objectives. As part of a continuous improvement process, the actions described in these pages must align with your ambitions. Choose them according to your objectives and question them
must be measured using specific KPIs. This will make it easier for you to compare your success about their sustainable practices and choices. Contracts can even stipulate that suppliers must
stories, progress and possibilities for improvement from one event to the next. comply with this or that environmental or social criterion. Jointly signing an environmental and
social best practices manifesto can be the proof that your suppliers are genuinely committed to
As part of the planning process, you may wish to appoint a qualified sustainability officer to sustainability. See Annex 2: Suppliers Manifesto.
oversee sustainability aspects of the event. You can also set out objectives at a meeting or in
a shared document. Other useful tools during the planning stages are shared or co-authored Talk with suppliers ahead of time and discuss the options for renting, reducing and reusing, as
documents such as a directory of sustainable suppliers, an inventory of inter-company decor or well as options for recycling cut-offs and finished products. If a supplier suggests an innovative
a waste management checklist. material or process, ask for a Life Cycle Assessment (LCA) that will enable you to compare and
measure potential environmental gains.
At group level, defining a common procedure will enable the different organisers to align on
similar actions and objectives.
Respect the site and regulations

Eco-design an event When choosing a location, find out about any specific characteristics so as not to directly or
indirectly impact the local ecosystem (animal and plant life). If your event is taking place in
Eco-design considers the environmental and social impacts of a product or service from cradle natural surroundings, consider carrying out an environmental impact assessment beforehand.
to grave in order to limit negative impacts. This standardised procedure, based on ISO 14062, Make sure you obtain necessary permits from the competent authorities. Think about how your
can also apply to events and must be implemented upstream for maximum effectiveness. When event might affect the local community, for example through noise or traffic (deliveries, arrival
planning a runway show, for example, this means “thinking frugally”, choosing materials based and departure of attendees, etc.).
on transport distances or environmental impact, designing sets that can be taken down and
reused or properly recycled, etc. Every element must be assessed across its entire lifecycle:
extraction, processing, transport, use, disposal. Eco-design encourages us to think beyond Human rights and animal welfare
conventional schemas and in this respect is a driver for creative and technical innovation: a way
to combine beauty and sustainability. It goes without saying that every choice and decision when planning an event must be made
with full regard for the principles and regulations governing human rights, fundamental freedoms,
health and safety. Every person in the chain (suppliers, models, staff, etc.) must have the
guarantee that they will be treated with respect and protected against any major health risk
during the event. Your choices must also be respectful of animal welfare. For this reason, we
strongly encourage you not to use animals (domestic or wild) at your event. See the definition of
animal welfare by the World Organisation for Animal Health.
Event’s life cycle Raw material

Carbon footprint and offsetting

Recycling / Disposal Manufacturing

One way to take event sustainability further is to measure your greenhouse gas emissions. As
well as providing a benchmark against which future events can be measured, this will enable
you, should you wish, to offset emissions that could not be avoided. For more information, read
«A blueprint for scaling voluntary carbon markets to meet the climate challenge» by McKinsey.

Use
Transport
(event)

8 9
 PGF - Guide to sustainable event planning Transport

Transporting people and shipping goods are an event’s largest environmental impact. Reducing
long-distance travel and promoting soft mobility significantly cuts carbon emissions from
transport. Bear in mind that this metric applies not just within the timeframe of the event itself:
good transport practices must come into play from the outset, for example when meeting with
suppliers or shipping equipment and other material.

Impact

1 Is the venue easily reached by public transit?

Choosing a venue that is centrally located for attendees and suppliers reduces transport
and consequent impacts.

Transport Can I provide a sustainable transport service for attendees and/or staff?
Propose a shuttle service, electric, hybrid or hydrogen vehicles, another form of soft
mobility or a socially conscious transport provider for attendees and staff.

Do I know where materials and equipment were sourced?

Thinking about where materials will be sourced from the early stages of planning is another
way to reduce carbon emissions from transport. Give priority to local suppliers as well as
to local materials that have been sustainably produced. For information on how to use
wood from French forests, visit the France Bois Forêt website.

Can I offset carbon emissions from transport?

Can you know exactly where each attendee/staff member travelled from and the means
of transport they used? Can you know where the various set elements and other materials
were sourced? If yes, then you can offset emissions to the exact amount. If not, use a
sample group to estimate the amount.

A Paris-New York return flight emits around 1 metric ton of CO². The environmental impact of air
travel is 200 times greater than that of a high-speed train. Click here for more information on transport
and carbon emissions.
Source : ADEME

10 11
 PGF - Guide to sustainable event planning Transport

Transporting attendees

Ask attendees where they are travelling from and how. Use this information to calculate your
carbon offset.

Indicate alternative modes of transportation to the site such as walking, cycling or public
transit. Give details of the nearest bus and tram routes, subway stops, bicycle docking
stations, bike parking, etc.

Do not put bottled water or other single-use items in vehicles. Suggest eco-friendly hotels for attendees and staff. The hospitality sector
raises multiple environmental concerns such as waste production, energy
Offer a sustainable transport service (shuttle, electric, hybrid or hydrogen vehicles, or another efficiency and catering choices. Pick hotels that are close to the event
form of soft mobility) or use a socially conscious transport provider. Have attendees share location and look for those that comply with an environmental manifesto
transport as much as possible. or ecolabel. For information on eco-friendly accommodation, go to the Paris
Convention and Visitors Bureau website.

Transporting staff, models and backstage teams

Have pre-event phone and video conferences with suppliers and teams rather than meet in
person.

Cast local models and backstage staff whenever possible.

Indicate alternative modes of transportation to the site such as walking, cycling or public
transit. Give details of the nearest bus and tram routes, subway stops, bicycle docking
stations, bike parking, etc.

Encourage soft mobility and carpooling.

KPI ● Share of soft mobility proposed, kilometres travelled

Use rail rather than air for national or international travel. ● Share of conventional transport proposed, kilometres travelled

● Kilometres travelled per attendee per means of transport + starting point

Transporting goods and equipment
● Kilometres travelled per employee, model, backstage staff per means of transport
Choose delivery methods with the lowest impact (bike messengers, electric cargo bikes, + starting point
electric trucks).
● Kilometres per means of pick-up/delivery + starting point
Consult with suppliers to optimise delivery agendas and fill trucks.
● Air freight kilometres (materials, set, decor, other) + starting point
Think local so as to limit national or international shipping for materials, equipment and people
(hostesses, security guards, catering staff, etc.).

Encourage suppliers to use electric or hybrid transport for last-mile delivery, and to cut carbon
emissions from their vehicle fleet (biogas, particle filters, ecodriving, etc.)

Innovate and support under-utilised solutions such as river transport or rail freight for long-
distance shipping. Avoid air freight as much as possible.

12 13
 PGF - Guide to sustainable event planning Waste

The only good waste is the waste we don’t produce. Efficient waste management begins by
reducing all inputs at source, from the planning stage right through to takedown. By reusing or
renting elements, by cutting back quantities, by planning ahead for each input’s end of life, you
can significantly reduce the amount of waste to landfill.

Impact

2 What kind of waste will my event produce?

Think about all the inputs and raw materials your event will require, then ask yourself are
they necessary and what will happen to them at their end of life? This should extend to every
part of your event: the set, backstage and staff areas. You can minimise certain types of
waste by opting for reusable products (serviceware, signage, name badges, chair covers,

Waste
etc.). Talk with suppliers about eco-designing sets (fewer cut-offs, mechanical fasteners
such as bolts, screws and nails instead of sealants and adhesives, etc.). Packaging is
another point to consider, both type and amount.

Do I have an input/end of life management document?

Inventorying the different types of input your event will require makes it easier to manage
their end of life (reuse, recycle, donate, etc.). Remember to ask waste management or
beneficiary organisations for a certificate of recycling or a certificate of donation. For more
information, see Annex 3: Waste management document.

Do I plan to hire a contractor to process inputs?

Once all the inputs have been identified, contact specialist contractors to ensure your
landfill waste will be properly processed.

Giveaways. Give something attendees will use rather than throw away. Think about what they
are made from and where these materials were sourced. Certain items can be made by social
enterprises that employ persons with disabilities or opportunity employment. Remember to
keep packaging to a minimum and prefer sustainably produced, recycled and/or recyclable
packaging. Giveaways are also an opportunity to show your commitment to sustainability by giving
items that support environmental causes, for example.

14 15
 PGF - Guide to sustainable event planning Déchets Waste

Industrial waste Ordinary waste (contd.)

Prefer rented and reused items (temporary walling, floor covering, etc.). Provide skips to Ask yourself if giveaways are absolutely necessary. If they are, choose products that are locally
collect waste in technical zones. Clear signage facilitates processing downstream. made from materials with a low environmental impact and the least packaging possible.

On July 13th 1992, France introduced legislation that requires industrial non-hazardous waste Cigarette filters can be recycled. Put out ashtrays. There are also companies that will provide
such as wood, metal and plastic to be separated from hazardous waste such as paint, binders, containers for collecting cigarette butts for recycling.
solvents and aerosols that must be specially processed. Non-hazardous waste that has been
in contact with hazardous waste is considered to have been contaminated and therefore Choose bin liners in recycled plastic.
cannot be recycled. For further information on these requirements, see the EU Construction and
Demolition Waste Protocol and Guidelines. Upstream, partner with organisations that recycle or repurpose, for example (in France)
La Réserve Des Arts, Co-Recyclage, La Ressourcerie du Spectacle or ArtStock.
Eco-designing sets and decor limits environmental impacts which include waste production.
For more information on eco-design, see Sets & Decor. Remember to ask beneficiary organisations for a certificate of recycling or a certificate of
donation.
Prefer reusable, recycled, recyclable and natural materials for signage.

Avoid carpet, fabrics and Polyane that are hard to recycle. Use rented carpet tiles and curtains Food waste
instead or carpet without a latex underlay which can be recycled by specialised infrastructures.
Provide collection points for food waste.
Engage suppliers in reducing and/or reusing packaging.
Talk to your caterer about collecting food waste (if they don’t already do so).
Upstream, partner with organisations that recycle or repurpose, for example (in France)
La Réserve Des Arts, Co-Recyclage, La Ressourcerie du Spectacle or ArtStock. Redistribute leftover meals to a non-profit or charity partner. The beneficiary organisation must
sign a goods issue slip and becomes liable for the donated food. Click here for information on
Remember to ask beneficiary organisations for a certificate of recycling or a certificate of food safety regulations and guidance for food donations.
donation.

Hygiene
Ordinary waste
When installing portable toilets, prefer dry toilets that do not use water for flushing and can
Rent or reuse whenever possible (chairs, serviceware, tablecloths, etc.). be composted.

Make sure that all contractors and suppliers contribute to reducing and recycling waste Choose a sustainable cleaning company (social enterprise, eco-friendly cleaning supplies,
(checklists for each profession, signage, etc.). etc.).

Provide clearly labelled dustbins for ordinary waste and for recycling (cans, card, paper,
plastic).

Ban plastic bottles.

Limit single-use plastics (cups, hangers, garment bags, etc.) and ideally all single-use items.
KPI ● Amount of waste produced per category (hazardous, non-hazardous, ordinary,
Buy bulk to cut down on packaging (coffee, tea, sugar, condiments, etc.). food, etc.) and per type (wood, concrete, paperboard, etc.)

Use paper name badges with no plastic, ideally ones that can be reused or recycled. ● Amount (kilos) of inputs that are sold, donated, recycled or disposed of per type,
contractor, destination and shipping method

● Share of items designed for reuse (name badges, signage, displays etc.)

● Share of portable toilets per type (flush, chemical, dry)

16 17
 PGF - Guide to sustainable event planning Catering

Catering is probably the one component of an event where sustainable practices are easiest
to implement. From morning coffee to lunch or cocktail receptions, the opportunities to reduce
environmental impacts are legion. By opting for sustainable menus and produce, by taking
measures to limit food waste and reducing non-food waste, you can provide a catering service
that is both sustainable and delicious!

Impact

3
Does my caterer already have a green policy?
Simplify matters by hiring a catering service that already takes sustainable initiatives. If this

Catering
isn’t possible, ask your chosen supplier to follow the recommendations below (whenever
possible). At the very least, choose seasonal, local and/or organic produce.

Can I propose a 100% vegetarian menu?

Meat production raises concerns of animal welfare. Also, greenhouse gas emissions from
the production of one kilogram of meat are five to ten times greater than from production
of one kilogram of cereals. For this reason, always include a vegetarian option for your
attendees, made with plant-based protein such as lentils, quinoa or chickpeas.

What about water fountains?

Plastic water bottles are a major source of pollution. Enquire about the possibility of
installing water fountains that are directly connected to the venue’s water supply. Provide
reusable or recyclable cups and remember to put a recycling bin next to the fountains.

A locally grown, seasonal, fresh vegetable produces 20 times less greenhouse gas (GHG)
than a non-seasonal imported vegetable or a vegetable grown in a heated greenhouse and 7 times
less GHG than a frozen vegetable. Better still, a vegetable is cheapest and most nutritious when
it is in season.
Source : Bon pour le climat

18 19
 PGF - Guide to sustainable event planning Traiteur Catering

Produce

Insist on local and seasonal produce. This month-by-month guide lists seasonal fruit and
vegetables in France.

Prefer organic produce (AB, Euro Leaf, etc.) and/or fair trade (Fairtrade/Max Havelaar, SPP
- Symbole de Producteurs Paysans, etc.). For more information, see Annex 1: Certifications,
ecolabels and standards.

Limit the amount of meat products in your menus. Replace them with plant-based proteins.
White meat and poultry have less of an environmental impact than red meat.

Include a vegetarian and/or vegan option.

If your menu includes fish or seafood, prefer ones that are in season and were fished using
responsible practices (AB, MSC, etc.). For more information, see Annex 1: Certifications,
ecolabels and standards.
KPI ● Number of meals served during the event
Serve buffets rather than meal trays. If serving meal trays, choose ones without additional
containers and without plastic cutlery. Order no more than necessary so as to limit waste. ● Share of vegetarian meals

Ask your caterer to provide tea, coffee, sugar, condiments, etc. in bulk rather than individually ● Share of reusable serviceware
packaged.
● Share of recyclable/compostable serviceware
Avoid products with a high environmental impact such as palm oil and products that cause
animal suffering such as foie gras. ● Share of local/seasonal/organic/fair trade produce per type (vegetables, fruit,
meat, etc.) and origin

What to do with food waste ● Share of bulk-packaged items (sugar, coffee, etc.)

Find a contractor that recycles food waste. Provide suitable collection bins and brief the ● Share of discarded/recycled food waste
catering team on how to sort waste.
● Number of discarded/donated meals
Redistribute leftover meals to a non-profit or charity partner.

The beneficiary organisation must sign a goods issue slip and becomes liable for the donated
food. Click here for information on food safety regulations and guidance for food donations.

Serviceware

Rent reusable serviceware rather than purchase disposable items. Think carefully about which
plastic alternatives you use – bioplastics, for example, aren’t necessarily less harmful to the
environment and can’t be recycled – and whether you have a system in place for compostable
items. Serve beverages in glasses or, if this isn’t possible, in recyclable cardboard cups.

Keep plastic cups and cans to an absolute minimum. Serve drinks in pitchers or glass bottles.
Install water fountains.

20 21
 PGF - Guide to sustainable event planning Sets & Decor

Reduce, reuse, recycle !

Manufacturing sets, decor and props has environmental and social consequences, hence
why it’s always preferable to rent rather than buy new. If you do purchase new items, choose
ones that are made from natural, recycled, recyclable and/or eco-labelled materials. Make
sustainable practices part of your set and decor strategy from the outset by implementing eco-
design principles. These take into account social and environmental factors at every stage of the
product lifecycle and should be considered on equal terms with cost, feasibility and aesthetic.
Talk to creatives and suppliers from the very early stages so they can incorporate eco-design
into their proposals to maximum effect. Eco-designing a set takes more time and planning than
a conventional design process, so adapt your timeframe accordingly.

Impact

4 Can I rent elements rather than buy or have them made?

Whether it’s for grandstands, seating, floor coverings, curtains, temporary walling or

Sets
any other element, always ask yourself whether purchasing or manufacturing is strictly
necessary. Renting extends a product’s lifecycle and therefore reduces your event’s
footprint.

& What happens to my sets post-event?

Decor
Choosing more sustainable materials and manufacturing processes is already a big step
towards an eco-friendlier event. However, a product’s lifecycle doesn’t end at takedown.
Well in advance of the event, find out about how you can store, reuse, recycle or donate
elements.

Is carpet absolutely necessary?

Used for just a few hours and with very little infrastructure for recycling, carpet is a non-
negligeable factor when planning a sustainable event. Certain manufacturers claim their
carpet can be recycled but this isn’t strictly accurate, as it is in fact incinerated to produce
energy. Limit impacts by considering the need for carpet or use rented carpet tiles instead.
As a last resort, choose a carpet made from recycled fibres.

Illegal logging is an immense, multi-billion-dollar industry threatening forests worldwide. Studies show
that almost 10% of wood being traded internationally comes from illegal logging. Give preference (in
order) to locally produced and processed wood and to FSC-certified wood. Never use wood from
primary forest trees, no matter what certification it has.
Source : Greenpeace

22 23
 PGF - Guide to sustainable event planning Sets & Decor

Prefer to rent furnishing and props or reuse parts from previous sets. Choose contractors that
comply with sustainable standards such as ISO 20121, ISO 26000, PrestaDD, etc. For more
information, see Annex 1: Certifications, ecolabels and standards.

Eco-design sets in order to limit environmental impacts at each phase in their lifecycle:
- Consider where materials are sourced and their end-of-life recycling potential
- Consider where manufacturing takes place
- Prefer eco-friendly manufacturing processes KPI ● Share of rented/purchased elements per point of origin and shipping method
- Limit the use of solvents
- Minimise cut-offs ● Share of eco-designed elements per type, material, point of origin and shipping
- Reduce packaging method
- Ensure elements can be reused or fully recycled
● Kilos of raw material per type (wood, carpet, metal, etc.), point of origin and
Work with manufacturers that already have an eco-design service. Cité des Sciences et de shipping method
l’Industrie has published eco-design guidelines or read the set design factsheet by EcoProd
(in French). ● Share of locally sourced/eco-designed/ecolabel/certified furnishing per type,
point of origin and shipping method
Read up on eco-friendly materials. Check out databases such as AMAT or MateriO’.
● Number of contractors with sustainable or social certification
Whenever possible, use recovered materials sourced through specialist suppliers.
● Kilos of stored, sold, donated, recycled and discarded elements per type,
Avoid PVC which contains additives that are harmful to human health and the environment destination and shipping method
and requires a complex recycling process.
● Kilos of discarded packaging per type (wood, PET, PVC, etc.)
Question suppliers about the type and amount of packaging they use.

Store, sell or donate materials in reusable condition. Upstream, partner with organisations
that recycle or repurpose, for example La Réserve Des Arts, Co-Recyclage, La Ressourcerie
du Spectacle or ArtStock.

Always ask the beneficiary organisations for a certificate of recycling or a certificate of

donation.

24 25
 PGF - Guide to sustainable event planning Communication

Producing and communicating information, whether print or digital, uses material resources,
consumes energy and creates waste. At the same time, communication (and the material it
depends on) plays a vital role in ensuring your event is a success. Fortunately there are many
ways you can align your communication with your sustainability objectives. Remember, though:
while there is no reason why you shouldn’t publicise your environmental commitments, be honest
and factual in your claims or risk accusations of greenwashing.

Impact
What communication material will I need when planning my event?

5
List the different types of content that your event will generate both directly and indirectly,
including format, message and quantity. Decide how you can optimise design, distribution
and end-of-life for each one.

Can I reduce the impact of my digital content?

Communication
Creating, sending and storing data has environmental consequences. Optimising the size
of attachments and stored documents, and designing communication to be less data-
hungry is already a big step towards reducing impacts. For more information, read the
paragraph on how to make your communication eco-friendly.

What if my communication involves filming or photo shoots?

Any content produced for the event has an impact on the environment, including films and
photo shoots. Refer to the recommendations in this document for ways you can minimise
their impact.

Are giveaways essential?

Don’t give giveaways! If you do, keep them to a minimum and give something attendees
will use, not throw away. Choose items made from materials and manufacturing
processes that have the least environmental impact. Keep packaging to a minimum and
prefer sustainably produced, recycled and/or recyclable packaging. Giveaways are also
an opportunity to show your commitment to sustainability by giving items that support
environmental causes, for example.

Digital may be “up in the cloud”, its impacts on the environment are very real. The manufacture and
use of digital technology is the cause of almost 4% of global greenhouse gas emissions. That’s
twice the amount produced by civil aviation.

26 27
 PGF - Guide to sustainable event planning Communication

Make your communication eco-friendly Digital media and content

Draw up an inventory of direct and indirect (media, influencers, etc.) content per
Printed material (invitations, signage, handouts, press packs, etc.)
communication channel. Now think about how you can reduce the impact of producing,
accessing and storing this data.
Ensure all your print is recycle-ready. Print on recyclable materials, include a request to recycle
and have a recycling process in place. Experiment with resolution, compression and/or duration to reduce the size of audio and
photo/video files.
Choose ecolabel paper (EU Ecolabel, Blue Angel, Nordic Swan) that guarantees minimum
negative effects on the environment, or paper made from recycled fibres and/or fibres from Don’t send big files to multiple users. Set up a file-sharing system instead, preferably on your
sustainably managed forests. The Forest Stewardship Council has three types of label: FSC company server.
100%, FSC Recycled and FSC Mix. See Annex 1: Certifications, ecolabels and standards.
Don’t keep duplicate or outdated files. Check your folders on a regular basis and remove
Design communication to fit standard paper sizes such as A4 or A5 to avoid off-cuts. photos/videos you no longer need, especially big files (Photoshop, Première, After Effects,
etc.).
Choose a reasonable grammage for your printing needs. For ordinary office use, 80g is
sufficient Think about whether all content needs to remain online for more than a couple of months.

Eco-design signage in recycled, recyclable and reusable materials. Don’t include information Keep content posts (carousel posts, news, front-page stories, etc.) within reason.
that will prevent reuse such as a date or year, a venue or the name of the event. Otherwise,
devise a system that allows you to update information that is likely to change. Purchasing views, followers, likes and comments may be standard practice for companies
managing their digital reputation, it does have very real effects on the environment. Limiting
Use paper or card name badges with no plastic, ideally ones that can be reused or recycled. these purchases helps reduce the environmental footprint of content published during an
For reusable badges, don’t include information that could become out of date. event.

Designs that use metallic inks or coatings for creative effect have a much greater environmental Design the event’s digital communication (website or app) so that they function with the least
impact. Don’t laminate, spiral-bind, staple or use other methods that complicate the recycling possible energy consumption. Get help from outside consultants or ask your in-house IT team
process. Only laminate documents you intend to keep for regular consultation. to incorporate sustainable design principles into your website or app. For more information (in
French) see Ecoconception web : les 115 bonnes pratiques by Frédéric Bordage (published by
Avoid PVC which contains additives that are harmful to human health and the environment Eyrolles).
and requires a complex recycling process.

Engage everyone in sustainable development

Printing
Inform attendees and staff about alternative modes of transportation to the event such as
walking, cycling or public transit. Give details of nearby bus and tram routes, subway stops,
Whenever possible, print on both sides and in black and white.
bicycle docking stations, bike parking, etc.
Choose a print company that has committed to sustainable practices, for example one that
Your teams will be more willing to adopt new ways of thinking and doing if they understand
has Imprim’Vert or ISO 14001 certification, or a company that employs people with disabilities.
the environmental benefits. Remind them of eco-friendly behaviour with clear, sustainably
See Annex 1: Certifications, ecolabels and standards.
manufactured signage at strategic locations (catering, bathrooms, lighting, recycling, etc.).
Keep flat tints to a minimum. If you must include them, limit their size and opt for a lower print Letting people know about your sustainability efforts is good publicity and helps create
density or use colour gradation. awareness of environmental issues among a wider audience. This can be before, during
or after the event. For example, you can show you are supporting sustainability in food
For offset printing, prefer soy-based or vegetable-based inks that contain no heavy metals or production by adding ecolabels and logos to food served at buffets. Remember, the public
chemical solvents. can be suspicious of companies’ true environmental colours. Don’t fall into the greenwashing
trap. For more information see «Understand and Preventing Greenwash : a business guide» by
BSR.

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 PGF - Guide to sustainable event planning Communication

KPI ● Quantity of print communication per type (invitations, press packs, handouts,
etc.), material, share of sustainable materials (recycled, FSC, EU Ecolabel, etc.),
weight, recycling potential, origin and, where relevant, delivery method (bike
messenger, motorcycle messenger, postal service, etc.)

● Number of giveaways produced/given per type, material (including packaging),

share of sustainable materials (recycled, FSC, EU Ecolabel, etc.), weight, recycling
potential and origin

● Number of recyclable/reusable/single-use badges per material and share of

sustainable materials

● Share of printing by an eco-certified printing company

● Number and size of digital content per media (photos, videos, press packs) and
channel (social media, website, email, etc.)

● Share of purpose-designed/eco-designed websites and apps

● Number and size of photos/videos deleted from social media, website and apps,
post-event

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 PGF - Guide to sustainable event planning Power

Planning ahead is the key to keeping your event’s power consumption in check. Meet with teams
(technical director, set director, etc.) to discuss how you can achieve the lighting effects you want
and how much power this will require using the on-site electricity supply and keeping generators
and temporary supply to a minimum. Prefer power from renewable sources, ensure appliances
and devices are energy-efficient and remind every person working on the event that they have a
Impact
role to play: these are all ways you can reduce your event’s energy footprint.

6
Power How much power do I really need?
By calculating your power needs and comparing them with the on-site power supply, you
can determine what, if any, additional power supply your event will need and a reasonable
margin.

What type of power am I using?

Give priority to renewable energy sources. Use green power suppliers and run biofuel
generators.

HQE, BREEAM, LEED, BBC and ISO 50001 certifications evaluate the environmental performance
and energy efficiency of buildings. Venues that comply with one of these standards deliver more in
terms of energy efficiency and environmental protection.

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 PGF - Guide to sustainable event planning Power

Power supply and equipment

Connect to the network power supply. Calculate your event’s energy requirements so as
to limit the use of generators. If you do need generators, get the appropriate power rating.
Consider noise levels (some units are quieter than others) and choose generators than run
on alternative energies such as biofuels. N.B. Biofuel is currently one of the best alternatives.
However, producing and using biofuel still has consequences for the environment and
biodiversity (greenhouse gas emissions, monoculture, takes up farmland, etc.).

Use renewable energy sources whenever possible. If you need a temporary supply of
electricity, sign up with a green power company for the duration of the event. KPI ● Total power consumption (electricity, gas, oil, etc.)

Ask your suppliers where they stand on low-consumption equipment (such as LEDs) and ● Share of green energy
biofuels. Talk to them about energy-saving best practices.
● Number of generators used per fuel type and quantity of fuel used
Use air-conditioning and heating wisely. Ideal temperatures are 19°C in winter and 24°C in
summer. Consider heating solutions that burn biofuel or wood pellets. ● Number of electricals per type (stage lighting, screens, projectors, etc.)

● Share of energy-saving equipment

Encourage eco-friendly behaviour

Remind staff, on-site and off-site, about what they can do to save energy: don’t use appliances
longer than necessary, always switch off appliances and lights when not in use; only run
generators when strictly necessary, etc. Send out a memo and post reminders in strategic
locations. For more information, see the Powerful Thinking Guide.

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 PGF - Guide to sustainable event planning Annexes

1 Certifications, ecolabels and standards

2 Suppliers Manifesto

Annexes 3 Waste management document

4 Signage

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 PGF - Guide to sustainable event planning Annexes

1 Certifications, ecolabels and standards

ISO 9001: Sets out a range of principles for a quality management system.

Suppliers/Venues
Lucie: The reference in France for corporate social responsibility in companies
with fewer than 50 employees. Based on seven criteria aligned with the seven key
principles of ISO 26000.
BBC, BREEAM, HQE, LEED: Certifications that assess the environmental
performance and energy efficiency of buildings. Venues that have one of these
certifications deliver better results for environmental quality. PrestaDD: Ecolabel for companies in the entertainment and events industries.
Promotes best practices and helps businesses go further in their sustainable
development strategies.
B Corporation: Business that meets verified standards of social and environmental
performance, public transparency and legal accountability to balance profit and
purpose.

Charte Qualité et Développement Durable: A quality and sustainable development Consumer goods
manifesto that provides guidance and technical assistance for convention centres
in France.
AB: French equivalent of the EU Euro Leaf label for organic foods, i.e. foods that were
produced with no chemical products or GMOs and with limited use of pesticides,
Clef Verte: Ecolabel for businesses in the French tourism sector (hotels, campsites, herbicides, fertilizers, etc.
holiday rentals, bed and breakfasts, serviced apartments) that meet sustainable
criteria (water and power consumption, waste management, sustainable sourcing, Fairtrade/Max Havelaar: Guarantees that a product was produced according to fair
etc.). trade standards (adapted to the sector and the country) which provide for better pay
for producers and workers, decent working conditions, respect for the environment
and the autonomous and democratic functioning of producer cooperatives.
Green Globe: International standard for sustainable tourism and travel (events,
convention centres, exhibition centres, hotels, tour operators, etc.) based on criteria Other organic/fair trade labels: Rainforest Alliance, Bio Cohérence, Ecocert,
of sustainable management, social/economic, cultural heritage and the environment. Biopartenaire, Demeter, Nature & Progrès.

EU Ecolabel: Common to all European Union members, the EU Ecolabel is awarded

Imprim’Vert: French ecolabel to reduce the environmental impact of the printing to products and services that meet high environmental standards throughout their
industry. lifecycle.

FSC: the Forest Stewardship Council label certifies wood that was sourced from
ISO 14001: Sets out requirements for an environmental management system for sustainably managed forests. There are three FSC labels: FSC 100% for products
use by an organisation that wishes to manage its environmental responsibilities in sourced from forests that are managed according to FSC’s social and environmental
a systematic manner. standards, FSC Recycled for products made from only recycled content and FSC
Mix for products made from a mixture of FSC-certified and recycled materials. For
paper, this means a minimum of 70% FSC-certified fibres plus 30% recycled fibres.
ISO 20121: Stipulates a framework for environmental management systems
specifically for events. Concerns event planners, venues and the entire logistics Other ecolabels for paper: Blue Angel, EU Ecolabel, Nordic Ecolabel (swan mark).
chain to integrate, maintain and promote sustainability in their working methods.
NF Environnement: French ecolabel awarded to products and services that comply
with criteria of fitness for purpose and environmental impact.
ISO 26000: Provides guidance to all types of organisation on the principles and
practices of social responsibility.

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 PGF - Guide to sustainable event planning Annexes

2 Suppliers Manifesto 3 Waste management document

As the organiser, you are in the front line of sustainability for your event. However, the commitment
and efforts of your suppliers and contractors are equally important.

From a clause in a contract to informing on sustainability issues, everyone involved in putting

your event together must have complete awareness of the environmental and social implications
of their job – and yours.

Beyond legal obligations (human rights, animal welfare, environmental regulations, etc.), you
should encourage and support your suppliers in implementing greener practices. Together, you
can create new and more virtuous synergies in the events sector, and far beyond.

Your suppliers’ sustainability commitment can take several forms. It can be a manifesto, a
clause in their contract or a code of conduct. What matters is that your values align.

For more information on different types of waste (inert, hazardous, non-hazardous), refer to the
ADEME guideline for management and recycling of construction waste (in French).

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 PGF - Guide to sustainable event planning Annexes Annexes

4 Signage

Sample signage by Bureau Betak

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 CONTACTS

Paris Good Fashion : [email protected]

Bureau Betak - Raphaèle : [email protected]
Bureau Betak - Tristan : [email protected]
Clémence Grisel : [email protected]

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