The Green Event Playbook: A Step-by-Step Guide to Sustainable Events
You’re an event professional. You build incredible experiences from scratch. But there’s a growing awareness that every event leaves a footprint, and you’re determined to make yours a positive one. The only problem? The world of "sustainable events" is a confusing minefield of buzzwords, greenwashing, and overwhelming choices.
Where do you even begin?
Right here.
This isn't just a list of green ideas. This is your playbook. It's a strategic, step-by-step guide to help you make smart, impactful, and genuinely sustainable choices—without the stress. We’ll walk through the entire process, from the easy wins to the game-changing decisions.
Your First 5 Moves: The Low-Hanging Fruit
Feeling overwhelmed? Start with these five simple, high-impact actions. They require minimal effort and deliver immediate, visible results.
Ditch Plastic Holders and Synthetic Lanyards:
Use sustainable alternatives like seed paper name badges and biodegradable lanyards that grow into flowers for the bees or herbs for the kitchen after the event.
Ban Bottled Water:
Work with your venue to provide water stations and encourage attendees to bring their own reusable bottles.
Go Digital with Agendas:
Use your event app (like Whova) or prominent QR codes to provide schedules, speaker bios, and venue maps. No more printing hundreds of booklets that get left on seats.
Choose a Green Venue (The Big One):
The single biggest decision you'll make. A venue with built-in sustainable practices does most of the heavy lifting for you. (More on this in Pillar 2).
Think Before You Swag:
Move away from cheap, disposable trinkets. If you're giving something, make sure it's thoughtful, useful, and eco-friendly.
Pillar 1: The Foundation — The Big Rocks
These are the major decisions that will define your event's sustainability credentials. Get these right, and you're 90% of the way there.
A. The Venue
Look for venues that have official green certifications. This is your proof against greenwashing. Key certifications to look for in Australia include NABERS, Green Star, and Green Globe.
For Large-Scale Events: Doltone House in Sydney and the Melbourne Convention and Exhibition Centre (MCEC) are renowned for their 6-Star Green Star ratings and comprehensive sustainability programs.
For Unique Charm: The Timber Yard in Melbourne and Delatite Winery in the Victorian Alps are built on principles of reuse and eco-conscious architecture.
Need more options? Services like VenueNow are excellent for sourcing unique, sustainably-minded venues across Australia.
B. Waste Management
Don't let this be an afterthought. A zero-waste event is achievable with the right partner.
Engage a specialist service like Closed Loop, Clean Vibes, or Veolia. They can provide comprehensive solutions including recycling, composting, and detailed waste management reports that you can use to prove your event's success.
C. Catering
Food is central to the event experience and a major source of potential waste.
Choose Local & Seasonal: Partner with caterers who prioritise local, seasonal, and ethically sourced ingredients. In Melbourne, The Catering Company is a leader in this space. In Sydney, look to certified B-Corps like Radish Events.
Ditch the Disposables: If you can't use real crockery, opt for fully compostable tableware from brands like BioPak.
Rescue, Don't Waste: Work with an organisation like OzHarvest. They partner with events to rescue untouched, surplus food and redirect it to charities, tackling food waste and food insecurity in one go.
Pillar 2: The Experience — What Your Guests See & Feel
This is where your sustainable story comes to life through the details your attendees interact with directly.
A. Sustainable Swag & Gifts
If you're going to give something away, make it count.
Tote Bags: Choose bags made from organic cotton or jute from suppliers like Albury Enviro Bags or Straya Bags.
Pens & Notebooks: Opt for refillable bamboo pens from Earth Greetings or notebooks made from recycled stone paper from Karst.
Gifts That Give Back: Instead of generic items, give a gift that supports a cause. Consider a donation to Carbon Positive Australia to plant native trees in your attendees' honour, or gift boxes from social enterprises like Mettle Women Inc. or The Social Outfit.
B. Decor That Delights
Think "reuse and rent," not "buy and bin."
Services like Harry The Hirer or Bangin Hangins allow you to create stunning event spaces using rented decor, from furniture to complex installations, minimising waste.
C. The Name Badge: Your Most Visible Statement
This is the one item every single attendee will wear. Defaulting to a plastic holder sends a jarring, unsustainable message. This is your easiest, most powerful opportunity to showcase your commitment.
The Problem: Sourcing inserts, plastic holders, and lanyards from multiple suppliers, then wasting hours on the soul-crushing task of assembly.
The "Easy Button" Solution: This is what we do at Terra Tag. We provide an all-in-one sustainable badge and lanyard solution. No plastic. No separate components. It arrives at your door fully assembled, alphabetised, and ready for your registration desk. They also calculate the CO2 emissions savings your good choice generated by not using traditional badges and lanyards. That’s some serious eco-cred!
Choose Your Story:
Recycled Paper Badges: Sharp, professional, and made from 100% post-consumer waste.
Plantable Seed Paper Badges: The ultimate conversation starter. A badge that your guests can take home and plant to grow wildflowers or herbs.
DIY Name Badge Kit: On a budget? You’ll get everything you need to create your own recycled or plantable name badges with biodegradable lanyards. All you need is a bit of time.
Pillar 3: The Legacy — Measuring & Communicating Your Impact
Your work isn't over when the event ends. This is how you build on your success.
Offset Your Carbon Footprint:
For the emissions you can't eliminate, partner with a certified carbon offset provider like Greenfleet. They offer programs specifically for events.
Report on Your Success:
Use the data from your waste management partner and the CO₂ savings from your sustainable choices (we provide this data with every Terra Tag order!) to create a simple impact report.
Share Your Story:
Yell your success from the rooftops! Post your impact report on social media. Mention your sustainable choices in your post-event thank you emails. This transparency inspires attendees and sets a new standard for your industry.
By following this playbook, you're not just planning a greener event; you're creating a more thoughtful, memorable, and impactful experience for everyone involved.
Your Questions Answered
Q: I'm just starting out. What is the single most important decision I can make for a greener event?
A: Your choice of venue. A venue with strong, certified green practices (like a Green Star rating) and integrated waste management systems does about 80% of the heavy lifting for you. It's the foundational pillar upon which all your other sustainable choices will be built.
Q: My team is worried that "going green" means more work and a bigger budget. How do I get them on board?
A: Frame it as a strategic upgrade, not just an ethical one. Focus on the "easy wins" first. For example, show them how an all-in-one sustainable badge solution from Terra Tag eliminates the work of assembly and sourcing from multiple vendors. Highlight how these choices enhance the brand's reputation, which is a significant ROI that leadership and marketing teams will appreciate.
Q: What is a "carbon offset" and does my event really need it?
A: A carbon offset is a way to compensate for the emissions your event creates (like from attendee travel) by funding projects that reduce greenhouse gases elsewhere, such as reforestation programs like Greenfleet. While not mandatory, it's a powerful final step for events aiming for true carbon neutrality and demonstrates a deep commitment to environmental responsibility.
Q: How can I effectively communicate our sustainability efforts to attendees without sounding preachy?
A: Make it part of the experience. Instead of a long speech, let your materials tell the story. A small note on a plantable name badge saying "Plant me after the event!" or a fun sign at the water station saying "Thanks for helping us ditch plastic bottles" engages attendees in a positive, participatory way.
Q: What do I do with all the leftover materials after the event?
A: Plan for this from the start. Partner with a waste management service like Closed Loop that specialises in events to handle recycling and composting. For surplus food, arrange a partnership with OzHarvest. And for your name badges, if they're from Terra Tag, the "waste" becomes a gift your attendees take home to their gardens.
