Event Sustainability - checklist for event planning

Food

• Request plant-based, seasonal, local and healthy menus.
• Request Fairtrade (especially fruits, vegetables and nuts).
• Limit the use of beef, rice and cheese as they have the largest negative environmental impact.
• If you serve seafood, make sure it has been responsibly caught. See WWF’s fish guide for more instructions (in Finnish).  

Refreshments

• Serve your guest tap water instead of providing bottled water.
• Encourage attendants to bring their own reusable water bottles to the event.
• Request for Fairtrade (especially coffee, tea, cocoa and wine).

Food waste

• Avoid food waste by planning the amount of food served. With regard to bigger events that are free of charge, a good rule of thumb is that there will be at least 20% no show. Consider this when ordering the catering.
• Any leftover food can be offered to students through “FOODL Food Giveway - Otaniemi” Telegram group.  
• During event registration ask guests to indicate whether they will eat / have only coffee / skip the refreshments.
• Remind guests to cancel registration if they are unable to attend.

Dishes

• Prioritize durable tableware.
• If you use disposable dishes, ask for biodegradable ones and remember to instruct guests to dispose them correctly. Additionally, inform guests about the disposable dishes in advance and instruct guest about options like bringing their own keep cup / water bottle / cutlery / plate etc.   
• You can lend durable tableware through Reuse & Rescue (Otaniemi Recycling Centre).

Consider the waste that will be generated during your event and plan recycling options accordingly. For example, consider:

• The amount of waste bins
• The different recycling options needed
• How to place bins smartly around the event venue

Make recycling easy and clear for visitors.

Avoid decorations that create unnecessary waste. 

• Invite people from further away to join online instead of travelling to join.
• Could you provide your guests with public transport tickets?
• Organize shared rides for your guests. 
• Links
  • Trains: vr.fi
  • Buses: matkahuolto.fi, onnibus.fi
  • Carpools: aalto.sharetribe.com, kyydit.net, along with the Facebook carpool pages.
  • Joint use cars: citycarclub.fi
  • Timetables for the public transportation in the capital region: reittiopas.fi
  • HSL cyclists guide: pk.hsl.fi

Speaker gifts

• Consider if gift giving is necessary in the first place.
• Favor immaterial speaker gifts.
• Favor functional gifts or gifts made out of recycled / local materials.

Conference materials

• Procurements should prefer environmentally friendly materials and using pre-existing, reusable items within Aalto University.
• Use reusable nametags.
• Favor recycled materials. 

• Can your event be streamed online? If so, make it accessible to a larger audience by sharing the stream online afterwards.
• Can you stream the keynote speeches, instead of flying speakers from afar?
• Give guests instructions on how to arrive to the event venue by public transport.
• Offer conference materials & program through website or email instead of as a print out.
• If you need to hand out print outs, use small font and print on both sides
• Make sure materials handed out communicate Aalto University’s green values.
• Communicate clearly about recycling during the event.
• Make sure communications convey the sustainable values of your event.

• Aim for carbon neutrality. 
• Consider compensating for the emissions caused by your event (monitor waste, material usage, energy consumption and traffic).

Make your event a safer space, by clearly communicating about your inclusivity principles on the event page and materials. You can use the following principles or formulate your own based on these.

• Treat everyone equally: This event is a space where discrimination, sexism and racism are not tolerated.
• Be respectful: We respect each other through actions and language. Harassment of any kind is not tolerated.
• Give space: We give space to each other by listening and inviting all to contribute.   
• Be open-minded: We do not make assumptions about anyone’s gender, background, sexual orientation, ethnicity or family. Everyone is entitled to define their own experiences.
• Speak up: If you notice someone disrespecting these principles of a safe space, speak up or contact the organizers.
• Mistakes are ok: We all make mistakes and that is understandable. However, if someone gives us feedback on our behavior or words, we take responsibility and apologize.