Responsible events: insights from the Sustainable Event Show

At last week’s Sustainable Events Show, the UK event industry gathered to discuss the future of responsible events. A panel, moderated by Channel 4’s Maeve Campbell, included Matt Grey CEO event:decision and Emma Chapman, conference director at the British Insurance Brokers Association (BIBA). With sustainability at the forefront, the conversation explored the evolving role of responsibility in event planning and the ways organisers can minimise environmental impact while enhancing social benefits.

The event brought together a diverse audience of industry professionals to explore sustainability practices. Here’s a closer look at the insights shared by Matt and Emma on what it means to create a truly responsible event, including practical guidance on influencing attendee behaviours, aligning events with organisational values, and making a positive impact on local communities.

Defining a ‘responsible event’

The question “What is a responsible event?” sparked a nuanced discussion. Responsibility in event planning, they agreed, is complex and multi-faceted, touching on environmental, social, and governance (ESG) elements.

Responsibility starts with accountability, which means being answerable for the actions and decisions made during the planning and execution of an event. For events, this includes an array of ESG considerations:

• Environmental (E): Minimising unnecessary environmental impacts, such as choosing eco-friendly venues, reducing waste, and supporting sustainable travel options.

• Social (S): Considering the positive benefits an event can bring to the people involved—attendees, organisers, and the local community. This includes engagement with local communities, partnerships with social enterprises and charities, and supporting educational and apprenticeship programmes.

• Governance (G): Ensuring robust processes are in place to maintain health and safety for staff and attendees, adhering to legislation, and treating suppliers fairly.

Rather than setting a strict threshold for a ‘responsible’ event, the panel noted that the onus is on each event owner and planner to decide to what extent we all commit to these principles. Ultimately, responsibility in event planning is not about a one-size-fits-all approach but about making mindful, intentional choices aligned with broader ESG values.

Encouraging responsible behaviour

One question the panel tackled was how far event organisers can go in influencing attendees’ behaviours to make the event more sustainable. The consensus was that organisers can play a significant role, but not an all-encompassing one.

“You can put all the tools and guidance in place, but you can’t control every choice delegates make”

said Matt Grey.

However, organisers can still encourage responsible behaviour in several ways:

Sustainable travel

From the outset, planners can choose destinations and venues that are accessible by public transport, and they can provide delegates with clear guidance on environmentally friendly travel options. Encouraging carpooling, offering information on carbon offsets, and prioritising venues with good public transport links are practical ways to support this. Using a sustainable travel solution such as planning tools from You.Smart.Thing are also to be considered.

Inclusive menus

Catering options are another area where planners can influence attendees. Offering a variety of menu choices that cater to different dietary needs and preferences -whether for health, religious or sustainability preferences – allows delegates to make choices that align with their own values.

Carpet considerations

A less obvious, but impactful, choice for event planners in larger expo venues is deciding whether to use carpet. Carpet can enhance the visual appeal and absorb sound, which benefits delegates with hearing impairments, but it also has a high environmental footprint. As part of responsible planning, organisers might consider using rented, reusable carpet options or reducing carpeted areas wherever possible.

These choices may seem small in isolation, but collectively, they help steer delegates toward more sustainable behaviours without limiting their freedom or comfort.

Aligning event delivery with organisational values

The panel also highlighted the importance of aligning events with the core values of the organisation hosting them. As Matt Grey pointed out

..”many organisations have made public commitments to sustainability and social responsibility, yet not all ensure that these values are reflected in their events”.

Events are often the most visible representation of a company’s brand. They provide a unique opportunity for organisations to demonstrate their values in action, showing both attendees and the wider public that they are serious about their commitments. For instance, a company with a strong stance on environmental stewardship can opt for eco-friendly venues, reduce single-use plastics, and partner with local suppliers to minimise the carbon footprint of their event.

For planners who are switched on to these possibilities, there’s an opportunity to work right from the pitch and RFP stage to design values-aligned events. This involves taking practical steps to ensure the event minimises environmental harm and maximises social benefits.

From a brand’s perspective, aligning event practices with organisational values not only reinforces the brand message but can also enhance a reputation in the industry as a leader in sustainable practices.

Final thoughts: the tools are available

As the panel concluded, one clear message emerged: the tools to create responsible, values-aligned events are already available. From choosing sustainable suppliers to engaging local communities, planners have more resources than ever to create events that align with ESG principles, not least from event:decision ourselves with track, impact and evolve.

Matt Grey’s insights on the panel highlighted the evolving role of responsibility in events and underscored the potential for the industry to lead by example. As more organisations prioritise sustainability, it’s likely we’ll see a shift towards events that not only minimise environmental impact but also bring lasting social benefits. In an industry as visible and impactful as events, responsible planning is a necessary step toward a more sustainable future.

For more information about how event:decision can support your strategy to develop more responsible events, please get in touch.