Cost-Effective Sustainable Event Planning
Today’s planners are often charged with creating events that are eco-friendly and budget-friendly. After all, going green can equal green for your clients. If you’ve been thinking about adding sustainability in your event planning, know that it is possible to have impactful, cost-effective, and eco-friendly events using the following tips from ‘meeting’ experts.
1. Get Transparent with Costs
Hidden fees and unforeseen expenses can derail even the most carefully planned budgets. Ask your venue upfront for clear and transparent pricing that includes their sustainable event planning options. If they can’t provide detailed pricing sheets at these early meetings, move on!
In the Dominican Republic, Casa de Campo Resort & Villas lives by the mantra, “Take nothing but pictures, leave nothing but footprints.” Eco-friendly event-planning amenities such as electric golf carts are available to attendees and planners alike to rent while exploring their Caribbean destination. If it becomes necessary to cut costs to make sustainable corporate events like this available, try negotiating with the property to remove other nonessential resort fees for unused amenities.
Casa de Campo
2. Go Digital to Cut Costs and Waste
Save money while reducing waste by eliminating paper agendas, brochures, and plastic or printed merch. Instead, try digital alternatives such as apps or QR codes that link to schedules, maps, and speaker bios. Most of us use our phones during events (we see you!), and these tech-based tools offer a convenient resource for attendees to engage with your event. Many apps even allow you to show off your brand or corporate personality with customization options.Teneo partners with Vario Productions, a full-service AV production partner, to integrate QR code technology that captures attendee data and enhances interactive social experiences at networking events. Additionally, event apps streamline post-event follow-ups with materials, surveys, and attendee outreach, ensuring in-person connections deliver lasting value. These sustainable solutions reduce physical waste while increasing engagement, making every interaction more impactful. Plus, we love seeing our attendees light up the interactive social walls—because what’s a great event without a little brag-worthy fun?
Teneo partners with Vario Productions, a full-service AV production partner, to integrate QR code technology that captures attendee data and enhances interactive social experiences at networking events. Additionally, event apps streamline post-event follow-ups with materials, surveys, and attendee outreach, ensuring in-person connections deliver lasting value. These sustainable solutions reduce physical waste while increasing engagement, making every interaction more impactful. Plus, we love seeing our attendees light up the interactive social walls—because what’s a great event without a little brag-worthy fun?
Vario Productions
3. Venue Selection Matters
Choosing venues committed to sustainability in corporate events can take the work out of sourcing and vetting every item on your to-do list. (Psst, Teneo’s Sales team can help with this step.) Properties like 1 Hotels, including the soon-to-open 1 Hotel Seattle and 1 Hotel Melbourne, show their commitment to the environment by offering Certified Sustainable Gatherings, zero-waste initiatives, and locally sourced menus. Others, like LEED-certified Hotel Terra Jackson Hole in Wyoming, were designed with sustainable building practices from the ground up while also featuring such eco-friendly amenities as 100% organic beds and bedding. Partnering with venues like this not only signals your desire for a sustainable event, but it reduces the need for additional decor or equipment, saving both money and resources.
LEED-certified Hotel Terra Jackson Hole
4. Reusable and Eco-Friendly Giveaways
You know the phrase: reduce, reuse, recycle. Invest in reusable signage and name badges that can be used at multiple events (bonus points if it’s made with eco-friendly and/or recycled materials). Collateral such as reusable water bottles and compostable utensils — avoid plastic — not only promote eco-conscious values but can cut expenses over time.
Need a giveaway or gift idea? Consider reusable items with your event or company brand, which boosts your visibility and helps cut waste. Tired of tote bags? Bored with beanies? DMC Partners like Terramar DMC can help create entire gifting experiences using organic locally made and environmentally friendly goods and/or crafts that are unique to each event.
Terramar Gifting Station
5. Sustainable Dining Options
Food and beverage choices are a significant part of event planning — and budget allocation. Partner with caterers that emphasize local and seasonal ingredients, reducing the carbon footprint associated with transportation. Following its recent renovation, Florida’s The Boca Raton’s innovative F&B program includes plant-based organic options and plated meals instead of buffets, which helps reduce food waste. Spend some extra time planning out how much food you really need (more is not always more!) to limit waste. Or consider venues like Town and Country Resort, which donates unused food to the San Diego Food Bank.
For the ultimate in locally sourced, resorts such as Aurora Anguilla Resort & Golf Club in the Caribbean maintain their own chef’s solar garden, farms, and even beehives to supplement their food and beverage requirements. In San Diego, food doubles as entertainment. Guests at Rancho Bernardo Inn can tour the chef’s garden and use their harvest for creative culinary activations. The garden is just one part of Rancho Bernardo’s larger “A Greener Inn” initiative, which emphasizes sustainability in corporate events through resource conservation and best practices.
Rancho Bernardo Inn Catering
6. Efficient Event Experiences + Technology
Incorporating energy-efficient technology minimizes environmental impact and operating costs. Venues with built-in LED lighting, energy-efficient AV equipment, and digital displays reduce the need for external rentals while enhancing the attendee experience. Explore partnerships with tech providers offering discounts for sustainable event practices, such as reusable charging stations or solar-powered setups. Or help arrange car-pools or public transportation options to reduce carbon emissions. Incorporating walking or other fitness activities can help to keep energy high, spirits healthy and reduce activity costs.
Hidden fees and unforeseen expenses can derail even the most carefully planned budgets. Ask your venue upfront for clear and transparent pricing that includes their sustainable event planning options. If they can’t provide detailed pricing sheets at these early meetings, move on!
In the Dominican Republic, Casa de Campo Resort & Villas lives by the mantra, “Take nothing but pictures, leave nothing but footprints.” Eco-friendly event-planning amenities such as electric golf carts are available to attendees and planners alike to rent while exploring their Caribbean destination. If it becomes necessary to cut costs to make sustainable corporate events like this available, try negotiating with the property to remove other nonessential resort fees for unused amenities.
You can also maximize an event with a virtual component. Hybrid meetings can allow for a greater number of attendees at a reasonable cost — and no one is left behind! Paséa Hotel & Spa’s dedication to providing exceptional hybrid meeting experiences has been recognized within the industry. The hotel was honored with the 2024 Smart Meetings Platinum Award, having invested in state-of-the-art AV equipment and high-speed internet. This is just one of many innovative sustainability ideas that could be implemented at events to minimize environmental impact while enhancing the attendee experience.
Casa de Campo Electric Golf Cart
7. Leverage Community Partnerships
Collaborate with local organizations to find unique and sustainable event ideas, from decor to entertainment. Partnering with local vendors supports the community while cutting transportation costs and emissions. One&Only Pamilla offers extensive local experiences from San Jose del Cabo art walks to ancient Mayan healing rituals to a group art lab supporting area artisans. AutoCamp supports national park reserves with every stay – from the Catskills in NY to the striking Joshua Tree in the California desert.
Additionally, some cities (such as NYC, LA, Chicago, or Albuquerque) and venues offer grants or incentives for hosting eco-friendly events, which can offset expenses. So before your next event, take a tour of the local businesses around the property and see what unique touches, deals, or ideas they may have to make your event special. And don’t forget the destination experts like the DMC Network and the Platinum DMC Collection, for insider tips and advice to create the most authentic local experience.
One&Only Mandarina Meet the Healer Experience
8. Promote Sustainability to Attendees
Don’t be shy about promoting to your attendees the steps you’ve taken to hold a more eco-friendly event. Highlight eco-friendly practices in pre-event materials and encourage attendees to participate, such as bringing reusable water bottles, making linen changes only upon request, or opting for public transportation. Look for hotels that offer food or resort credit to guests who forgo housekeeping during their stay, and advertise that option to attendees as a perk. Pasea Hotel & Spa is one such property, which offers a $5 food and beverage credit for waiting housekeeping services during a stay.
Better yet, include guests by inviting them to join sustainable activities such as local charity initiatives. Isla Bella Beach Resort offers creative and differentiated experiences in Florida such as beekeeping, ocean cleanups, and save-a-turtle and save-a-deer activities. Being open about your event’s sustainability efforts fosters attendee buy-in and engagement. Don’t forget to share your achievements post-event to inspire future participation and positive word-of-mouth!
Isla Bella Ocean Cleanup
Contact Us
Reach out to your Teneo sales representative for help finding and sourcing an eco-friendly venue and support for your sustainability and event goals. Don’t have a Teneo sales representative? Contact us to get started.
