Sustainable Events

Planning

• Organize a pre-conference planning meeting on sustainability
• Agree on sustainability goals at the meeting
• Assign leads for sustainability initiatives

Communications

• List green initiatives on the event website
• Use an online registration system with electronic invitations and reminders
• Create QR codes to link to conference materials (schedule, menus, etc.)
• Use a free QR code generator
• Inform guests in the invitation that they’re participating in a sustainable event
• Explain and emphasize your sustainability goals to vendors
• Brief all volunteers prior to the event about the sustainability aspects of the event

Location/Accommodations

• If possible, try to host some events outdoors or in a room with good natural lighting
  • Book outdoor spaces though Conventions and Reservations
• Encourage guests to choose sustainability-minded hotels and sustainable restaurants
• Try to keep the activities on the same campus (main, Lees or RGN)
• Choose a location that’s accessible via bike with ample bike racks near the event site
  • Bike parking at uOttawa
  • uOttawa bike rack map
• Encourage local guest speakers, lecturers or performers to attend
• Provide a list of local bed and breakfasts and hotels within walking distance (try to get a conference price)

Transportation

• Encourage participants to carpool to the event if possible
  • Carpooling at uOttawa
• If participants are travelling less than 500 km, encourage them to use the train or bus
  • Via Rail offers group travel rebates for conferences and events 
  • Intercity bus travel to uOttawa is offered by BookARide and Flixbus
  • For many attendees coming from one area or shuttle service to an off-campus event, charter a bus through Bus.com

Food

• Ask attendees to bring their own plates, utensils, cups, containers, etc. 
• Check with your caterer about food donation policies and what they donate to
• Know how many guests you’ll have before ordering food and beverages
• Request pitchers or carafes for drinks, rather than individually-bottled drinks 
• Try to order seasonal food options
• Request locally-produced food and beverages to cut transportation emissions

Waste

• Request bulk containers for items like salad dressings and condiments 
• Consider food options that don’t require utensils (e.g., pizza, sandwiches)
• Provide the caterer with a list materials that are recyclable or compostable on campus
• Request smaller food platters to preserve leftovers for donation
• Ask the caterer not to provide disposable wares (straws, stir sticks or individual creamers)
• Provide reusable containers for participants to bring home leftovers
• Avoid individually-packaged condiments (use bulk dispensers instead)
• Avoid individual boxed lunches
• Identify ways to cut out unnecessary materials, even if they can be recycled or composted
• Create a list of preferred swag and share with vendors and exhibitors
• Ask participants to bring their own coffee mugs, utensils, reusable bottles, paper and pens

Energy and climate change

• Avoid scheduling your events mid- to late afternoon, when energy demand peaks
• Hold your event in LEED-certified buildings

Equity and health

• Register to have your event fair trade certified
• Ensure spaces and amenities are barrier free
• Ensure documents and presentation materials follow accessibility guidelines
• Include voices of diverse populations in your event
• See the list of approved rooms for ceremonial practices (such as smudging ceremonies)
• Ensure a variety of dietary needs are accommodated (ask during event registration)
• When applicable, try to offer a flexible price model
   

Download the pre-event checklist