Think about transport early
Transport can be one of the hardest parts of an event to change, particularly when guests, crew and equipment are travelling from different parts of the country.
Venue selection can help. Locations with good rail and public transport connections make it easier for attendees to leave their cars at home.
Production logistics matter too. Consolidating equipment into fewer vehicle movements, planning collections carefully and avoiding unnecessary last-minute journeys can all make a difference.
Where practical, electric vehicles can also form part of the solution. Stage Engage uses electric vehicles for suitable company journeys, reducing our reliance on conventional petrol and diesel cars where an EV is practical for the job.
Use efficient event technology
Modern event technology can provide substantial improvements in energy efficiency.
LED lighting is a straightforward example. It uses considerably less power than traditional tungsten fixtures while producing less heat and providing far greater control over colour and output.
Stage Engage’s lighting inventory is now entirely LED, allowing us to design productions without relying on conventional tungsten fixtures.
There are smaller improvements too. We’ve used rechargeable batteries for wireless equipment since 2019, avoiding the large numbers of disposable batteries that can otherwise be consumed across conferences and live events.
Replace print where digital works better
Not everything needs to be printed.
Digital lecterns, display screens and digital posters can replace frequently printed graphics, particularly where information changes throughout an event.
This doesn’t mean adding screens simply for the sake of sustainability. Screens still require energy and equipment. But when the technology is already part of the production, using it to replace short-lived printed materials can make good practical sense.
Consider hybrid attendance where appropriate
A hybrid event isn’t automatically a more sustainable event, but providing a remote attendance option can be valuable where it genuinely prevents unnecessary long-distance journeys.
It can work particularly well for international audiences, internal company meetings or events where some attendees only need access to selected sessions.
The important part is deciding whether hybrid delivery suits the event rather than adding a livestream simply to claim an environmental benefit.
Look at catering and waste
Food and drink can generate a significant amount of visible event waste.
Accurate guest numbers help caterers avoid over-ordering, while reusable crockery and glassware can reduce reliance on disposable alternatives where the venue has suitable facilities.
Water refill stations and reusable bottles can also reduce single-use packaging.
Ask in advance what happens to leftover food and whether the venue or caterer has established processes for redistributing or responsibly disposing of it.
Avoid greenwashing
Sustainability claims should be specific enough to stand up to scrutiny.
Statements such as “eco-friendly event”, “zero impact” or “carbon neutral” can be misleading unless there is evidence explaining exactly what has been measured and how the conclusion was reached.
It is better to say precisely what has changed.
For example, saying that a production uses LED lighting, rechargeable batteries or reusable scenic elements communicates something meaningful without pretending the event has no environmental impact.
Make sustainability part of the planning process
There is rarely one change that suddenly makes an event sustainable.
The biggest improvements normally come from lots of sensible decisions made throughout planning: reducing unnecessary transport, reusing equipment, avoiding disposable materials, selecting appropriate venues and making more efficient technical choices.
Making those conversations part of the production process from the beginning gives organisers far more opportunity to reduce waste and unnecessary resource use without compromising the event itself.
Stage Engage’s sustainability approach brings together some of the practical choices behind our production work. If you are planning an event and want to discuss the details, Contact Us.
