Sustainable corporate event: how to plan it in practice

Clients, employees and investors pay more and more attention to how companies run their events. Thousands of disposable cups, food thrown away, giveaways nobody uses and attendees crossing the country on flights with several connections send a message that contradicts any talk of environmental responsibility. At the same time, many sustainable measures also cut costs.

Planning a sustainable corporate event does not mean changing everything at once. It means making conscious choices at every stage: venue, transport, catering, materials and suppliers. At ArrowTur, which has organized events and corporate travel since 1989, we see that the best results come from simple goals set at the start and tracked through the post-event review.

Set goals from the planning stage

Sustainability that only shows up in the last week is just decoration. Put goals in the event brief, alongside budget and audience. Some practical goals:

• Eliminate disposable cups, cutlery and bottles.
• Reduce food waste based on actual confirmed attendance.
• Give priority to local suppliers.
• Cut the number of connecting flights in attendee logistics.
• Replace printed materials with digital versions.

Those who want to go further can use the international standard ISO 20121, which covers management systems for sustainable events, as a reference. The current edition dates from 2024, and the first was published in 2012, in time for the London Olympic Games, according to the ISO committee responsible for the standard. It is not a checklist but a management method; for most corporate events, applying its principles already brings good results.

Choosing the destination and venue

The venue determines much of the event’s impact. A destination that is central to where attendees come from reduces long trips and connections. For an audience concentrated in São Paulo, for example, a hotel in the interior of the state reachable by chartered bus can replace dozens of airline tickets.

During the site visit or in talks with the venue, ask:

• Does the hotel or event center sort and properly dispose of waste?
• Is filtered water available to serve in pitchers or dispensers?
• Do the rooms have natural light and climate control by room?
• Can people get there by public or chartered transport?
• Is the space accessible for people with disabilities?

Attendee transport

Attendee travel is usually the largest source of an event’s emissions, especially when there are many flights. A few decisions make a difference:

• Choose nonstop flights whenever possible: takeoffs and landings account for a large share of fuel burn.
• For short distances, consider a chartered bus instead of flying.
• Arrange shared transfers between the airport, hotel and venue instead of individual ride-hailing trips.
• Concentrate arrivals and departures in a few time slots to fill vehicles better.
• Offer online participation to those who do not need to be there in person.

If the company wants to measure emissions, the flight and segment data issued by the agency is the basis for the calculation. Ask for this report when hiring.

Catering without waste

The menu is one of the areas where waste shows the most. The first step is having reliable numbers: up-to-date attendance confirmations let you order the right amount from the caterer. Other practices:

• A menu with seasonal ingredients from local producers.
• Well-prepared vegetarian options, not just a last-minute alternative.
• Smaller portions at coffee breaks, replenished according to consumption.
• Real dishes, cutlery and cloth napkins instead of disposables.
• Agreeing with the caterer, before the event, on what happens to leftover food in good condition, in line with health regulations.

Materials, giveaways and communication

Badges, folders, banners and giveaways create a lot of waste after the event. Replace printed material with an app or a web page with the agenda, maps and contacts. When a banner is needed, use undated pieces that can be reused in future editions. Badges can be collected at the exit so lanyards and holders can be reused.

With giveaways, less is more: one useful, durable, locally made item is remembered more than a kit full of throwaway objects. Consider also offering the option not to receive a gift.

Suppliers and the post-event review

Include sustainability criteria when requesting quotes from suppliers: waste disposal, use of reusable materials, hiring local staff. Put these points in writing in the contract so they are not lost in the rush of setup.

After the event, compare results with the goals: amount of waste, food leftovers, number of flights and transfers, online participation. Record what worked and what did not. This history makes the next edition easier to plan and gives the company concrete data to communicate, without overstatement.

Sustainable corporate events with ArrowTur

ArrowTur helps plan corporate events with less impact and no loss of quality: choosing destinations and venues with good infrastructure, air logistics that prioritize nonstop flights, chartered buses and shared transfers, negotiation with hotels and suppliers, registration management and a report of flight segments issued for companies that want to measure emissions. Our team works Monday to Friday, 7 a.m. to 7 p.m. (Brasília time), with an emergency on-call service outside those hours. Learn about our corporate events service and request a proposal.

To talk to our sales team, call +55 11 5189-4120 or message us on WhatsApp.

Read also: Sustainable corporate travel: how to cut emissions.

Frequently asked questions

Does a sustainable event cost more?

Not necessarily. Several measures, such as fewer printed materials, less food waste and shared transfers, reduce costs. Others may cost a little more, and the budget should allow for that.

What is the main source of emissions at a corporate event?

Usually attendee transport, especially when there are many flights. That is why the choice of destination and flights carries so much weight.

Do you need certification to call an event sustainable?

No. ISO 20121 certification is voluntary. What matters is having clear goals, applying them and communicating results transparently.