Sustainable Imperial is our commitment to embedding sustainable practice across the university and minimising our environmental footprint. Delivering more sustainable events is one way we can contribute to the ambitions of the Sustainability Strategy.

Whatever event you are planning, this guidance outlines practical sustainability considerations for planning and delivering events. Use it alongside the Sustainable Events Checklist to incorporate sustainability at every stage of your event.

Start with sustainability in mind

Every event organiser should consider sustainability from the start of their event planning. Where you can, include sustainability as one of your event objectives and identify some measures that align with your event.

Planning your event

Is an in-person event necessary?

Before confirming the format of your event, consider whether a virtual or hybrid format could achieve your objectives. While virtual events still have a digital footprint, they do reduce the impact of travel, accommodation and waste.

Contact Campus Operations and the AV Technical Support team who can support running a virtual or hybrid event

Travel

Travel is often one of the main contributors to environmental impact at events. When thinking about your event, consider if you can reduce travel for guests and speakers with the following:

  • Providing clear information about public transport routes, walking and cycling
  • Discouraging unnecessary private transport
  • Considering if an in-person event or element is necessary
  • Facilitating online attendance for guests and speakers
  • Coordinating activities happening on the same day to help reduce the number of journeys your attendees and speakers are making

Catering

Food and drink can also have a significant impact on the sustainability of your event. Our in-house catering team, Taste Imperial, should be used to provide catering for all events taking place on campus. Taste Imperial follows the Sustainable Food and Drink Policy, which places sustainability at the core of the decisions they make on the food and drink we serve. Catering is arranged by your Campus Operations event manager as part of your overall event booking.

When planning your catering, you should consider:

  • Booking catering with Campus Operations through your event manager
  • Selecting a menu with at least 50% vegan options
  • Ordering an appropriate amount of food, taking expected drop-out into account (drop-out rates for public, free events at Imperial are between 40–60%)
  • Confirming catering requirements with attendees for all-day events
  • Providing culturally inclusive food and beverage options
  • Where disposable items must be used, opt for recycled or biodegradable packaging and utensils, and avoid single-use plastics
  • Encouraging your attendees to bring reusable coffee cups or water bottles

Reduce waste and make the most of existing resources

Consider how you can reduce waste during the planning and delivery of your event.

Event materials

Before ordering new materials, consider if merchandise is required or whether existing items could be used. Avoid ordering single-use items. Instead, identify items that could be used for multiple events or activities. Some suppliers, such as Seacourt, operate a take-back scheme which means they will take back and recycle items they produce when they are no longer able to be used. 

If you do need event materials or merchandise:

  • Make sure they are future-proof, try to avoid event-specific details if possible
  • Borrow items from other teams: ask the Imperial Events Network or find out how to access existing branded assets on Running an event


Printing and communications

Make best use of digital channels and only print materials that you must.

If you do need to print:

  • Print double-sided
  • Use sustainable paper stock
  • If you need name badges, print onto recyclable paper and use covers that can be collected and reused at the end of your event

Delivering your event

Encourage your guests and speakers to be as sustainable as possible, make recycling areas clear, collect badges or other collateral for recycling, and let them know about access to campus hydration stations.

Before the event, include information about public transport, cycling or walking routes in your joining instructions. A template for joining instructions is available on the Running an event webpage. 

Using energy

  • Switch off equipment when not being used
  • Think responsibly about lighting and temperature
  • Reduce the digital footprint of your event and only collect the information you will use
  • Choose a venue that is the right size for your event

After your event

Where you can, collect event feedback electronically rather than using paper forms. Use the Sustainable Events Checklist to assess your success and identify opportunities for your next event.