Sustainability has become an increasingly important part of planning festivals, conferences, exhibitions, weddings, corporate functions and public events. Organisers are looking more closely at the resources an event uses, the waste it produces and the practical changes that can reduce its environmental impact.
That does not mean every event needs to be completely waste-free or built around ambitious environmental targets. Some of the most useful improvements come from straightforward planning decisions, such as hiring equipment instead of purchasing it for temporary use, reducing unnecessary printing, planning catering quantities more accurately and making recycling easier for guests.
A sustainable event should still work properly. Guests need somewhere comfortable to sit, caterers need suitable facilities, exhibitors need functioning stands and event teams need enough equipment to deliver the event safely and efficiently. Sustainability is about meeting those requirements while reducing unnecessary consumption and waste wherever practical.
What Is A Sustainable Event?
A sustainable event is planned and delivered to reduce unnecessary environmental impact. This can involve decisions surrounding the venue, transport, catering, furniture, energy, temporary materials, decorations, waste and the suppliers used to deliver the event.
The important distinction is that sustainability starts during planning. Adding a few recycling bins once everything has been ordered does little to address the resources already committed to the event.
Instead, organisers can look at each stage and ask whether something needs to be purchased, whether it could be hired or reused, whether quantities can be calculated more accurately and where waste could be avoided altogether.
The approach can be applied to almost any type or size of event. A couple arranging a wedding may make very different decisions from the team organising a major festival, but both can reduce unnecessary materials and make better use of reusable resources.
Start With The Venue
The venue can influence many of the environmental decisions that follow, so its facilities are worth examining before contracts and suppliers are finalised.
For an indoor event, consider existing lighting, heating, furniture, catering facilities, and waste arrangements. Good public transport connections can also make it easier for guests and staff to arrive without relying entirely on individual car journeys.
Useful questions to raise with the venue include its arrangements for recycling and food waste, whether drinking water refill points are available and which temporary materials can be processed through its existing waste contractor.
Outdoor events bring a different set of requirements. Temporary power, ground protection, toilets, catering areas, water supplies and additional event infrastructure may all be required. Planning these requirements together can prevent duplication and help suppliers work more efficiently on site.
Location also matters. A venue that is convenient for the expected audience, staff and suppliers may reduce unnecessary travel before, during and after the event.
Hire Event Furniture Rather Than Buying It
Events are temporary, yet they can require substantial quantities of furniture for a relatively short period.
A conference might need hundreds of chairs for a day. A festival could require thousands of tables and chairs across several areas. A wedding may need extra furniture for one weekend. Purchasing those items raises the additional question of how to store, sell, or dispose of them afterwards.
Furniture hire provides a practical alternative because the same stock can be used repeatedly across different events.
BE Event Hire supplies furniture for events throughout the UK, ranging from smaller private functions to major festivals, exhibitions and public events. Our hire stock includes more than 10,000 tables and 30,000 chairs.
For example, traditional trestle tables for hire can be used for dining, catering, registration areas, exhibitions, backstage facilities, merchandise stalls and numerous other event requirements. Once one event has finished, the tables can be collected and prepared for their next hire.
The same principle applies to event chair hire. Organisers gain access to the quantities required without purchasing thousands of temporary seats.
Hiring will not make an event sustainable on its own, but using existing reusable stock rather than purchasing furniture specifically for a short-term requirement can be a sensible part of a wider sustainability plan.
Order Sensible Furniture Quantities
Hiring reusable furniture is only part of the equation. Ordering quantities that reflect the actual event requirements also matters.
Guest numbers are an obvious starting point, but furniture calculations often need to go further.
A conference, for example, may have 1,000 attendees without needing 1,000 chairs in every individual area. Some delegates may be in the main auditorium while others attend breakout sessions, visit exhibitors or use catering areas.
Likewise, a festival might require seating across hospitality areas, catering zones, backstage facilities and public spaces at different points during the day.
A good floor plan can help establish where tables and chairs are genuinely required. It can also identify whether furniture can serve different purposes at different points in the event.
Our event furniture hire process and FAQs provides further information for organisers planning their furniture requirements, including delivery, collection and hire periods.
There should still be an appropriate contingency plan in place where the event requires it. Sustainable planning is not about ordering so tightly that operational problems are created. It is about avoiding unnecessary excess while ensuring the event has everything it needs.
Reduce Single Use Materials
Single-use materials can accumulate remarkably quickly at an event, particularly where thousands of guests are involved.
Cups, bottles, cutlery, plates, napkins, programmes, wristbands, signs, decorations and packaging can all contribute to the waste generated during a single day.
The first question should be whether the disposable item is necessary at all.
Reusable glasses, crockery and cutlery may be suitable for some venues and catering operations. Water dispensers and refill stations can reduce reliance on individual plastic bottles. Reusable signs can replace event-specific boards that are discarded after a single use.
Where disposable products are necessary, check the waste arrangements before choosing materials.
A product being described as biodegradable or compostable does not necessarily mean the venue can process it through its existing waste stream. If it ends up in general waste due to a lack of suitable collection and processing arrangements, the intended environmental benefit may be lost.
Speak to the venue and waste contractor before ordering substantial quantities of disposable catering products.
Plan Catering Quantities
Food is another area where good planning can make a considerable difference.
Caterers need enough food to serve the expected number of guests, but substantial overordering can leave large quantities unused at the end of an event.
Accurate attendance numbers help caterers plan more effectively. For ticketed events, final ticket sales and expected attendance can be shared with catering teams as the event approaches. Weddings and corporate functions can use confirmed RSVPs and dietary information to refine numbers.
Menu choices can also provide opportunities to reduce impact. Plant-based dishes can sit alongside other options, while seasonal produce and suppliers closer to the venue may be appropriate depending on the event and catering requirements.
Individual packaging should also be reviewed. Some events genuinely require individually packaged food for operational reasons, but others may use serving stations or bulk catering instead.
Water is another straightforward area to examine. Jugs, dispensers and refill stations can reduce the number of individual bottles required, provided suitable drinking water facilities are available.
Make Plans For Surplus Food
Even with careful catering calculations, some surplus food may remain.
Organisers should discuss this possibility with the caterer before the event rather than trying to find a solution during breakdown.
Food safety requirements, storage conditions and the type of food involved will affect whether surplus items can be redistributed. Where suitable arrangements are available, caterers may already have processes for handling safe, unused food.
The important point is to have the conversation in advance.
A clear plan for leftovers is much more effective than ending the evening with trays of unused food and no suitable arrangements in place.
Create A Waste System
Recycling bins only work if people can understand them and the waste is actually separated correctly.
Before designing recycling stations, establish which materials the venue or waste contractor accepts. You can then create waste points that correspond with those collections.
Clear labelling helps guests put materials into the correct containers. For a larger festival, exhibition, or public event, signage may need to be visible from a distance, and waste stations positioned throughout the site rather than concentrated in one area.
Food traders and caterers may require separate arrangements because the waste they generate can differ substantially from that of general visitors.
Backstage and production areas should not be forgotten either. Cardboard packaging, protective materials, cable ties and other temporary materials can accumulate during the build even before the public arrives.
For sizeable events, waste should be part of the operational plan, with responsibilities agreed among the organiser, venue, contractors, and cleaning teams.
Reduce Unnecessary Printing
Event organisers once relied heavily on printed tickets, programmes, schedules, maps and registration documents. Digital alternatives now provide more opportunities to reduce those quantities.
Electronic tickets can replace printed tickets for many events, while programmes and schedules can be provided through event websites, apps or QR codes.
However, removing every piece of print is not necessarily practical.
Directional signage needs to be immediately visible. Some visitors prefer printed information, and certain events need physical documentation for operational or accessibility reasons.
The objective should therefore be to remove unnecessary printing rather than print nothing.
Where physical signs are required, think about whether they can be designed for repeated use. A generic “Registration”, “Catering” or “Information” sign can potentially serve numerous events, whereas a board containing a specific date may become redundant as soon as the event closes.
Choose Decorations That Can Be Reused
Decorations can transform an otherwise functional venue, but they can also generate considerable waste if everything is designed for one day.
Reusable decorations offer more flexibility. Fabric draping, lighting, vases, props, furniture and other decorative pieces can often be hired or retained for another occasion.
Where bespoke branding is required, separate reusable structures from event-specific graphics where possible. The supporting frame may then remain useful even if the printed panel needs to be replaced.
Weddings can take a similar approach. Centrepieces, candle holders, table decorations, and display furniture do not necessarily need to be purchased specifically for a single celebration.
Flowers require their own planning. Seasonal British flowers may be appropriate for some events, while potted plants can sometimes be reused afterwards. Floral arrangements can also be redistributed to guests, businesses, or suitable organisations rather than being discarded immediately.
Discuss the available options with the florist during the design stage.
Make Guest Travel Easier
Transport can represent a substantial part of an event’s overall impact, particularly if thousands of people travel individually to the same destination.
Organisers cannot dictate every guest’s journey, but they can make alternatives easier to understand.
Include nearby railway stations, bus services and walking routes within the event information. Where a venue is some distance from major transport connections, shuttle buses or coaches may be suitable for certain events.
Cycling facilities can also be highlighted where appropriate.
Car sharing may be useful for staff, exhibitors and guests travelling from similar areas. Rather than simply telling everybody to car share, organisers can provide practical information about parking arrangements and any facilities available for shared journeys.
Transport planning should include both suppliers and visitors. Coordinating access times and deliveries can help prevent vehicles from arriving unnecessarily or making repeated journeys due to poorly organised unloading arrangements.
Use Energy Efficient Lighting
Lighting is essential for everything from exhibitions and conferences to weddings and evening festivals, but modern lighting equipment can deliver substantial illumination without the energy demands of older technologies.
LED lighting is now widely used throughout the events industry and can serve practical, decorative and production purposes.
Energy planning should go beyond the type of bulb, however.
Lighting and equipment should not remain running unnecessarily outside operational hours. Event teams can also examine which areas genuinely require continuous lighting and which can be switched off once guests have left.
Outdoor events that use temporary power should plan their power requirements carefully. Generators and other power systems need to be appropriately sized for the equipment they are supporting.
Working with an experienced event power supplier can help establish realistic requirements rather than simply arranging more capacity than the site is likely to need.
Work With Suppliers From The Start
A sustainable event is much easier to plan if suppliers are involved early.
Talk to the venue, caterer, production company, florist, furniture hire company, waste contractor and other suppliers about the event requirements before final quantities and specifications are agreed.
Different suppliers may be able to identify opportunities that are not immediately obvious to the organiser.
A caterer may suggest a different serving format that reduces packaging. A production company may already own reusable structures suitable for the event. A furniture hire company can help calculate suitable quantities based on the planned layout.
Early conversations can also identify conflicts. There is little benefit in purchasing compostable catering products if the venue’s waste contractor cannot process them.
Procurement decisions made several months before the event can determine much of the waste generated on the day of the event.
Include Build Up And Breakdown
Sustainable event planning should cover the period before the doors open and after the final guest leaves.
Event build-up can generate packaging, protective materials, and offcuts. At the same time, breakdown is the point at which reusable materials are most at risk of being thrown away simply because a venue needs to be cleared.
Give suppliers enough information about access, unloading and collection arrangements. Clearly identify hired equipment so it does not become mixed with waste or another contractor’s stock.
Reusable signs, decorations and production materials should have an agreed destination after the event. Furniture and hired equipment should be grouped or stacked according to the supplier’s collection arrangements where required.
The pressure to clear a venue quickly should not result in the discarding of useful materials.
BE Event Hire regularly works on events where delivery, installation requirements and collection need to fit around tight venue schedules. Careful planning makes the entire process easier for organisers and suppliers.
Protect Outdoor Event Sites
Festivals, shows, sporting events and other outdoor occasions bring sustainability considerations that indoor venues do not face.
Thousands of visitors, temporary structures, vehicles and equipment can place considerable pressure on a site.
Organisers should plan vehicle routes, pedestrian areas, waste points, and temporary infrastructure with the site’s condition in mind. Suitable ground protection may be required for heavily trafficked areas or vehicle access.
Weather needs to be factored into the plan as well. Wet ground can quickly change access requirements, particularly during build-up and breakdown when delivery vehicles need to reach different parts of the site.
Protecting the venue is part of responsible event management, especially when parks, fields, historic grounds, or other sensitive locations are used temporarily.
Communicate With Guests Clearly
Guests can support an event’s sustainability plans, but instructions need to be simple and practical.
Rather than overwhelming visitors with environmental messaging, give them useful information at the points where decisions are made.
Recycling stations should show which bin to use. Water refill locations should be clearly marked. Public transport information should be provided before guests travel. Reusable cup schemes need straightforward instructions for collection and return.
If an event has introduced particular sustainability measures, they can also be communicated through the website, programme or event signage.
The aim is to make the more sustainable choice convenient rather than expecting every guest to work it out independently.
Measure Useful Results
Organisers planning recurring events can use each year to improve the next.
Useful information might include the amount of general waste and recycling collected, unused catering quantities, attendance figures, furniture requirements and the number of temporary materials purchased.
The data does not need to become an enormous reporting exercise.
Even basic records can reveal opportunities. If hundreds of printed programmes remain unused every year, quantities can be reduced. If a particular seating area consistently has significant unused capacity, furniture requirements can be adjusted. If recycling stations in a particular location become contaminated, signage or their positioning can be changed.
Sustainable event planning is more effective when the experience informs decisions of previous events.
Keep Environmental Claims Realistic
Sustainability is increasingly used in event marketing, but organisers should be careful not to make broad environmental claims they cannot substantiate.
Terms such as “zero impact”, “completely sustainable” or “100% green” are difficult to justify for an event involving travel, energy, catering, temporary infrastructure and numerous suppliers.
Specific information is more useful.
An organiser can explain that reusable furniture has been hired rather than purchased, that water refill stations are available, that public transport information has been provided or that waste is being separated into defined streams.
These are tangible measures that guests, clients and stakeholders can understand.
Sustainability does not need exaggerated claims. Practical improvements across several areas of an event can collectively make a meaningful difference.
Sustainable Event Furniture Hire From BE Event Hire
Furniture is a necessity for most events, but it does not need to be purchased specifically for a temporary requirement.
BE Event Hire supplies reusable tables, chairs and other event furniture throughout the UK for festivals, conferences, exhibitions, weddings, corporate functions, sporting occasions and public events.
Our stock includes more than 10,000 tables and 30,000 chairs, allowing us to support everything from smaller private occasions that require a few extra seats to major events that require substantial quantities of furniture.
Traditional furniture remains particularly versatile. Our trestle table hire guide looks at the different ways these tables can be used across events, while our guide to choosing event chairs covers seating options for different settings.
Hiring also means that once your event has finished, collection can be part of the breakdown schedule, and the furniture returns to our hire stock, ready for future use.
Sustainable event planning does not depend on one dramatic change. It comes from making sensible decisions across the venue, catering, transport, furniture, materials, energy and waste. Plan those requirements early, and it is possible to reduce unnecessary consumption while still delivering a comfortable, practical and successful event.
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