The production of events (lectures, concerts, performances, exhibitions, conferences, etc.) is an area where pro-environmental practices can be implemented at many levels. It is crucial to make conscious decisions at the planning stage and to think holistically: both about our direct actions and the artists, companies, service providers, etc. we work with.
STEP 1
The goal is to reduce emissions resulting from, among other things, the format of the event, transport, accommodation, purchases, catering or promotion. Although sustainable production may seem difficult, it primarily concerns changing habits and building pro-environmental awareness. Begin with areas you have direct influence on and gradually implement other changes.
In-person or online?
The choice of either a live or online event is important. In-person events have a negative impact on the environment mainly through the transportation of participants, energy consumption (e.g. lighting, sound systems, air conditioning), production of materials, and catering. Online events eliminate many of these elements, but they are not completely climate neutral – here, the main source of emissions is digital infrastructure: data transfer, server operation, and electricity consumption.
Online events, especially those targeted at a larger audience, are usually more environmentally-friendly – they can generate up to 98 percent less CO₂ emissions, without generating waste. Nevertheless, face-to-face meetings offer value that cannot be fully replaced in the digital space, such as direct contact, networking and shared experiences. When faced with the dilemma: in-person or online – take the pros and cons of both formats into account, and also consider introducing hybrid solutions which can combine environmental concerns and social needs.
> Read a report comparing the impact of various scales of online and in-person events: Your Virtual Event’s Environmental Footprint, Source: The University of Michigan.
Sustainable digital events
If you decide to hold a digital event, make sure to reduce its negative impact on the climate. During online conferences, over 60% of emissions come from data transmission, so choose service providers with ‘green hosting’. Encourage event participants to take eco-friendly actions: turn off cameras when they are not needed (this reduces emissions by up to 96%), use SD resolution instead of HD, and ask speakers to compress files before sharing them. Instead of streaming a live event (concert, performance, etc.), consider recording it and making it available to the public for download or offline viewing. (see: ICT)
> Analyse the environmental arguments for turning off cameras during meetings and compare them with social arguments. Consider which solutions are appropriate for your event: Turn off that camera during virtual meetings, environmental study says, source: Science Daily; Cameras On During Meetings: The Pros and Cons, source: LinkedIn.
On-site events – the venue
If you are organising an event outside of your institution’s premises, choose a venue which supports environmental goals. Look for venues with green certifications such as LEED or BREEAM, which confirm compliance with energy efficiency and resource management standards. In Poland, certified buildings are mainly found in big cities and are usually modern conference or commercial facilities. If the options available to you are not certified, pay attention to environmentally friendly practices, e.g. waste management, water and energy conservation, renewable energy use or easy access to public transport. (see: BUILDING)
Sustainable transport
When we organise an on-site event, invited guests and the audience have to commute to the venue. Equipment, catering and other necessary materials all have to be delivered. Greenhouse gases emitted by transportation contribute considerably to environmental pollution. It is estimated that transport accounts for approximately 80 percent of harmful emissions at big events.
When organising an event, minimise flights. If flying is necessary, choose direct connections – take-offs and landings generate the most emissions. For both domestic routes and those bordering the country, choose public transport, preferably by train or, if not, by bus. Encourage participants to give up travelling in their private cars – individual road transport generates over 60% of CO₂ emissions in the transport sector in Europe. Offer support for carpooling. For local events, promote public transport, cycling or walking. Provide bicycle racks and shelters at your institution. Use local suppliers (equipment, scenery, food, etc.) and order services in such a way as to avoid unnecessary travel. (see: TRANSPORT)
> Encourage your audience to use green transport. See: Getting to Glastonbury – Cut Your Carbon, Travel Green, source: Glastonbury Festival of Contemporary Performing Arts.
Green accommodation
Select accommodation for guests close to the event venue. Encourage them to use public transport, bicycles or walk – give them clear directions on how to get there. Check the venue’s environmental policy. An increasing number of hotels are reducing water and energy consumption, eliminating single-use packaging, using eco-friendly cleaning products, working with local suppliers and preventing food waste. Avoid venues that use green marketing without backing it up with action. Remember that accessibility is an important part of responsible event production – the venue should be friendly to people with different needs, including those with disabilities.
3Rs for materials and resources
The average person generates several times more waste per year than they weigh. Despite an increase in recycling rates, much waste still ends up in landfills or incinerators. Plastics are particularly harmful, as they are still not recycled sufficiently. Therefore, start event production with responsible planning and waste reduction. The zero-waste philosophy and its key principle – 3Rs: reduce, reuse, recycle – can help you with this. (see: PRODUCTION: MATERIALS)
Reduce. There are endless possibilities for reducing resource use in event production. First and foremost, do not purchase or produce anything that is unnecessary. To reduce the need for printing and paper consumption, use an application that allows you to communicate with participants, access materials, and obtain feedback. Instead of buying new equipment, decorations, or furniture for an event, use your internal ‘materials bank’ or borrow them from a cooperative or another institution (resource sharing). Do not order more catering than you need, and if there is food left over after the event, make sure it does not go to waste. If you are bringing in a guest from afar, inform other cultural institutions and work together to build a programme for their stay and appearance(s).
Reuse. Choose reusable materials — ID badges, decorations which can be reused. Turn old banners into promotional gadgets, use paper printed on one side as scrap paper. Encourage the artists you work with to use existing resources first, and only then buy and produce new materials. Pass on unnecessary items that are still usable (e.g. at garage sales or neighbourhood exchanges) so that others can benefit from them.
Recycle: When purchasing materials, choose recyclable ones. Raw materials can be recovered from sorted waste and used to manufacture new products.
The 3R principle is often expanded with additional Rs: refuse – e.g. disposable gadgets, excessive packaging, advertising leaflets; refill – bring your own water bottle/thermos, refill it at a public water/coffee dispenser; repair – do not throw away (recycle equipment); rot – compost (dispose of green waste in a container with organic fertiliser).
> See an example of reducing resource consumption in theatre production: Making Feral Monster Sustainable, source: TEAM, Welcome to the National Theatre Green Store, source: National Theatre.
> Read about different ideas for recycling exhibition materials: Using the Resources at Hand, source: Sustainable Curating.
> Although the European Union is gradually introducing directives aimed at increasing the reparability of products, many grassroots initiatives have been actively promoting the principle of ‘repair’ for years, e.g. the Right to Repair coalition.
Problematic plastic
The European Union has a Single-Use Plastics (SUP) Directive in place, which prohibits the sale of single-use plastic products such as cutlery, plates, straws, stirrers and polystyrene food containers. Further regulations are being introduced, including a deposit system for PET bottles and cans and the so-called packaging regulation (PPWR), which aims to promote returnable and reusable packaging, thus increasing recycling rates. Please note that these regulations do not cover many other types of plastic which are still commonly used at events to make e.g. promotional gadgets or stage props.
Contrary to popular belief, not all plastics are recyclable. Of the seven main types of plastics, only some can be effectively recycled – and only if the local collection system and recycling technology allow it. In Poland, the actual level of plastic recycling is still low, and plastic waste pollutes the environment on a large scale. Therefore, instead of looking for ‘less harmful’ plastic, it is better to reduce its use altogether. Choose reusable, compostable or renewable materials.
When organising events, eliminate single-use plastics. Instead of plastic bags, use recycled paper bags or reusable bags. Avoid laminating printed materials and plastic wristbands or ID badges – choose paper, textile or electronic solutions instead. In visual communication, avoid PVC banners – choose reusable media and use a wipeable information board. Ensure that contracts with catering, technical and promotional partners include provisions prohibiting single-use plastic products (e.g. no stretch film for deliveries, no plastic bottles for water, no single-use plastic promotional items) (see: PRODUCTION: MATERIALS)
> An example of reducing plastic and introducing recycling: Fighting plastic and recycling, source: Open’er Festival.
> Read a sample guide on eliminating plastic in event production: Guide to Plastic Free Festivals & Events, source: My Waste.
Waste management
During the event, provide an appropriate number of bins and ensure that they are clearly labelled (organic, glass, paper, plastics, mixed). Display instructions to facilitate sorting, preferably in the form of pictograms or examples. For larger events, consider involving eco-education specialists who will help with proper waste sorting. Please note that the obligation to sort waste also applies to subcontractors – provide them with clear guidelines.
> Sample instruction for waste sorting: How to sort waste, source: Na nowo śmieci.
> In order to make informed decisions about purchasing various products in terms of their composition and recyclability, check what the eco-labels on packaging mean: Useful eco symbols. An expanded resource can be found here: Eco symbols, source: Ekologia.pl.
> Check out this example of a sustainable waste management strategy for large events: Sustainable Materials and Waste Management Toolkit, source: Vision for Sustainable Events.
Ecological catering
Local and healthy products. Make sure that ecological food produced with respect for nature is served during your event. Choose local produce – not only for fresh seasonal products, but to limit transportation emissions and support the local economy. Avoid highly processed foodstuffs (e.g. carbonated drinks, rice cakes, packed biscuits) – they have low nutritional value and their production uses up disproportionate energy. Also, ensure that tea, coffee, and sugar are Fair Trade or Rainforest Alliance certified, which guarantees ethical cultivation.
Minimising animal and animal-derived products. What we eat and how our food is produced is important to both our health and the climate. Factory farming is one of the main causes of environmental pollution. Therefore, when planning catering for your event, choose plant-based products and minimise those of animal origin. Plant-based cuisine is the most inclusive choice when organising events – it avoids excluding people for ethical, health or cultural reasons.
> Read more: How to save the climate? Replace meat and milk in your diet with plant-based alternatives, scientists advise, source: National Geographic.
> Check out the climate impact calculator for your diet: Check out the carbon footprint of your diet!, source: Biomasa.
Preferences of participants. Plan your catering to meet the dietary preferences of the participants (fully vegan diet, allergies, food intolerances). Ensure labelling clearly shows ingredients.
Water. Promote tap water. In Polish cities, you can drink tap water without boiling – according to EU norms, tap water is filtered multiple times. In some places, the condition of the water supply system (e.g. old pipes) may adversely affect water quality, in which case filters should be used. Encourage event participants to bring reusable bottles and ensure easy access to water. Also, make sure that reusable bottles are available for purchase on the spot.
Catering waste. Use reusable crockery and cutlery. If you have to use disposable dishes – choose certified compostable ones (e.g. made from plant pulp, sugar cane or corn starch). As a second option, choose biodegradable tableware made from paper, wood or bran. Remember: compostable tableware decomposes under industrial composting conditions and can be disposed of in a bio-waste bin. Biodegradable tableware, on the other hand, although less harmful than plastic, often does not meet the requirements for selective collection and usually ends up in mixed waste. We must not let food go to waste. Leftover food after an event can be distributed among participants or donated to a food bank.
>Find out more: Biodegradable or compostable – what’s the difference?, source: Biokurier.pl.
> Read what to look out for to avoid food waste: Let’s Save the Food, source: Save the Food.
> Check out the map of food sharing points in your city, here is an example from Warsaw: Food sharing points, source: Warszawa19115.pl.
Communication and promotion
3Rs for promotion. When planning the promotion of your event, apply the 3Rs principle: reduce, reuse, recycle. Reduce print production whenever possible, but be mindful of the needs of various groups of recipients, including those who are digitally excluded. Make the event programme available in limited quantities in paper form, but primarily online (QR codes, e-mail). Print on both sides, on FSC-certified or recycled paper, avoiding varnishes and laminates. Refrain from distributing promotional items – and if they are necessary, choose functional, durable items made from biodegradable or recycled materials. Where possible, use the resources you already have. When designing banners or posters, make sure you can use them in the future – for example, by omitting dates or leaving a blank space to fill them in later. The same applies to ID badges and other small items – design them so that they can be reused for future events. (see: COMMUNICATION AND PROMOTION)
Communicate your environmental actions and engage the public. Transparent communication of pro-environmental actions builds trust and increases public awareness. From the initial promotion – on the event website and in social media – let everyone know about the environmental solutions, such as reducing printing, choosing local suppliers or a returnable cup system. Encourage green transport, publish maps showing how to get around by public transport or bicycle, and offer discounts or special benefits for choosing this type of transport. Reinforce the message by offering accompanying activities, such as practical zero-waste workshops, nature walks, or joint clean-up activities after the event. Share these initiatives on social media to engage your audience.
Malta Festival in Poznań introduced ‘green zones’ with educational workshops promoting environmental awareness: Enter the green energy zone, source: Malta Festival.
Caring for the neighbourhood
Ensure that the event does not negatively impact local residents or the natural environment. When organising an open-air concert, film screening or theatre performance, make sure noise levels are kept within acceptable limits and quiet hours are observed. Limit intense lighting after dark to reduce light pollution harmful to people and animals. Ensure that assembly and disassembly does not disrupt the local community. Announce the event in advance, invite the audience to participate and co-create future initiatives. If you use green spaces, choose solutions which will not harm plants, soil or animals. Responsibility for the environment also extends to the time after the event – make sure the site is restored to its original condition.
Employee well-being
Event production often involves tight schedules, changing conditions and working under pressure. The cultural sector is particularly vulnerable to exploitation and self-exploitation, so remember to take care of yourself. At the planning stage, agree on a realistic scope of activities with your team, taking into account the available resources and time. Respond to difficulties together: share responsibility, discuss needs, introduce regenerative practices (e.g. task rotation, meeting-free days). Pay attention to signs of overload – both your own and those of others in the team. A work culture based on mutual respect, empathy and shared responsibility is an important element of production ecology.
Social inclusion
Pay attention to the comfort and well-being of participants, taking into account their diverse needs. Ensure that the event is accessible in terms of architecture, language, sensory experience and neurodiversity, so that people with disabilities, hypersensitivity to stimuli or cognitive difficulties can participate. Provide access to drinking water, space for rest and relaxation – this is especially important for longer events. Remember to include the appropriate number and length of breaks, adjusted to the pace of the event. Avoid solutions which may lead to sensory overload, such as excessive noise, intense light or overcrowding.
STEP 2
In this step, it may be worth extending the solutions associated with ecological catering. If you work at a cultural institution making this a regular practice, rather than a one-off choice by an event organiser, may require a longer process. At this stage, it is worth collecting data which will allow you to calculate the carbon footprint of your event, so that future initiatives can be planned with greater awareness.
Giving up animal and animal-derived products in catering
As pointed out by Greenpeace, for the benefit of humans and the planet, it is crucial to reduce meat and dairy consumption by half by 2050. Meat and animal-derived products have considerable impact on the environment – greenhouse gases emitted by cattle farming are comparable to the emissions of global transport. In response to these challenges, the European Union, in its ‘Farm to Fork’ strategy, promotes a plant-based diet as part of the Green Deal and the pursuit of climate neutrality.
Cultural institutions should take a systematic approach to eco-friendly catering. Eliminating animal and animal-derived products, i.e. switching to plant-based catering at public events, should be part of the strategy of the entire organisation and become the norm for external partners as well. In order to regulate these rules, they should be included in tenders and contracts. (see: ECO-ETHICS OF COOPERATION)
> Read: Deadly for the planet. How factory farming affects the Earth, source: Viva!
> Research shows that people are more likely to choose products labelled as ‘plant-based’ rather than ‘vegan’, even though in practice there is no difference between them. Read more: ‘Global warming’, ‘climate crisis’ or perhaps ‘climate change’? Research shows which terms are more effective, source: Proto.
Carbon footprint of events
Every event has a specific carbon footprint, i.e. the total greenhouse gas emissions generated at all stages of its preparation and implementation. Therefore, it is worth taking into account the goals related to minimising the impact on the climate in the initial planning stages, contracts with subcontractors, and communication with partners and sponsoring organisations.
When organising an event, collect and document data on, among other things, energy and water consumption, material consumption (e.g. promotional materials, stage design, costumes), waste quantities, the type and number of journeys made by artists, employees and service providers, and finally the number of people attending the event and how they travelled. This will help you estimate the carbon footprint of the event and identify areas for improvement.
You can perform the calculations yourself, e.g. in a spreadsheet, or use carbon footprint calculators, many of which are available free of charge online. Thanks to the measurements taken, we can understand which areas of our activity have the greatest impact on greenhouse gas emissions and reduce them more effectively.
> Check out the available digital calculators and choose the one that best suits your needs. For example, Carbon Footprint Calculator allows you to calculate transport-related emissions – you need to specify the means of transport, the number of passengers and the distance travelled. Julie’s Bicycle has developed a special tool for the creative industry – Creative Climate Tools – which enables estimating the impact of entire events, including their production facilities, and monitoring the progress in reducing emissions. Gallery Climate Coalition has developed a calculator tailored to the needs of the visual arts sector and institutions involved in organising exhibitions.
> It is also worth checking out the online calculators for individual carbon footprints, which allow you to better understand the impact of our lifestyles on the environment. See for example Footprint Calculator, WWF Footprint.
> It is worth encouraging our audience to familiarise themselves with individual carbon footprint calculators available online. In this way, they can discover the carbon footprints of households or of certain lifestyles. Examples of calculators available in English: World Land Trust, Footprint Calculator, WWF footprint. Read more > ENVIRONMENTAL IMPACT
STEP 3
This is the time to evaluate and share the event report, as well as to offset the carbon footprint that could not be reduced earlier. At this stage, it is worth developing or updating green event guidelines for your organisation and preparing a customised eco-checklist that will become a helpful tool in planning future events.
Evaluation
After each event, get participant feedback. In addition to substantive and organisational issues, include questions about the environmental solutions used. Check which activities were noticed and received positively, and which ones need improvement. You can obtain feedback through online surveys, conversations and evaluation workshops. Remember to also collect data evaluating the event from the organisational team and partners – they have practical knowledge about the production processes.
Reporting
Include both quantitative and qualitative data in your event summary report. Collect information on waste generated, energy consumption, transport solutions used (e.g. number of participants using public transport or bicycles), as well as materials used and their reuse. Measure the effectiveness of your actions, e.g. the percentage of waste recycled or the level of plastic reduction. Also describe the decision-making process – include the dilemmas, compromises and alternatives which were considered. Such data will not only help to improve the planning of future events, but can also be a starting point for implementing broader, systemic changes in the institution. If possible, make the report publicly available – it will not only be proof of transparency, but also a valuable source of knowledge, good practice and inspiration for other event organisers.
> See examples of advanced reports from music festivals, along with descriptions of the methodology used: Impact, source: Roskilde Festival, Interactive Reporting Platform 2024, source: Shambala Festival.
> Based on the experience gained from the exhibition “Waste Age: What can design do?,” a guide was prepared for institutions planning sustainable exhibition production: Working to Make Change, source: Design Museum.
> German cultural institutions have carried out a pilot project to measure their carbon footprint based on the GHG (Greenhouse Gases) protocol – one of the standards for reporting greenhouse gas emissions. See: Carbon Footprinting in Cultural Institutions, source: Kulturstiftung des Bundes.
> Read the report showing, among other things, the emissions of specific areas of art and culture (p. 12): A Net Zero Roadmap for the Events Industry, source: Net Zero Carbon Events.
Carbon offsetting
The carbon footprint that could not be eliminated despite reduction measures can be compensated for by offsetting. This means supporting projects that reduce greenhouse gas emissions (restoring ecosystems, protecting forests from logging, developing renewable energy sources). It is crucial to use reliable, certified offset programmes (e.g. Gold Standard, Verra VCS or Plan Vivo). It is worth being aware that the concept of offsetting is often criticised today, and that offsets cannot replace emission reductions – they are only a supplement to them. Therefore, the best and simplest alternative may be to allocate a certain percentage of the event budget to support local environmental initiatives, such as urban tree planting or climate education.
> Read about the doubts surrounding offsetting and why it is important that offsetting is not treated as a solution ‘instead of’ emission reduction: ADE Green: Reflections on the Carbon Offsetting Panel, source: Julie’s Bicycle.
> An example of a local offsetting initiative: Local offsets, idea, objectives and results of the project, source: Carbon Footprint Foundation.
> For those seeking advanced knowledge about offset standards and regulations: Carbon Offset Guide.
Green events in my organisation – environmental standards
Write down the rules associated with the environmental aspects of event organisation at your institution. Create simple guidelines that will become an internal standard and ensure that the entire team knows and follows them. Share them with external partners and artists you work with so that you can implement the expected practices together. Include these rules in contracts and agreements – this is a concrete way to build responsible habits together. Use a shortened eco-checklist on a daily basis – a practical tool for planning and implementing green solutions in every initiative. (see: ECO-ETHICS OF COOPERATION)
> Use Culture for Climate’s eco-checklist or get inspired by similar tools available online, e.g. Sustainable Event Planning Checklist, source: Lehigh University, Green Rider, source: Julie’s Bicycle.
> Read how Documenta, one of the most important international contemporary art events, shapes the ecology of production: How Documenta is Redefining Sustainability in the Arts, source: Museum Next.
> Become inspired by other examples of cultural productions striving for climate neutrality: Zero: Climate-Neutral Artistic and Cultural Projects, source: Kulturstiftung des Bundes.
