Why an event planner’s job is climate work

Here are five ways planners can embrace the idea that “every job is a climate job” to design more sustainable activities and move the industry forward.

“No matter where we work,” says Jamie Alexander, “every job is a climate job.” With global warming having such widespread impacts, Project Drawdown, a science-based climate action nonprofit Alexander, founder of , firmly believes that everyone has a role to play in driving change. While we as an industry are making progress towards more sustainable event practices, how can planners play a climate-centric role to help further this goal?

1. Master waste management

In addition to providing recycling bins, planners need to:

• Learn about compostability— It’s great that plates and silverware are “compostable,” but what special facilities are required, and what is the correct way to collect these items?
• Decode recycling symbols 1-7 — Where to put 1 and 2? How clean do they need to be? Where did the 5s go? What are the local recycling rules?
• Balancing attendee experience with sustainable practices— Develop smart, audience-focused strategies for making decisions about signage, handouts, and giveaways.

2. Undertake a risk assessment

This includes:

• Site selection— We need to understand the vulnerability of sites and their propensity to weather events and consider these factors when finding sites and planning activities, especially outdoors.
• different audiences — Some departments and professions will be more concerned about their carbon footprint than others. For example, in the scientific community, potential registrants choose not to attend in-person events because of their environmental impact.
• Reputation risk— Planners should be prepared for greater scrutiny of the environmental practices of their activities and the potential for negative messaging surrounding activities that fall short of standards.

3. Browse carbon footprints and reports

Carbon accounting could become the new Strategic Meetings Management Plan (SMMP). We require a basic understanding of the terms and reports that may be required, including the following items:

• Emission range— Learn about Scope 1, 2 and 3 emissions and how they apply to events.
• Business requirements – The European Corporate Sustainability Reporting Directive (CSRD) is expected to affect 50,000 companies worldwide. There may be reporting requirements for the company hosting the event and its employees attending the event.
• Periodic review— Similar to regularly evaluating supplier best practices, planners may want to implement regular sustainability audits to stay ahead of industry standards.

4. Explain alternative transportation

We need to become more familiar with sustainable transportation options, including:

• Public transportation— Rather than just putting some information on a website, we had to figure out how to make public transportation a compelling option. Many attendees opt out out of fear, so providing clear and simple “how to” guidance is key.
• Safe walking routes— Planners need to consider participant comfort in weather conditions and consider options such as walking buddy systems for those who feel unsafe walking alone.

5. Educate stakeholders and lead change management

We need to be clear communicators on multiple levels and provide messages tailored to:

• Attendees—— Explain what sustainability initiatives are being implemented (e.g. vegan meals) and why, expecting our audience to have varying levels of commitment to sustainability.

• Sponsors, Speakers, Boards and Committees— Some decisions require explanation and justification, and we should use our stakeholders to support these initiatives and help others get on board.
• Leadership—— Just like during the pandemic, planners are in a strategic position and we have a responsibility to communicate about best practices, risks and opportunities.

Event planners always have more power than we think. By embracing the view that “every job is a climate job,” we can not only become leaders in sustainable activities but also help our audiences and organizations adapt.

Beth Surmont, CMP Fellow, FASAE, CAE, is vice president of event strategy and design at marketing, strategy and experience agency 360 Live Media.