Sustainable Event Planning

Whether you need to send out invitations, provide information during your event, or request feedback post-event, utilize electronic forms of communication as much as possible to keep your event sustainable. One of the biggest forms of waste during an event involves the unnecessary printing of fliers and informational packets that are immediately disposed of once the event concludes. Have a plan to disseminate the information via social media, email, or other form of electronic communication. 

This allows for: 

• Immediate delivery of information 
• Streamlined channel for updating event attendees
• Easier Data Collection and analyzation post event 

If you decide tangible material is a necessity during the event (such as posters, wayfinding materials, etc), aim to print on sturdy materials other than paper, that can be further utilized for future events. Avoid printing specific information that only pertains to one event, such as dates, locations, and descriptions.

Suggested Vendors: 

• Digital

  • Punchbowl (Online) - Send customizable digital invitations and track RSVP responses in real time [FREE Resource]

• Print

  • Copy Factory (Palo Alto) - Posters, fliers, invitations & more 

  • Pip (Palo Alto) - Posters, fliers, invitations & more (Approved on Oracle Supplier Query)

The most important step to sustainable food preparation is having an accurate headcount. Certain foods are not compostable so knowing how many attendees you will have will help further reduce waste that ends up in the landfill. Another way to combat this is to search for vegan and vegetarian options, which can be composted after the event if you are unable to give the food away (*see below). 

Opt for bulk purchases of prepackaged foods to minimize unnecessary packaging waste. Steer clear of boxed lunches with individual meal packaging and opt for buffet-style foods like sandwiches, wraps, and pizza, which eliminate the need for disposable utensils. When utensils are necessary, choose plant-based options that can be composted easily. This way, you're reducing waste at every step.

Suggest Vendors: Food

• Stanford Catering - Large variety of menu items, including vegan and vegetarian options. Special Holiday menus. 
• Wildseed Sf(Palo Alto) - 100% Plant-Based Catering
• Redwood Catering - Large variety of menu items with special holiday additions. Vegan and Vegetarian options available. 
• Costco - Bulk food purchases at lower costs and limited packaging. Also a good resource for purchasing compostable dishware and cutlery. 

Suggested Vendors: Serving and Utensils 

• Amazon

EXCESS FOOD: 

Especially when an accurate headcount is hard to achieve, have a plan to donate any excess foods post-event to avoid unnecessary waste. 

• Stanford Food Recovery Form - Will pack and distribute excess food from your event for you (Must submit a week in advance)
• Free food Listserv: food4students@lists.stanford.edu -
  • Offer your leftovers to hungry students and affiliates of Stanford
  • Make sure to add a description of the food and it’s location

Gifts and favors can add a special touch to an event, but they often end up contributing to landfill waste. Think of the number of branded water bottles you have been given at various events that have all just ended up in your cupboard, waiting to be thrown out. When choosing giveaways, prioritize quality over quantity to ensure the items don’t quickly end up in a landfill. Opt for sustainable options with a long lifespan, such as reusable shopping bags and products made from bamboo. Consider giving away items such as utensil sets, coasters, or other similar items. Apparel made from recycled materials and eco-friendly office supplies like USB drives are also a great choice. By selecting these sustainable giveaways, you can ensure there is limited impact to the environment, even after the event has concluded.

Suggested Vendors:

• Kotis Design - Drinkware, bags, blankets, wearables
• Custom Ink (Sustainable Collection) - Wearables, office supplies, drinkware, blankets, tech accessories, bags

**Both Approved on Oracle Supplier Query**

When planning for decorating the venue of your event, aim for decor that can be reused many times, especially those made from sustainable materials. Even when the decor is specific to one particular annual event, buying reusable materials helps avoid unnecessary waste to landfill and helps your organization save. Avoid anything that might leave behind debris such as confetti or glitter, as these are tremendously difficult to clean up and have serious consequences for the environment. As mentioned on the communications page, have an understanding of the infrastructure available to you within the venue of your choice and look for opportunities to decorate digitally, instead of discarding tangible materials afterwards.

Suggested Alternatives

• Centerpieces - Potted succulents or other plants that can be taken home by guests attending you event.
• Pompoms - An excellent alternative to balloons that can likely be used more than once.
• Garland - A great alternative to streamers that can be reused for numerous events. 
• Food as decor - Food is a great way to fill a space while reinforcing the season that your event is taking place in. Depending on what you choose, attendees can also be invited to take these food items home with them, so nothing goes to waste.
  • Examples: 
    • Citrus in vases or scattered on tables in the summer 
    • Pumpkins and gourds in the fall

Facilities around campus are often not equipped to take on the additional waste that is generated from an event. For this reason, it is important to take the steps to make sure extra waste bins are available to handle the volume of discarded materials post-event. This can be accomplished by ordering additional bins through PSSI. 

Trio Bins from PSSI

• Requires a PTA and proper lead time to make sure the bins are available.

As illustrated in the graphic, PSSI offers bins in three that are clearly labeled, making it easier for your guests to properly dispose of compost, recyclable materials, and waste. 

Sustainable Event Challenge: If your event is truly sustainable, the trash or “Landfill” bin should contain little to no trash at the conclusion of the event.