Large conventions can generate staggering amounts of waste, especially when sustainability isn’t a priority. According to the U.S. Environmental Protection Agency, more than four pounds of waste are generated per person each day of the conference. Up to 60-80% of that waste goes directly to landfills if not managed properly, according to MeetGreen.

A Breakdown of Common Sources of Waste

To help solve the problem of reducing waste at conventions, it helps to examine what exactly that waste is and what’s happening to it. Here’s a breakdown:

Food and beverage: This includes leftover food, plastic cutlery and single-use containers, which are all major contributors to landfill waste.

Marketing materials: Flyers, brochures, giveaways and plastic swag that are unused are often discarded in trash bins by attendees rather than being sent to recycling, even if there are recycling containers onsite.

Booth construction: Temporary builds and signage are all typically thrown away after an event ends, rather than recycled again for later use.

Packaging: Shipping materials, boxes and bubble wrap are rarely reused and instead are thrown away.

The environmental impact of large-scale conventions goes beyond food, marketing materials and booth construction, however. The average in-person event produces 1700 lb. of CO₂ per attendee, largely due to air travel, according to MeetGreen. And on average, during events with more than 5,000 people, attendees can use over 100,000 gallons of water.

Many event planners, however, are implementing sustainability practices to help combat this issue.

For instance, Dreamforce, Salesforce’s annual tech conference, has an average of 170,000 attendees throughout the event. During its earlier years, it averaged around 450 tons of waste each year. Now, the company, through its Salesforce Sustainability Team, partners with local organizations to recover food and reduce waste material.

IMEX America, the largest trade show for the business industry, achieves zero waste to landfill by working with vendors and venues to recycle or donate more than 90% of materials used, such as signage and leftover food, according to the IMEX Group Sustainability Report.

John Bomier is the vice president of meetings and events for the Public Relations Society of America (PRSA), headquartered in New York. He says that one of PRSA’s most impactful sustainability initiatives has been transitioning from a 60-page printed program for their annual event, PRSA ICON, to a fully digital mobile web app. “This shift has eliminated approximately 200,000 printed pages and significantly reduced ink usage,” he says. “Beyond the environmental benefits, we’ve seen a notable increase in attendee engagement and networking through the app, making it a win-win for sustainability and the overall event experience.”

Bomier says that PRSA views sustainability and event impact as complementary, not competing, goals, and that technologies like mobile apps and digital signage not only reduce waste but also enhance the attendee experience. “While there’s occasionally some resistance to adopting new tools, the feedback from our members and attendees has been overwhelmingly positive,” he adds. “These innovations have helped us deliver more dynamic, interactive and environmentally responsible events.”

Like PRSA, the American Resort Development Association (ARDA) — a nonprofit, nonpartisan, Washington, D.C.-based trade association and governing body for the vacation ownership industry — has gone paperless with its agendas, attendee lists and ancillary meeting materials for its annual Spring conference.

Catherine Lacey, ARDA’s senior vice president, member experience and events, says that not only have they found that the attendees do not miss the hard copies they used to hand out, but that they are appreciative of the association’s efforts to be more sustainable. She says they also provide reusable water bottles for attendees and utilize filling stations rather than handing out bottled water. ARDA also plans food preparation in a sustainable way. “We partner with our vendors to look at food waste and take the amount of leftover food into consideration when ordering for future events,” Lacey says.

ARDA also practices something called circular design principles, which focuses on using products and systems that minimize waste and maximize resource utilization throughout their lifecycle. These principles emphasize designing products for durability, adaptability and ease of repair, reuse or recycling at the end of a product’s initial use with the goal for them to be in use for as long as possible, reducing reliance on new materials and minimizing environmental impact. She says, “ARDA does have several large 3D props that we re-use each year and are able to make unique by adding a new tagline or painting a new color for each event.”

While these are tried-and-true ways of making conventions more sustainable, many forward-thinking event planners are embracing what’s called “creative sustainability,” an approach that integrates environmentally responsible practices with bold, imaginative design.

Putting Creative Sustainability to Work

So, what does all of this mean when it comes to planning that next big event?

When it comes to catering, you can create seasonal menus using locally-sourced produce and meat and edible centerpieces. Use compostable containers, encourage the use of reusable drinkware and offer zero-waste cocktails. What about swag? Replace plastic giveaways with artisanal items like handmade soup, seed paper notebooks or custom tote bags made from recycled materials.

PRSA has embraced creative and sustainable alternatives when it comes to catering. “For example,” says Bomier, “where possible, we’ve replaced bottled water and soda with infused water and iced tea stations, which not only reduce single-use plastics, but also offer a more elevated, healthier and refreshing experience for attendees.”

Of course, where you host your event sets the tone for everything that follows.

Jody Paulson, CSEP, is the national chair for the International Live Events Association (ILEA) Canada. She says that selecting a sustainable venue is a critical component of sustainable event design and should be prioritized early in the venue sourcing process.

“It’s also essential to understand the venue’s limitations and sustainability practices,” she says. “For example, what happens to leftover food — does it go to waste or does the venue have systems in place to donate it to local shelters or compost it? These are important operational considerations that should be addressed upfront. Ultimately, I value seeing sustainability in practice, not just hearing about targets or certifications. If a venue can clearly demonstrate how their practices work — and provide data or reporting on environmental impact — it shows they are genuinely committed. It’s not just about talking the talk, but walking the walk.”

“Smaller details, like the use of china and glassware versus recyclable products, the availability of collection and composting stations, cleaning products used or whether linens are provided and how they’re cleaned can be overlooked until it’s too late to make impactful changes. These should be discussed early in the planning process,” she adds.

When you’re selecting your venue, make sure it’s a LEED-certified building or host outdoor events in natural settings to reduce your environmental impact and, at the same time, build a narrative around eco-consciousness. You can also transform spaces by creating pop-up venues using upcycled materials or modular designs, which can minimize waste while maximizing visual impact.

Technology is a powerful tool for reducing environmental impact without sacrificing spectacle. As mentioned earlier, event apps eliminate paper programs. Rather than using disposable banners, use digital, projected ones instead. Since a major portion of an event’s carbon footprint comes from transportation, you can utilize live-streaming options to reduce travel emissions and expand access, or offer discounts or perks for attendees who find alternatives to driving.

Bomier says that they have transitioned from a lot of disposable signage to more reusable and digital formats, helping them cut down on waste while giving their events a more modern and dynamic visual identity.

Make sustainability a sensory experience by replacing plastic or synthetic décor with natural, reusable or biodegradable elements. Use projection mapping to create dynamic visuals without physical waste. And living walls and floral installations using locally grown plants can double as air purifiers and photo ops. Use sustainably sourced incense or essential oils to add aroma. Opt for acoustic performers or solar-powered sound systems to reduce energy usage.

Currently under construction, the new Austin Convention Center is expected to be the first certified, zero-carbon convention center. Photo courtesy of Austin Convention Center Department.

The idea of sustainability is at the forefront when constructing the new Austin Convention Center. Derick Hackett, acting public information & marketing program manager at the Austin Convention Center Department, says, “The philosophy of the new Austin Convention Center, under construction, exemplifies aggressive sustainability and environmental goals. The building is expected to be the world’s first certified, zero-carbon convention center recognized by the International Living Future Institute. Using low-impact materials like mass timber and locally sourced low-carbon concrete, instead of steel, reclaiming and reusing up to 75% of the original building’s trusses, steel and materials to reduce waste. Additionally, the new facility will be powered entirely by 100% carbon-free electricity through Austin Energy’s Green Choice program, completely eliminating reliance on fossil fuels. Designed to achieve LEED® Gold certification, it will feature all-electric kitchens, HVAC and hot water systems, demonstrating its commitment to a cleaner future when it reopens in 2029.”

Collaborate and Partner

For Paulson, the collaboration process starts with understanding the expectations around eco-conscious design — what their sustainability goals are, what’s non-negotiable and how much of the budget is allocated to support these initiatives.

“I also like to lead a collaborative exercise called WIBFI (Wouldn’t It Be Fantastic If),” she says. “It’s a creative brainstorming session that brings together the planning team to build a wish list of environmentally impactful ideas. Once we have those ideas on the table, we evaluate each one — rating them by feasibility, cost and potential impact. This process gives everyone a shared vision and a clear understanding of what’s possible. It also helps ensure that sustainability isn’t just an afterthought, but a core part of the event design from day one.”

Part of achieving creative sustainability also means forming strong partnerships with local businesses, artists and environmental organizations. Working with locals reduces transportation emissions and gives attendees a richer cultural experience. Invite sustainability consultants to collaborate on waste management, energy usage and more. Encourage sponsors to participate in sustainability efforts through creative brand activations. For example, a beverage sponsor might host a water refill station with branded reusable bottles.

Since PRSA events rotate geographically, Bomier says they prioritize sourcing local labor and vendors whenever possible. “This approach significantly reduces our carbon footprint by minimizing the need for air travel and long-distance shipping,” he says. “It also allows us to support local economies and tap into regional expertise.”

Measure Your Metrics

Like everything else in event planning, it’s important to measure your sustainability practices before and after an event by combining quantitative data, such as hard numbers, and qualitative insights, such as feedback and observations from attendees and your staff. The goal is to establish a baseline before the event and then compare it with actual results afterward.

Send out pre-event surveys to vendors asking about their packaging and sourcing practices, along with their certifications. Make sure your contracts specify your sustainability requirements so everyone is on the same page.

To collect data, you can utilize weigh stations or waste audits. Coordinate with the venue for tracking their water and energy meters during your event. And finally, use ticketing and registration data to predict travel emissions.

After your event, compare your targets with what actually happened. What is the weight or volume of landfill waste vs. recycling vs. compost? What was the percentage of waste diverted from the landfill? Do the same for energy and water usage. You can calculate your carbon footprint by gathering attendee travel data (flight distances, driving miles). Use online tools or a calculator to measure the emissions from energy, transport and catering emitted during your event.

The same goes for procurement and sourcing. What percentage of products or food was sourced locally or sustainably? How much of the leftover food was composted or donated? Did you order too much food from catering or were you on target? Were your suppliers compliant with your sustainability guidelines?

You’ll also want to gather attendee and stakeholder feedback through post-event surveys asking about their sustainability perceptions. You can also survey your vendors and venue staff on what worked and what can be improved.

During the analysis and reporting stage, compare pre-event projections with actual post-event data. Identify areas where you exceeded, met or fell short of goals. Then create a Sustainability Impact Report to share with your stakeholders.

None of this matters, however, if you don’t strive for continuous improvement. Use your findings to adjust procurement, venue selection, waste management and transportation planning, and build a sustainability checklist for future events.

Create a Narrative Using Your Metrics

Metrics are also an opportunity to tell a compelling story. Display in real-time data about energy savings, waste reduction or community impact via screens at the event. Weave sustainability efforts into the event’s content through speakers, panels, installations or videos that highlight behind-the-scenes eco-initiatives. When sustainability becomes a part of the story, it shifts from being an afterthought to a core message. This enhances brand reputation and leaves attendees with lasting takeaways.

“Ultimately, sustainability in large-scale conventions is about thoughtful choices and responsible design,” says Paulson. “It’s not about perfection, but about progress — constantly looking for ways to do better with what we have, and making decisions that are both attendee-friendly and environmentally responsible.” AC&F