Introduction
Booking a conference involves more than just finding an available venue and setting a date. Today, it is increasingly important to consider sustainability and environmental impact in every aspect of our business, and conferences are no exception. If you're planning to book a conference in Stockholm and want to do it in an eco-friendly way, you've come to the right place. In this post, we will explore different ways to organize a green and sustainable conference, from choosing the right venue to offering sustainable transport options for your participants. So if it's time to book a conference in Stockholm, here's your guide to doing it in the most sustainable way possible.
1. Why sustainability is important when booking a conference
When it comes to booking conferences, the first thing that comes to mind is logistics, price and content. But at a time when climate change and sustainability are on everyone's lips, we can no longer ignore the environmental impact that large gatherings can have. Every choice we make - from venue to food to transportation - has an impact on our planet. And as an organiser, you have not only a chance, but a responsibility, to minimize that impact.
Statistically, conferences often generate a significant amount of waste and carbon emissions. According to a report by Svenska Möten, Swedish meetings and conferences generated almost 1 million tons of carbon dioxide emissions in 2019. This is a figure that cannot be ignored, especially when there are many sustainable alternatives to consider. Transport Analysis was commissioned by the Government to look at how better and smarter transportation can reduce the impact on greenhouse gases (Report: Proposals leading to the transport sector's climate transition). The report can be downloaded here
If you are about to book a conference in Stockholm, you have a unique opportunity to set a new standard for how events can and should be organized. Stockholm offers a range of environmentally certified conference venues, innovative solutions for sustainable transport and local suppliers that prioritize organic food and drink.
Sustainable thinking is no longer a choice, it is a necessity.
2. Choose the right conference facility
One of the first and most critical steps when booking a conference in Stockholm is choosing the right venue. But how do you know which facility is most suitable for a sustainable conference? Here are some factors to consider:
Environmental certifications
A conference facility with one or more environmental certifications is often a good choice. These certifications, such as the Nordic Swan, ISO 14001 and Green Key, indicate that the facility has implemented measures to minimize its environmental impact.
Accessibility
The geographical location of a conference venue can play a major role in its overall carbon footprint. Is it easy for participants to reach the venue via public transport or other sustainable transport options? If not, this could significantly increase the event's carbon emissions.
Energy use
Ask if the conference venue uses renewable energy or has effective energy-saving measures such as LED lighting, energy-efficient appliances and smart thermostats.
Waste management
A sustainable event produces minimal waste, and a good way to achieve this is to choose a venue that already has an efficient sorting and recycling system.
Local cooperation
Does the conference venue work with local suppliers for food and materials? Supporting local businesses can not only reduce transportation distances and thus emissions, but also help the local economy.
When booking your conference in Stockholm, it is worth investing time in carefully choosing a conference venue that meets these criteria. Not only to reduce the environmental impact of your event, but also to signal to your participants that sustainability is important to you and your company.
3. Sustainable transport options
Once you have chosen the perfect conference facility for your sustainable conference, the next step is to think about how your participants will get to and from the event. Transportation is one of the biggest sources of carbon emissions, so it's important to think about this carefully. Fortunately, Stockholm is a city that offers several sustainable transportation options, making it easier for you to book a conference in Stockholm.
Public transport
Stockholm has a well-developed system of subways, buses and commuter trains. Encourage your participants to use public transport by providing detailed directions.
Cycling and walking
If your conference venue is in the city center, walking or cycling can be easy and convenient for participants. Stockholm has excellent cycling and walking routes, so consider including these options in your communications.
Carpooling and electric cars
If public transport or cycling are not practical options, you can encourage carpooling or the use of electric cars. There are a number of services and apps that facilitate this.
Air transport
If you have international participants who will be flying in, consider compensating for their flights by investing in carbon offsets or encouraging them to do so themselves.
Thinking about sustainable transportation options is not only good for the planet, but it also sends a strong signal about your company's commitment to sustainability. When planning to book a conference in Stockholm, be sure to include these options in your planning to minimize the environmental impact of the event.
4. Food and drink: organic and local choices
An often overlooked aspect of sustainability at conferences is the choice of food and drink. What is served can have a huge impact on your conference's carbon footprint. When you are in the process of booking a conference in Stockholm, remember that there are several ways to make your event more sustainable in this regard.
Organic alternatives
Choosing organic food options can have a markedly positive effect on your conference's environmental footprint. Organic food is grown without synthetic pesticides or genetically modified organisms and tends to be kinder to the soil. It also usually means less water consumption and less pollution of waterways. It is therefore important to check with the conference venue if they can offer organic alternatives.
Seasonal ingredients
Using raw materials that are in season can make a big difference. Food that is in season usually requires less energy to grow and has often been sourced from nearby areas, reducing the need for long-distance transportation. This can be a great point to discuss with the conference venue to see if they can adapt the menu to what is available and in season.
Choose a conference venue that reduces food waste
Food waste is a major environmental culprit, which is why you should choose a conference venue that has an active approach to it. Ask the venue how they deal with leftover food - is it donated to charity, composted or otherwise recycled? Some venues have digital systems that help them measure and reduce waste, which can be a strong indicator of their commitment to sustainability.
Drinks and other options
If possible, choose locally produced drinks and avoid disposable bottles. This reduces transportation costs and waste.
By making these sustainable choices, you can not only minimize your conference's environmental impact, but also improve its reputation as a responsible and conscious business. Therefore, when booking a conference in Stockholm, be sure to include these considerations in your planning.
5. Create a sustainable agenda and program of activities
Once you've covered transportation and food choices, it's time to look at the actual content of your conference. A sustainable agenda goes hand in hand with sustainable choices in other areas and reinforces your organization's commitment to environmental issues. Here are some aspects to consider when booking a conference in Stockholm.
Digital programs and materials
Try to minimize the use of paper by offering a digital agenda and other conference materials. There are several apps and platforms that can help you digitize these elements, which also makes it easier for participants to keep track of the schedule.
Include sustainability issues in the program
If possible, include speakers or panels that focus on sustainability issues. This will not only educate and engage your participants but also reinforce your company's commitment to environmental issues.
Sustainable activities and workshops
Perhaps you could include a workshop on how to reduce your carbon footprint or an activity involving local nature, such as a guided walk in a nearby forest. This can be a great way to break the ice and get people thinking about sustainability in a practical way.
Evaluate and follow up
After the conference, send out a digital evaluation to get feedback on the sustainable elements of the event. Not only does this give you valuable insight into what worked well and what can be improved, but it also continues to raise awareness about sustainability.
Including these aspects in your conference agenda will improve the overall sustainability of the event and make it a more engaging and thought-provoking experience for everyone involved. When planning to book a conference in Stockholm, make sure your agenda reflects these sustainable goals.
6. Communication and marketing: highlighting your sustainable commitment
It is not enough just to run a sustainable conference; it is equally important to communicate it effectively to participants and other stakeholders. This raises awareness and can also help strengthen your brand. Here are some tips to follow when booking a conference in Stockholm.
Transparent communication
Be open about your commitment to sustainability, and if possible, share figures and facts that show your impact. This builds trust and shows that you take your responsibilities seriously.
Use social media
Social media is a great tool to quickly and easily communicate with participants. Share photos and posts showing the sustainable aspects of your conference, from the food to the speakers and activities.
Press releases and blog posts
Update your website with information about the conference's sustainability initiatives, or publish a press release to highlight your involvement. This is not only good for SEO but also for increasing your visibility and credibility.
Partnerships with sustainable brands
If your conference is sponsored or has partnerships, try to partner with companies or organizations that are also known for their sustainable initiatives. This reinforces the message and gives both parties a PR advantage.
Monitoring and feedback
After the conference, share a sustainability report that highlights what was achieved during the event in terms of reduced environmental impact. This can include everything from waste reduction to participants' feedback on the sustainable initiatives.
Effectively communicating your sustainable engagement can have a far-reaching effect and help you build a strong brand. When booking a conference in Stockholm, don't forget to include these communication strategies in your overall plan.
7. After the Event: How to maintain a sustainable impact
Having invested time and resources in making your conference as sustainable as possible, it is important not to stop there. There are several ways to ensure that the good habits and lessons learned from your conference have a long-term impact. Here are some steps to take once you have booked and run a conference in Stockholm.
Monitoring and Evaluation
Start by compiling all relevant data and feedback to evaluate the environmental impact of the conference. This could include energy consumption, food waste, and transportation data. This will give you a clear picture of where you succeeded and where there is room for improvement.
Feedback to Participants
Send a follow-up email to participants summarizing the conference's sustainability initiatives and sharing any data showing the actual impact. This reinforces the message and helps participants feel involved.
Continued Communication
Keep the conversation going by regularly updating your website and social media channels with continued information and tips on sustainability. This will help keep the topic top-of-mind and engage your audience.
Planning for the Future
Use the information and experiences from this conference when planning future events. Every conference is an opportunity to improve and fine-tune your sustainability work.
Spread the message
Consider creating a case study or white paper on your sustainability efforts that you can share with other organizations. Not only is this good for building your own brand, but it also helps spread good examples and best practices in the industry.
By taking these steps, you will ensure that your conference has a positive and lasting impact long after the event is over. So when you next plan to book a conference in Stockholm, do it with sustainability as an integral part of your strategy.
We are happy to help you choose the right sustainable conference facility with sustainable communication routes that suit your company. Search among our selected conference venues or contact us directly.
