Sustainable Event Guide & certification

• If you have an event planning committee, deliberately integrate underrepresented communities
• Include and adequately compensate voices of underrepresented communities in your event’s content
• Promote your event using diverse channels
• Establish a code of conduct and clarify channels for participants to report violations
• Encourage speakers and participants to optionally share their pronouns when introducing themselves, and use non-binary language when possible
• Provide options for childcare

• If you have an event planning committee, deliberately integrate Indigenous perspectives
• If your event features content or perspectives related to Indigenous peoples, ensure that you consult with and invite the appropriate voices and provide appropriate compensation
• Familiarize yourself with the land acknowledgement available from Indigenous Directions and practice pronunciation beforehand

Here are some recommended best practices to consider for accessibility at your sustainable event:

• Follow basic best practices for universal accessibility (e.g. option to participate via microphone or text chat, automatic closed captioning enabled, event recording announced, anonymous submission of comments or questions; accessible venue, directions and accessibility-related amenities, clear signage or event greeters for in-person events)
  
• Enable accessibility accommodations for those who request it (e.g. note-takers, advance copies of audiovisual materials, live captioning services, sign language interpretation services, personal attendant, sighted guide)  
• Ensure web pages, documents, presentation materials, and promotional material follow accessibility guidelines
• Make your event financially accessible by offering it for free or enabling reduced pricing
• Hold your event at an accessible time for your audience
• Encourage your facilitator, moderator, or event host to use accessible and anti-oppressive facilitation styles
• If offering an all-day or multi-day event, include adequate breaks and wellness activities in your program
• For events with a focus on content (i.e. a panel discussion, conference, presentation, or case competition) make event materials accessible after your event is over
  
• Collect feedback after the event and record lessons learned

Here are some recommended best practices to consider for waste and transportation at your sustainable event:

• Use sustainable options for event materials
• Use reusable dishware over disposable
• Reduce single-use packaging and select eco-responsible packaging options
• Provide the appropriate waste bins and waste sorting guidance for waste management
• Donate leftover food
• If your event includes off-campus participants, encourage participants to take sustainable modes of transportation to your event
• If non-local speakers are invited, have them participate virtually
• If your event has international participation, host it virtually

Here are some recommended best practices to consider for purchasing and sponsorship at your sustainable event:

• Choose sponsors, suppliers, and caterers that fulfill at least two of the following criteria: local; operate as a social economy enterprise or are committed to social sustainability; and/or committed to environmental sustainability
• Purchase from at least one supplier and/or catering business owned by underrepresented communities
• Give non-physical gifts, prizes, and giveaways or, if necessary, choose products that are environmentally and/or socially responsible and which attendees can opt out of
• Offer an equal number or more plant-based (vegan) dishes than animal-based options and no dishes that include beef
• Prioritize and correctly label local, sustainable and culturally inclusive food and beverage
  

Here are some recommended best practices to consider for digital consumption at your sustainable event:

• Invite your participants to reduce their streaming quality and turn off their cameras when not presenting or interacting with others
• Select a video platform with a low carbon impact
• If you are emailing participants, in the signature portion of your email include a reminder to delete emails that are no longer necessary
• When sending documents and videos to participants, rely on your event platform or use cloud-based sharing

Here are some recommended best practices to consider for sustainability awareness and reporting at your event:

• Communicate the sustainability measures that are being taken for the event and suggest the actions that participants, speakers, and presenters can take to increase the sustainability of the event
• If your in-person event has over 100 participants, or your virtual event spans multiple days or has 500 participants, calculate the GHG emissions associated with organizing and hosting the event