7 steps for greener project activities

Interreg Europe is based on the exchange of experience which implies that some activities will need to take place in person. However, when relevant, online meetings can be considered. Many events can easily be replaced by online alternatives.

Online meetings allows for:

• Reduced CO2 emissions from travel.
• Having a lower energy consumption. When meetings are held online, energy consumption associated with travel, accommodation and venue is reduced.
• Reduced waste.

Selecting the right venue is crucial for the event’s overall environmental impact. For example, if you need to book a venue for your final conference, include environmental and sustainable criteria/clauses in the public procurement procedures and selection process. It will allow you to:

• Select a venue with good public transport links, preferably close to major transport hubs, to cut down on shuttle buses and taxis.
• Give priority to hotels certified as environmentally friendly (EU Ecolabel, Green key, EMAS, ISO 14001), close to the venue and with good public transport links.
• Care about energy efficiency and waste sorting: book eco-labelled venues. Find them on the convention websites of the host city. You can also check lists of environmentally friendly accommodations on dedicated websites.
• When possible, use energy-efficient technical equipment.

To avoid high CO2 emissions, we invite you to make your participants aware of public transport passes. Provide them with clear directions and timetables.

If you need local transfers, for example for a study visit, use (electric) buses or minibuses. Ideally, it should be possible for participants to walk or cycle to the venue.

Give preference to hotels that prioritise energy and naturel resources efficiency, advanced waste management schemes, sustainable catering and ecological cleaning practices.

You can consider that step in all aspects of the event’s design, organisation and follow-up communication. This is all about waste prevention and resource conservation. Each step reduces the strain on the Earth's ecosystems, curbs pollution, and helps combat climate change.

Rethink: Consider the format of the event, what to purchase, how much and what kind of products.

Refuse: Avoid buying something that is not essential or even accepting things for free.

Reduce: Minimise printed material and instead use QR codes to send people to web pages where they can consult publications. Avoid ordering more food and drinks than what is actually needed.

Reuse: Avoid waste by using items multiple times. By reusing materials, you extend their lifespan.

Recycle: A good system to sort, collect and recycle waste should be in place.

• Choose organic, local, seasonal menus. Consider food with fair trade certificates.
• Consider plant-based food for a lower carbon footprint.
• Cooperate with local sustainable businesses.
• Adapt quantities to the number of confirmed participants to limit waste.
• Use an online registration to ensure the catering is for the accurate number of participants.
• Avoid disposable tableware and single-use products. If you really need to, use sustainable materials, for example 100% certified compostable tableware, linen napkins or paper towels 100% post-consumer recycled fibre.
• Provide tap water or, if necessary, water dispensers.
• Donate leftovers to charity if possible.

Significant environmental impact of our food choices is becoming more and more evident, and the impact of meat and dairy is higher than that of plant-based meals. A well-planned menu with a wider variety of plant-based food can be nutritionally balanced and tasty. It can also reduce the impact on the environment and benefit participants’ health.

The design of the event’s communication should include a reflection on the optimal use of natural resources:

• Prefer digital signposting by using online or digital tools, and think well in advance about what printed promotional material is really needed.
• If needed, use existing, local, reusable signposting.
• Online registrations are recommended.

If you have made environmental and sustainability measures part of the event’s design and organisation, you should promote them.

• Use invitations to make participants aware of your green choices from the beginning.
• Use social media to promote your green actions.
• Ask for feedback and suggestions on sustainability as part of your post-activity evaluation.

In the area of conference management, it gives advice on easy actions to make events more sustainable. The “7 steps for greener events” document covers in a clear and fun way all the main points an event organiser should consider to deliver a green event!