Arrange sustainable meetings and events

Choosing sustainable food is one way to reduce environmental impact and contribute to sustainable development. 

Open configuration options

Choose plant-based food

How we grow, get and eat our food is a major driver of climate change. Animal agriculture puts a lot of stress on the environment, using many natural resources and producing large amounts of methane. The U.N. report "Climate Change and Land" states that “a shift toward plant-based diets” is one of the most significant ways to reduce greenhouse gases from the agriculture sector.

Choose organic food

The environmental impact of agriculture and food production involves green house gas emissions, land use, fresh water use and biodiversity. According to The Food and Agriculture Association (FAO) of the United Nations, the agricultural sectors can contribute to important ecosystem functions. These include maintenance of water quality, nutrient cycling, soil formation and rehabilitation, erosion control, carbon sequestration, resilience, habitat provision for wild species, biological pest control and pollination. 

Organic farming contributes to several of the environmental objectives by using less pesticides, contributint to a toxic-free environment and promoting biological diversity.

Choose seasonal food

Un-seasonal food requires energy to grow, refrigerate or freeze as well as transportation. Seasonal foods are often cheaper to produce and buy, more tasteful and contains less additives. Going seasonal will also provide a variety of foods.

Chose unprocessed food

Refrain from ultra processed food products (UPPs) and sugar sweet beverages (SSB). UPPs are high in added sugar, salt, saturated and trans-fat and additives and have little nutritional value. 

The consumption of these products is linked to non-communicable diseases. The production of SSB is not only unhealthy but highly unsustainable. Studies show that foods associated with improved health also often have low environmental impacts.

Choose Fair Trade

Fair Trade certified food is produced with high social and environmental standards. By choosing Fair Trade you contribute to reduced environmental impact such as deforestation as well support sustainable farming in developing countries.

Choose food catering supplier within KI frame agreement

Liaise with the caterer to provide a sustainable menu, snacks or fika. Consider the waste that the catering is going to generate and try to minimize that as much as possible.

Food waste

• Plan the menu wisely. Refrain from over-ordering - estimate the number of participants. Providing food that is prepared but not served may reduce waste. Serving smaller, bite-sized passed hors d’oeuvres is another way.
• Communicate with your attendees about food waste before, during, and after your event.
• Offer left overs to the participants at the end of the event.
• Reduce waste - minimize packaging and single use items
• Use reusable cutlery and crockery. Choose biodegradable items, rather than disposable plastic items.
• Refrain from individually wrapped items.
• Provide finger food to minimize waste from service ware.

Beverages

Refrain from bottled water which requires packaging and transportation. Provide tap water in reusable glass jars.

Alcohol

• Emphasize the sustainability commitment of the event by providing non-alcoholic beverages.
• As employer and university KI has, together with employees and students, a responsibility to promote a drug free work and study place.
• Alcohol is an obstacle to achieving 12 out of 17 Sustainable Development Goals (SDGs), through its multiple public health, social and economic impacts.
• Alcohol is one of four major risk factors for non-communicable diseases (NCDs). There is a causal relationship between alcohol use and a range of mental and behavioral disorders, such as cancer, cardiovascular disease, diabetes, as well as injuries.
• Alcohol is specifically mentioned in SDG 3 on health and well-being. Target 3.5 reads: “Strengthen the prevention and treatment of substance abuse, including narcotic drug abuse and harmful use of alcohol”
• The environmental impact for different types of alcohol relates to the farming, which involves fertiliser use, water use and biodiversity impact. The manufacturing requires large amounts of energy. Packaging, storage and transportation are other areas of impact.

Travel and transportation to events have a large impact on CO2 emissions.

Open Travel free meetings configuration options

Select your event location with transportation in mind. Take into account sustainable travel options when deciding the start-time of the event.

• Provide information about sustainable travel options
• Encourage sustainable transportation such as walking, biking and public transportation
• Arrange travel-free meetings

Travel free meetings

KI works according to the project REMM (Virtual Meetings in Public Agencies) coordinated by the Swedish transport administration to increase digital meetings. By substituting business travel by the use of virtual meetings may reduce environmental impact and contribute to the Swedish Environmental Objectives. It may also lower the costs, save time and increase accessibility.

Read more about travel free meetings at KI

Active transportation

According to WHO action plan on physical activity, there are multiple benefits from increasing levels of physical activity through e g walking and cycling that contribute to the 2030 Agenda. Active transportation promotes physical activity, which prevent noncommunicable diseases as well as reduces the use of fossil fuels.

• Select a location that is within easy reach, particularly considering walking and biking.
• Provide information about bike routes and bike rental places.
• In all communications and actions, encourage people to walk or cycle.

Public transportation

Select event venue and accommodation that is within easy reach considering public transportation. Instruct the visitors to use public transport by offering maps and schedules, for example SL planner.

Local trips at KI and between campuses

All business travel must primarily be conducted using public transport. Within the city of Stockholm and the surrounding area, public transport must be used unless there is a special reason not to do so. For travel between Solna and Flemingsberg, the KI bus is to be used when the timetable is appropriate.

Domestic trips

In as far as is possible, domestic travel within Sweden shall be conducted by train instead of by air. Special justification must be provided for each domestic flight taken.

Read more about KI Travel Regulations

Transportation of materials

There are many ways to minimize the environmental effects of the transportation of materials.

• Avoid unnecessary driving to and from the event.
• Use new transportation vehicles with renewable transportation fuels.
• Plan all deliveries carefully and avoid single runs by combining various tasks for one route.

To make sustainable choices regarding consumption is important in contributing to a more sustainable development.

• Consider the need of purchase. Every product has required use of energy and natural resources.
• Use items made from sustainable materials (recycled content, sustainably produced, biobased, compostable).
• Avoid single use items.Choose reusable and environmentally friendly materials.
• Share, borrow or rent equipment.
• Choose environmentally certified products, such as Svanen, Bra Miljöval, EU-blomman, GOTS, Fairtrade.
• Consider the need for giveaways.
• Choose items that facilitate your event's sustainable goals, such as a reusable water bottle to encourage the use of tap water.
• Choose items that are useful, reusable, durable, or have educational value -items that will be used long after the event is over.

Communicate your commitment to sustainability. 

Clarify the connection to the Sustainable Development Goals in each part of the event planning.

Use the SDG logos in your communication strategy  Read more about the guidelines for using UN communication materials.

Before the event

• Inform the interest groups, staff, exhibitors and audience about your commitment to sustainability.
• Communicate by action - by choosing a sustainable menu, refraining from single use products, streaming the event.
• Choose digital communication for invitation, registration, marketing and evaluation.
• Refrain from single use products and communication materials, e g flyers and printed posters. Use digital screens.

Every product has an environmental impact: energy, resources and water are used, and waste, pollutants and greenhouse gas emissions are created. 

• Buy items that can be reused every year or at other events.
• Purchase items made from recycled content.
• If needed, choose environmentally certified and FairTrade products. Choose environmentally friendly print (water based, free from phtalates and AZO-dyes).

For more information about conference apps, digital posters etc, please contact Academic Conferences or Communications and Public Relations Office at KI. 

During the event

• Inform the audience about your sustainability commitment
• Expose environmental certifications or calculations for the menu
• Expose the SDGs in different channels.
• Stream and/or record seminars and workshops. NB Remember to ask for approval and follow GDPR.
• Create engagement by using social media activities.
• Increase awareness about waste management and zero waste: refuse, reduce, reuse, recycle.
• Use clear signs at the recycling locations.

SDG cubes are available at Aula Medica or at the KI Library at Campus Flemingsberg

After the event

• Spread the word about your sustainable event planning efforts on social media or through other communications channels.
• Evaluate the event. Use an online system.
• Evaluate the checklist. Which parts were useful? What can be improved for next time?
• Share the checklist & guide. Spread the word, to help others arrange a sustainable event.

As an event planner you may to lead the way when it comes to sustainability. There are plenty of choices and changes you can make to improve the sustainability of your event.

Meeting and conferences often involves long periods of sitting. To prevent this, incorporate physical activity in the agenda. For smaller meetings you may organize a meeting in a moving format, such as a "walk and talk"-meeting.

Consider allowing enough time during lunch break for people to be physically active and to refocus the mind – for instance, by going for a short run or a refreshing walk.

Include suggestions for walks and other opportunities for physical activity in the programme.

Consider the impact of social activities in a sustainability perspective in accordance with the sustainability-oriented event. Consider the participants needs and preferences.

Choose activities with a low environmental impact. Use the outdoor and nature for social activities. Exposure to nature can benefit health and mental wellbeing.

Encourage active transportation to the event.

Incorporate active breaks in the event program, every 30 minutes, to break prolonged sitting.

Provide healthy and sustainable snacks.