10 ways to go green using event tech

The meetings and events industry is working towards a greener future and technology is expected to play a big role.

Research from UFI’s 31st Global Barometer report shows digitalisation and climate-related regulations will be key factors impacting business development over the next five years.

Source: 31st UFI Global Exhibition Barometer

So why not bring the two together as a solution?

Organisers have a host of tech tools at their disposal to power sustainable shows, which is evermore important for brand reputation.

Here are 10 ways to make your shows more eco-friendly with event management tools:

1. Send paperless invites 🟩

Switch to paperless invites through email marketing campaigns.

You can create engaging email invitations, segment and target your audience, use analytics tools to track and monitor RSVPs, send timely follow-ups and reminders and incorporate social sharing options.

This helps reduce paper use, saves costs and helps you reach a broader audience.

2. Share digital hand-outs 📜

Opting for digital pre-reads allows event organisers to avoid printing large quantities of paper materials.

This eliminates the need for physical handouts and lowers the carbon footprint of your show.

Additionally, these digital pre-reads can be easily updated and customised, creating a more personalised experience.

3. Use e-registration to facilitate quick entry 🚪

Online registration facilitates electronic check-ins and removes the need for paper-based forms and other materials like ink and envelopes.

Participants can register and provide the necessary information digitally – this saves time and more attendees can get through the doors quickly.

Using an online registration also eliminates the need for manual data entry and reduces the risk of errors and excessive paperwork.

4. Create personalised agendas 🎯

Tools such as a dedicated event website or event app have features to enable attendees to customise their agendas.

Users can indicate their preferences, select specific sessions or presentations they would like to attend and mark their preferred time slots.

These agendas can be easily updated and communicated to attendees in case there are any last-minute changes or additions.

As a result, you no longer have to hand out printed schedules while providing a tailored experience that is also more environment-friendly.

5. Provide interactive floorplans 🚶‍♂️

An online interactive floorplan contributes to sustainability in several ways.

First, it does away with the need to have paper-based maps of the venues, reducing the waste generated.

Organisers can also reduce the use of printed signages, directional and wayfinding signs on the tradeshow floor.

Attendees can easily find their around the venue, locate exhibitor booths and access different spaces in an optimal manner.

Additionally, the data collected from the floorplan helps identify bottlenecks and improves traffic flow – helping streamline attendee movement and minimising energy consumption.

6. Create a mobile event app for round-the-clock engagement 📲

Mobile event apps eliminate the need for printed materials such as brochures, schedules and maps.

Attendees can access all relevant information on the app – from event agendas and exhibitor details to real-time communication and updates.

Features like digital networking, interactive maps, exhibitor manual and hosted buyer solutions can all be enabled through the event app.

Organisers no longer have to worry about producing lanyards, lead retrieval devices or handling physical forms – everything can be done digitally.

This significantly reduces the reliance on paperwork in traditional event setups, lowering your carbon footprint.

7. Use digital ads and banners for sponsorship 🖥️

Online ads and banners play a key role in lowering your show’s carbon footprint.

The digital nature of these ads means they can be edited, repurposed, targeted and utilised repeatedly.

Organisers don’t have to deal with the production, transportation and disposal of paper-based materials.

Moreover, using event tech to display ads such as splash screens on apps provides valuable insights into the audience’s interactions and preferences.

Data analytics can provide information on click-through rates, views and engagement levels.

8. Use lead retrieval solutions 📇

Collecting and managing attendee information is done through physical forms or business cards in a traditional event set-up.

Exhibitors can use digital lead retrieval tools to collect, organise and store contact details and relevant information about potential leads.

These tools often integrate with customer relationship management (CRM) systems to facilitate prompt follow-ups and create personalised engagement strategies.

This not only streamlines the data collection process but also minimises the need for printed materials, reducing paper waste and environmental impact.

9. Engage with QR codes 🤳

Attendees at tradeshows can scan QR codes to access e-catalogues and brochures on their phones.

This does away with the need to have printed marketing materials that are cumbersome to handle.

Exhibitors also save time by avoiding manual distribution and can track visitor engagement for tailored experiences.

10. Use online feedback and surveys 📃

Attendees can provide their input and opinions through digital forms, polls and surveys.

This feedback is collected, organised and analysed in real time, enabling quicker insights into attendee satisfaction, preferences and areas for improvement.

This not only enhances the efficiency of the feedback management process but also minimises the need for physical paper, printing resources and manual data entry – contributing to a more eco-friendly event.

Reduce your event’s carbon footprint with ExpoPlatform. Learn how our Meetings Make Trees programme helps you plant a tree for every demo booked.

We hope you enjoyed reading this article and found it useful. At ExpoPlatform, we want to help you build better events and communities. Please get in touch and ask for a demo here. Thank you 😀