Sustainable events in 2025: strategies and best practices

Sustainable events in 2025: strategies and best practices

The era of token sustainability efforts ends now. As we move into 2025, sustainable events demand more than surface-level ‘green’ gestures – they require robust strategies and proven tactics that deliver real, measurable impact across events and exhibitions.

This article serves as a roadmap for sustainable event planning. It strips away the complexities and provides crucial insights and info to chart clear pathways towards Net Zero goals. Happy reading!

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Sustainability – ‘the most significant challenge’ for exhibitions in the future

According to UFI president Hugh Jones, “sustainability is possibly the most significant challenge” the exhibition industry faces in the mid-to-long term.

In his inaugural letter to UFI members, Hugh said: “As an industry, we need to be seen as part of the solution to the climate crisis, not as part of the problem. And let’s be clear, we will not get away with symbolism or anything that can be seen as “greenwashing.

“UFI was key in setting up the “Net Zero Carbon Events” Initiative in 2021, and we managed and grew that program on behalf of the whole events industry – way beyond exhibitions – taking the lead on exhibition-related projects while driving sustainable development initiatives specifically for our sector.

“UFI’s working group for sustainable development is one of the oldest, most experienced, and most successful groups that UFI has ever created.”

He added: “But we need to do more and we need to do more, together. One issue where not all the major players in our industry are aligned in their respective strategies, is offsetting projects that invest in our industry specifically, creating a funding mechanism that drives our sector’s decarbonisation.

“Some UFI members have begun work on this, and I am eager to see this evolve into a scenario where UFI can act as the trusted party that connects and perhaps behaves as an arms-length auditor of these interests.

“We need to push ahead with initiatives focused on our exhibitions business, and we must continue to lead by example and take the wider event industry with us on this.

“We have to show that coming to events acts as a carbon consolidator – where else can you meet all the stakeholders for your industry, under one roof, without travelling to see them each individually and with the emissions burden that demands.”

Key drivers accelerating sustainable transformation in business events 

The transformation toward sustainable business events is accelerating due to three primary forces.

First, client expectations and corporate mandates now shape the event landscape, with major companies that require robust sustainability credentials from their event partners.

These requirements stem from expanded ESG reporting obligations and heightened pressure from shareholders who demand concrete sustainability metrics.

The regulatory environment continues to evolve and shape sustainable event practices.

The implementation of the EU’s Corporate Sustainability Reporting Directive, combined with carbon pricing mechanisms and strict local regulations on waste and energy, creates a comprehensive framework that influences event operations.

eu csrd

These regulations affect everything from travel logistics to venue management.

Technology serves as a crucial catalyst in this transformation.

Digital event platforms now offer alternatives to reduce travel emissions, while smart building systems help optimize energy consumption.

The market also sees an expansion in sustainable materials and circular economy solutions, which provide event planners with more options to minimize their environmental impact.

Industry progress and initiatives

Between 2023 and 2025, the exhibition and events sector has fundamentally transformed its operational approach to meet global sustainability demands.

This shift represents more than environmental stewardship – it demonstrates a reimagining of how the MICE industry plans and executes events, balancing economic viability with social responsibility. Here’s a lowdown:

Net Zero Carbon Events

net zero carbon events

This initiative has made substantial strides since its inception. Launched at COP26 in November 2021, it aims to unite the events industry in its commitment to achieving net-zero carbon emissions by 2050. Key progress points include:

  • Over 100 organizations signed the Net Zero Carbon Events Pledge at COP26, committing to reduce their carbon footprints and enhance sustainability practices within the industry.
  • In 2022, stakeholders collaborated to develop an industry Net Zero Roadmap, which was unveiled at COP27. This roadmap outlines actionable pathways for decarbonization across various sectors of the events industry, focusing on areas such as venue energy use, food waste management, logistics, and travel.
  • By 2023, eight workstreams were established to drive initiatives in critical areas such as measurement and reporting of carbon emissions, further solidifying the industry’s commitment to sustainability.

Major industry developments

gsd index

  • Organizations such as the Global Destination Sustainability Index (GDS-Index) are actively benchmarking cities on their sustainability efforts. For instance, Singapore ranked #1 in Asia-Pacific and #7 globally in the 2024 GDS-Index, highlighting its commitment to sustainable tourism practices.
  • Many convention centers and venues are upgrading their operations to meet enhanced sustainability standards. For example, Singapore aims for all purpose-built MICE venues to achieve internationally recognized sustainability certifications by 2025
  • The Scandinavian Index – which benchmarks around 100 city destinations – has evolved to provide insights into sustainability practices across the globe, enabling continuous improvement in event planning and execution

COP29 commitments

cop 29

  • More than 50 countries endorsed a landmark proposal for Enhanced Climate Action in Tourism during COP29 in Baku, Azerbaijan. This marked a significant moment as it was the first time tourism was featured prominently at a UN climate summit
  • The conference highlighted that tourism contributes approximately 8.8% of global emissions, emphasizing the need for concerted efforts from event players to mitigate their impact on climate change
  • The Glasgow Declaration on Climate Action in Tourism continues to gain traction with over 370 action plans developed by its signatories. Notably:
    • 74% of signatories with climate plans are actively measuring their emissions.
    • 92% of these plans include actions aimed at decarbonization

These evidence-based transformations show how events have evolved from aspirational goals to measurable, systemic change. 

Setting up a strategic framework for sustainable events

Measurement and certification

The events industry has established standardized protocols for environmental impact measurement through systematically refined methodologies and certification processes.

These frameworks provide event organizers with concrete metrics to assess and verify their sustainability initiatives.

A comprehensive carbon footprint analysis now encompasses:

  • Direct emissions from venue operations (Scope 1), which includes on-site fuel consumption and refrigerant leakage’
  • Energy consumption during event periods (Scope 2), covering both setup and actual event days
  • Indirect emissions from the value chain (Scope 3), encompassing participant travel, accommodation choices, and waste management protocols
  • Digital infrastructure impact tracking for hybrid event components, including server energy usage and data transmission

UFI’s sustainability guidance focuses on promoting sustainable practices and providing guidance for the exhibition industry.

The Events Industry Council (EIC) Sustainable Event Standards provide a comprehensive assessment methodology across nine impact areas.

And the GDS-Index evaluates destination-specific factors like local infrastructure and renewable energy availability.

ISO 20121 implementation has evolved to require:

  • Integration of real-time monitoring systems that track resource consumption
  • Documented improvement trajectories with specific milestones
  • Structured stakeholder engagement protocols
  • Environmental incident response planning

Technology integration

Digital transformation has reshaped sustainable event management through solutions that enable precise environmental impact tracking.

Modern event documentation relies on advanced digital infrastructure:

  • Blockchain technology verifies sustainability reports, ensuring data integrity
  • AI-powered assessment tools analyze multiple data streams for impact evaluation
  • Real-time environmental performance dashboards provide immediate insights
  • Automated systems track compliance with sustainability standards

Contemporary event management platforms deliver comprehensive solutions:

  • Automated carbon calculators process complex datasets
  • Systematic supplier sustainability scoring based on verified metrics
  • Integrated waste tracking with predictive reduction planning
  • Dynamic energy consumption optimization algorithms

Smart venue technologies have advanced to include:

  • IoT sensors for continuous resource monitoring
  • HVAC systems with AI-driven optimization
  • Lighting controls that respond to occupancy patterns
  • Water management systems with leak detection
  • Automated waste sorting with contamination detection

Supply chain sustainability

The evolution of vendor and supplier selection criteria reflects the industry’s commitment to comprehensive sustainability standards.

This transformation encompasses all aspects of the supply chain, from material sourcing to final disposal.

Vendor qualification requirements now include:

  • Current environmental certifications from recognized bodies
  • Documented carbon reduction targets and achievement records
  • Standardized waste management protocols
  • Verifiable local sourcing programs
  • Demonstrated social responsibility initiatives

Exhibition stand design has embraced sustainability through:

  • Modular construction that enables multiple reuse cycles
  • Integration of certified biodegradable materials
  • LED and low-energy lighting solutions
  • Water-based finishing products that minimize VOC emissions
  • Sustainable furniture rental programs

Sustainable catering operations emphasize:

  • Expanded plant-based menu options (minimum 50% of offerings)
  • Locally sourced ingredients from within 100 miles
  • Complete elimination of single-use plastics
  • Digital food waste monitoring
  • On-site composting facilities
  • Digital menu systems

Transportation solutions prioritize environmental impact reduction through:

  • Electric vehicle integration for logistics operations
  • Consolidated shipping programs that optimize load efficiency
  • Last-mile delivery optimization using route planning technology
  • Public transportation integration with event scheduling
  • Bicycle-sharing infrastructure
  • Partnerships with certified carbon-neutral shipping providers

This framework provides event organizers with a structured approach to implementing sustainable practices while ensuring measurable outcomes and compliance with industry standards.

Event organizers need to integrate these elements into a cohesive strategy that delivers measurable environmental benefits while maintaining operational efficiency.

Implementing your sustainability roadmap

Success in sustainable event management can be divided into three phases: plan, execute and analyze.

Organizations that implement structured frameworks can better measure and improve their environmental impact compared to those without formal sustainability protocols.

This three-phase method provides organizers with clear checkpoints and measurable outcomes to track their progress toward sustainability goals. Let’s understand it step-by-step:

Pre-event planning

Venue selection is a cornerstone of sustainable event planning, with research indicating it can impact up to [introduce stat] of an event’s carbon footprint

Key venue assessment criteria :

Strong environmental certifications like LEED or BREEAM should top any venue assessment checklist.

Each facility needs proper evaluation of its energy systems, from renewable power generation to smart building controls.

Effective waste management and water conservation features play crucial roles in overall sustainability.

Good public transit access makes a significant difference in reducing attendee travel emissions.

Local supplier networks near the venue offer dual benefits – they cut down on supply chain impacts while boosting the area’s economy.

Stakeholder engagement must begin at least 12 months before the event. Essential steps include:

Starting sustainability conversations a full year ahead sets events up for success.

Kick off with supplier workshops to establish green requirements, then bring exhibitors into the loop with clear guidelines for sustainable booth design.

Sponsors need time to align their messaging with environmental goals, while local community input helps shape impact assessments.

Understanding attendee expectations through pre-event sustainability surveys rounds out a comprehensive stakeholder approach that builds buy-in from all sides.

Carbon offsetting program selection

A robust carbon offsetting strategy starts with carefully chosen projects that carry legitimate third-party verification.

Each potential offset must demonstrate clear benefits for local communities and include systems for tracking long-term environmental impact.

Success hinges on transparent cost structures that all stakeholders can understand and trust, backed by solid evidence that these offsets create genuine additional carbon reductions beyond business as usual.

Event execution

Deployment of improved waste management processes and tech

Modern waste management have devised AI systems that optimize sorting accuracy and efficiency.

Real-time tracking technology pairs perfectly with these systems, providing instant data on waste flows and diversion rates.

Strategic placement of composting stations handles organic waste effectively, while on-site material recovery facilities process recyclables immediately.

Smart incentive programs encourage exhibitors to minimize waste from the start, creating a comprehensive approach to waste reduction.

Energy consumption monitoring 

Advanced IoT sensor networks form the backbone of modern event power management, delivering detailed consumption data in real-time.

Smart systems manage peak loads and trigger automated equipment shutdowns, while dynamic displays showcase renewable energy use and standby power reduction efforts.

Water conservation measures 

Sophisticated greywater recycling systems work alongside low-flow fixtures to minimize water waste throughout the venue.

Digital displays track consumption patterns in real time, while advanced leak detection and condensation recovery technology ensures every drop counts.

Onsite sustainability communication

Dynamic digital dashboards and mobile apps keep attendees informed about the event’s environmental impact as it unfolds.

Interactive education stations engage participants directly in sustainability efforts, while real-time performance metrics integrate seamlessly with social media to amplify the message.

Post-event analysis

Impact measurement

Rigorous carbon footprint calculations serve as the foundation for understanding an event’s environmental impact.

Detailed analysis covers everything from waste diversion rates to economic benefits, while sophisticated tools measure social value creation and resource efficiency across all activities.

Standard reporting frameworks

Industry-recognized standards like GRI Events Sector Disclosure and UFI metrics provide structured ways to document sustainability achievements.

Careful alignment with ISO 20121, CDP requirements and social return calculations ensures comprehensive reporting that stakeholders can trust.

Stakeholder feedback collection

Digital surveys and targeted focus groups capture detailed insights from all participants.

Advanced sentiment analysis of social media complements traditional supplier performance reviews, while systematic community impact assessments paint a complete picture of the event’s influence.

Continuous improvement strategies 

Regular performance reviews against industry benchmarks keep improvement efforts on track throughout the year.

Strategic evaluation of technology adoption and staff training programs shapes ambitious yet achievable goals for future events.

Industry leaders emphasize the importance of documenting both successes and challenges throughout the implementation process. This documentation forms the foundation for continuous improvement and helps establish best practices that can be shared across the industry.

For 2025, event organizers should prioritize digital integration and data analytics to enhance the effectiveness of these implementation strategies.

Which organizations are driving change in sustainability in events?

The MICE industry’s transition toward sustainability has been significantly accelerated by several key organizations and resources that are setting new standards for environmental responsibility in event management.

We examine the major players and tools shaping sustainable event practices for 2025.

sustainability bodies

isla continues to lead the charge in sustainable event management, having expanded their TRACE measurement platform to include real-time carbon tracking capabilities.

Their 2024 industry report highlighted a 23% reduction in event-related emissions among member organizations, setting a new benchmark for the sector.

For 2025, isla has introduced advanced waste reduction protocols and a comprehensive supplier verification program that helps event organizers identify and partner with environmentally conscious vendors.

Explori has revolutionized sustainability measurement through their enhanced analytics platform, which now integrates environmental impact data with attendee satisfaction metrics.

Their innovative approach allows organizers to understand the correlation between sustainable practices and event success, demonstrating that green initiatives often lead to higher attendee engagement and satisfaction rates.

ICCA’s sustainability programs have expanded significantly, focusing on knowledge sharing and practical implementation.

Their initiatives now include a mentor-mentee program pairing experienced sustainable event organizers with those beginning their sustainability journey.

Resource directory 👇

Industry associations and working groups have become more collaborative and have formed a robust network of support for sustainable event planning:

Sustainability certification bodies have streamlined their processes to serve events better:

  • ISO 20121 certification – updated for 2025 with a specific focus on digital hybrid events
  • Events Industry Council’s Sustainable Event Professional Certificate (SEPC)
  • New venue-specific certifications from BREEAM and LEED

Carbon calculation tools have become more sophisticated and event-specific:

  • The Event Carbon Calculator (ECC) – updated with AI-powered predictive analytics
  • Scope3 Event Emissions Tracker – offering real-time monitoring
  • Venue-specific carbon assessment tools
  • Transportation impact calculators for attendee travel

These organizations and resources provide event planners with a robust support system to deliver more sustainable events in 2025. 

Trends shaping sustainable events in 2025

The events industry is taking measured steps toward sustainability. Governments worldwide are backing this gradual shift through green policies and targeted initiatives.

While not yet a core priority, sustainable practices are steadily gaining ground through innovations in tech, smart waste management and eco-friendly venue design. Some key trends are highlighted below:

Technological innovations

  • AI-powered waste management systems with real-time sorting and tracking capabilities
  • Smart energy grids that automatically optimize power consumption during peak event hours
  • Digital twin technology for venue optimization and resource management
  • Advanced materials for temporary structures with minimal environmental impact
  • Blockchain-based carbon credit verification and trading platforms specifically designed for events

Regulatory changes 

  • The EU’s Green Events Directive, expected to take effect in late 2025, will mandate comprehensive carbon reporting for all events over 1,000 attendees
  • UK regulations requiring all major events to achieve net-zero status by 2028
  • Asia-Pacific region implementing unified sustainability standards for exhibition venues
  • North American cities introducing strict waste management requirements for large-scale events

Industry targets for 2026-2030

  • 50% reduction in event-related carbon emissions by 2028 (compared to 2023 baseline)
  • 80% waste diversion rate for all major exhibitions by 2027
  • 100% renewable energy usage for venue operations by 2030
  • Zero single-use plastics in event operations by 2026
  • Complete transition to circular economy principles in exhibition design by 2029

Action steps for event organizers

Immediate implementation priorities must focus on achievable short-term goals that deliver quick wins and build momentum for your sustainability program.

  • Conduct comprehensive sustainability audits of current event operations
  • Implement digital-first documentation and communication systems
  • Establish baseline measurements for carbon emissions, waste, and energy usage
  • Develop supplier evaluation criteria based on sustainability metrics
  • Create waste reduction and recycling programs with measurable targets

Long-term strategic planning requires a systematic approach to align environmental goals with business objectives while anticipating future regulatory changes.

  • Develop 5-year sustainability roadmaps aligned with industry standards
  • Invest in sustainable event technology infrastructure
  • Build partnerships with eco-conscious suppliers and vendors
  • Create carbon offset programs specific to event operations
  • Establish sustainability-focused innovation funds

Team training and development initiatives should include practical sustainability skills, environmental compliance knowledge and hands-on experience with green technologies.

  • Regular sustainability certification updates for all team members
  • Specialized training in new sustainable event technologies
  • Cross-functional sustainability workshops
  • Mentorship programs pairing experienced and new team members
  • Regular knowledge-sharing sessions with industry experts

Stakeholder communication strategies need to be comprehensive and must address the concerns of attendees, vendors, sponsors and local communities while highlighting measurable sustainability outcomes.

  • Transparent reporting of sustainability metrics and achievements
  • Regular updates on progress toward environmental goals
  • Engagement programs for exhibitors and attendees
  • Clear communication of sustainability requirements to suppliers
  • Social media campaigns highlighting sustainable initiatives

Conclusion

The events and exhibitions landscape stands at a crucial junction as three forces intersect: environmental regulations, sustainable technology and increased demand for green events.

This shift presents event organizers with complex challenges—and unprecedented opportunities to innovate.

To sum up, success in sustainable event management requires:

  • Embrace new technologies
  • Meet regulatory standards
  • Train and develop teams
  • Engage stakeholders effectively
  • Track sustainability progress

What eventprofs must do:

  • Perform sustainability audits
  • Create action plans
  • Invest in tech and training
  • Partner with green suppliers
  • Support industry initiatives

Resources for continued learning and development:

  • Join event associations focused on sustainability
  • Participate in industry working committees
  • Attend green conferences
  • Take online courses
  • Network with sustainability leaders

Book a free consultation with ExpoPlatform to understand how tech can help you offset your event’s carbon footprint.