When organising a conference, it is essential to consider the environmental impact of every decision, including those relating to communication.
What are the best practices in sustainable communication to make your conference an ethical and environmentally-friendly event? Part of the answer lies, of course, in digital technology, but not all of it.
Here are 12 inspiring practices for implementing ethical communication at a conference in Toulouse.
1. Digitise invitations, badges, accreditation etc.
Use computerised rather than paper invitations.
Digital badges, invitations and downloadable passes: the digitisation of all access tools has a dual advantage. It makes it easier to organise and manage visitor flows, and to collect valuable data on visitors (times of visit, duration, key interests, etc.)
2. A website is good, a green website is better
Eco-design can be integrated back at the creation stage or during a redesign. It aims to deliver an optimal user experience with a minimal footprint on resources.
An eco-designed website is characterised by its simplicity. Reduced non-essential functionality, streamlined design, optimised loading times. You can also opt for green hosting companies that power their servers with green or renewable energy.
3. Engaging posts on social networks
Use social networks to promote the conference in an eco-participatory way.
Share publications linked to your ethical commitment, encourage the community to join in and adopt an ethical approach to managing and moderating your social profiles. Develop support and car-sharing solutions on social platforms.
4. Recycled media and seeded paper
Use recycled paper and cardboard for your communication materials (posters, flyers, signage, invitations).
There are now seeded papers which, once buried, decompose and release fruit, plant or flower seeds into the soil. Remember to print your documents using vegetable-based inks.
5. Webinars and virtual conferences
There’s no substitute for a physical meeting, but integrating a video recording and allowing people who are far away or unable to travel to see and take part in the activities is also an inclusive approach. Read our article on organising an eco-responsible conference.
6. Stand made of recycled materials
Choose stands made from recycled or biodegradable materials. Low-energy lamps and LEDs are also preferable.
7. Support an inclusive approach
Make your work and rooms accessible to people with disabilities. Think about sign language translation, provide signage in Braille, and ensure that all areas are accessible to wheelchairs. Ethics are also about inclusion.
8. Digital welcome kits
Replace the traditional physical welcome kits with digital versions. Provide delegates with essential information, links to the mobile application and online resources via electronic documents.
Install interactive kiosks to provide visitors with all the information they need, as well as free-access telephone recharging points to avoid the need for printed programmes.
9. Workshops and practical ecological sessions
Include practical workshops on sustainability as part of the conference. Encourage delegates to share ideas and engage in environmentally-friendly practices, fostering a committed community.
10. Sustainable Rewards
If you are awarding prizes or certificates, opt for digital versions rather than physical trophies, or choose to highlight the work of a local craftsman, for example.
If there isn’t one, create an award for sustainable development or ethical commitment.
You’ll be able to showcase the green initiatives of delegates and exhibitors, helping to promote a culture of environmental responsibility.
11. Adopt a flexitarian catering service
Think about enhancing your catering offer with vegetarian or vegan menus. By eating less meat, you’re also helping to reduce your carbon footprint. And, of course, you should plan to use recycled or reusable cutlery.
12. Open your conference during the hours of daylight
Happy Hours are daytime hours! Minimise your energy footprint by matching your opening times to daylight hours as far as possible.
By adopting these initiatives, your conference will be consistent with, and even at the forefront of, your CSR commitment. This approach enhances the value of your products and services for both internal and external audiences. To find out more about these issues, check out our sustainable events checklist. (Link to grandchild page 3)
