Guideline for the sustainable organization of events
Die sustainable organization of events For us at FLOW THE KITCHEN, it is not just a trend, but a deep-rooted philosophy and an integral part of excellent event catering. This Green Events Guide and comprehensive Event planning sustainability shows you how you can make your events not only more environmentally friendly, but also more socially responsible and economically meaningful. We go beyond superficial measures and look at how real positive impact is achieved, to regenerative approaches that actively promote ecosystems and communities. As your experienced partner for first-class concept, trade fair and event catering in the Frankfurt and Rhine-Main area, we would like to share our expertise and inspire you to create events that inspire and take responsibility at the same time.
Why sustainable and regenerative events are essential
The evolution of event sustainability From eco chic to real impactDie Evolution of event sustainability It has had a remarkable journey. While it was often individual “eco-chic” elements that were used selectively in the beginning, the understanding has deepened significantly. It's on today at the sustainable organization of events about a holistic approach that looks at the entire value chain. The industry is increasingly realizing that superficial measures are not enough to meet the complex challenges of our time. The claim is shifting towards authentic commitment and the quest for real, measurable impact that goes beyond pure CO₂ neutrality and integrates regenerative aspects.
Understanding ESG criteria for events
Environment Social issues and governance in focus
Die ESG criteria for events provide a comprehensive framework for tackling sustainability in a structured way. “Environmental” refers to aspects such as resource conservation, emission reduction and biodiversity protection. “Social” includes fair working conditions, inclusion, diversity and commitment to the local community. “Governance” (corporate management) addresses transparent processes, ethical action and the responsible management of sustainability initiatives. Consistent consideration of these three pillars is crucial for credible Event planning sustainability and the creation of Positive Impact Events.
How sustainable events contribute to success
The Business case for sustainable events is convincing and diverse. Sustainability is no longer just a cost factor, but is increasingly becoming a competitive advantage. Companies that organize sustainable events, strengthen their brand image, increase their attractiveness for environmentally and socially conscious customers as well as for talents. Efficient resource management can also reduce costs. In addition, they meet increasing stakeholder expectations and regulatory requirements, which strengthens corporate resilience. Sustainable events are therefore an investment in future viability.
Planning phase: Laying the foundations for your green event
A successful sustainable organization of events starts with a solid planning phase. This is where the course is set for an event with a positive impact.
Define goals What should your sustainable event achieve
Define goals is the first step. Ask yourself: What specific positive contribution should your sustainable event afford? Is it primarily about CO₂ reduction, waste prevention, social inclusion or promoting regional economic cycles? A clear objective as part of your Event planning sustainability helps to focus on measures and make success measurable.
Budgeting for sustainability
Cleverly calculate costs and added value Die Budgeting for sustainability requires differentiated consideration. Certain sustainable options, such as certified organic products or high-quality reusable systems, may result in higher initial costs. However, this is often offset by savings through resource efficiency (e.g. less waste, lower energy consumption) and the invaluable added value of a positive brand image and increased stakeholder satisfaction. A forward-looking Checklist for sustainable event planning takes these aspects into account.
Engaging stakeholders
Working together for a positive impact
Engaging stakeholders is a key to success. Communicate your sustainability goals early on to all relevant parties — employees, participants, sponsors, service providers and the local community. The active participation and feedback of these groups can provide valuable impulses and the acceptance and impact of your efforts in Organizing sustainable events significantly increase.
Choosing sustainable partners
Location catering technology
Die Choosing sustainable partners is crucial. When choosing locations, caterers such as FLOW THE KITCHEN, technical service providers and other suppliers, pay attention not only to their range of services, but also to their demonstrable commitment to sustainability.
(H4) Checklist sustainable event planning Partner selectionUse a Checklist for sustainable event planning to select partners. Ask for certificates, references, specific measures in the areas of energy, waste, procurement and social issues. A partner who shares and actively supports your vision of sustainability is worth its weight in gold if you organize sustainable events.
Field of action: Location and mobility
Environmentally friendly meetings and trips
The choice of location and the design of mobility have a significant impact on the ecological footprint of your event.
Find sustainable event locations criteria and certificatesFind sustainable event locations You by paying attention to specific criteria. These include easy accessibility by public transport, energy efficiency (e.g. through modern building management technology, green electricity purchase), a functioning waste management concept, water-saving measures and ideally recognized sustainability certificates (e.g. Green Globe, EMAS, ISO 20121). At FLOW THE KITCHEN, we prefer to work with such partner locations in Frankfurt and Rhine-Main.
Reduce the CO2 footprint of guests at and from the eventDie Arrival and departure of guests Often causes most of CO2 footprint of an event. Actively communicate environmentally friendly travel options (rail, public transport, carpooling). If necessary, offer combined tickets for local transport or support CO₂ compensation options for unavoidable travel emissions. Hybrid event formats can also significantly reduce travel.
Local mobility concepts Intelligent solutionsEven the Local mobility concepts play a role. For events with multiple venues or extensive grounds, shuttle services using electric vehicles, rental bikes, or well-signposted footpaths can minimize environmental impact and increase comfort for participants.
Catering area of action
Catering offers enormous potential for sustainable and regenerative event planning. As your experienced partner, we'll show you how.
Sustainable catering for events Our philosophy
Sustainable catering for events is a core concern for FLOW THE KITCHEN. Our philosophy is based on the conviction that excellent taste and responsible action go hand in hand. We focus on the highest quality, creativity and a positive contribution to people and the environment.
Regionality and seasonality as a basis for freshness and quality
Regionality and seasonality For us, they are the basis for freshness and quality in sustainable event catering. We prefer to source our ingredients from local producers in Hesse and the Rhine-Main region, whom we know personally. This guarantees short transport routes, supports the regional economy and enables us to always offer you the best seasonal products in terms of taste.
Plant diversity High-quality vegan and vegetarian cateringPlant diversity is a trademark of our catering. We offer high-quality vegan and vegetarian catering, which also inspires non-vegetarians. Our creative plant-based dishes are not only sustainable, but also a culinary highlight at any event.
Organic and fair trade ingredients for ethical enjoymentWherever possible and useful, we rely on Organic and fair trade ingredients. This applies in particular to products such as coffee, tea or chocolate. In doing so, we support ethical production conditions and environmentally friendly agriculture.
Avoiding food waste Precise planning and creative utilizationAvoiding food waste Is a central goal of our Event planning sustainability. Through precise quantity planning, intelligent menu design, the use of as many parts of the product as possible (“nose-to-tail”, “root-to-leaf”) and cooperation to sensibly transfer excess food, we consistently minimize food waste.
Regenerative Catering for Events Pioneering Work for Positive ImpactAt FLOW THE KITCHEN, we go one step further and develop concepts for Regenerative catering for events. This means not only minimizing damage, but also actively making a positive contribution.
Sourcing regenerative agriculture promotes soil health and biodiversityUnser Sourcing regenerative agriculture Is an important component. We are specifically looking for partners who use methods that Promoting soil health and biodiversity, build up humus and thus bind carbon in the soil.
How we implement regenerative principles in cateringHow we implement regenerative principles in catering, we would be happy to show you in detail. This ranges from the selection of ingredients to menu design, which aims at closed loops, to supporting regenerative agricultural projects in our region.
Waste Management and Reusable Systems in CateringA comprehensive Waste Management and the Use of Reusable Systems Are standard with our sustainable event catering. We consistently use reusable crockery, glasses and cutlery and ensure careful separation and recycling of waste.
Field of action Materials and Resources Efficiency and Circular Thinking
Sustainability in materials and resources means avoiding waste and keeping products in circulation.
Avoiding waste at events The Zero Waste HierarchyDie Waste prevention at events Is followed by Zero Waste Hierarchy: Avoid, reduce, reuse, recycle, compost — and only then dispose of this principle guides all of our material purchasing and waste management decisions.
Sustainable materials for decoration equipment and giveawaysPut on sustainable materials for decoration, furnishing and giveaways. Prefer rental furniture, reusable decorative elements, natural materials or products made from recycled or recyclable raw materials. Avoid unnecessary giveaways or choose reasonable, long-lasting and fairly produced alternatives.
Digital Solutions Paperless Event ManagementMake use of Digital solutions for paperless event management. From digital invitations to event apps with programs and information to digital feedback — this is how you save valuable resources and modernize your event communication.
Water Management Conserving an Often Overlooked ResourceA conscious Water Management Is also part of a sustainable organization of events. This includes offering tap water in carafes instead of plastic bottles, the use of water-saving dishwashing technology in catering and raising awareness among participants about economical use.
Circular Economy Events as an Opportunity for Closed SystemsConsider Circular Economy at Events As an opportunity. Many materials and products can be reused, repaired, or recycled. FLOW THE KITCHEN is constantly working on concepts to close material cycles at your events.
Field of action Energy and Emissions
On the way to Net Zero events
Die Reducing energy consumption and emissions Is a core goal of sustainable events and a decisive factor when you have a Organize a sustainable event Would like to. A conscious use of energy and the active management of emissions are essential to significantly minimize the ecological footprint of your event. At FLOW THE KITCHEN, we regard this as an integral part of our corporate responsibility and as a firm anchor of our Event planning sustainability. The development towards Net Zero Events Is an ambitious but necessary trip that we would like to create together with you.
Energy Efficiency and Green Energy for Your Event
Energy Efficiency and Green Energy for Your Event Guarantee starts with the selection of partners and the technology used. Select Energy-efficient locations, which ideally have modern building management systems, good insulation and energy-efficient windows. Ask explicitly about the location's energy concept: Is LED lighting used? Are the ventilation, heating and air conditioning systems state of the art? Kitchen infrastructure, where relevant, should also include energy-efficient appliances. Another important step is the purchase of certified Green electricity from renewable sources. This directly reduces the CO₂ emissions of your event. In addition, train your own staff and those of external service providers on energy-saving behavior. Simple measures such as consistently switching off unnecessary lighting and devices during construction, implementation and dismantling phases add up and contribute to overall efficiency. Involve your participants too by informing them in a friendly way about the importance of energy efficiency and encouraging them to use it consciously.
CO2 Plan a neutral event
Accounting and Reduction
One Plan a CO2 neutral event This is most effective through a systematic approach that includes well-founded accounting and consistent reduction measures based on this. The first step to CO2 balance of your event Is the detailed recording of all relevant sources of emissions. This includes the arrival and departure of participants and service providers, the location's energy consumption, catering (from procurement of raw materials to preparation to disposal), the use of materials for decoration and equipment, and waste generation. Recognized calculation tools or the expertise of specialized service providers can be used for precise recording. On the basis of this balance sheet, the biggest sources of emissions — the so-called “hotspots” — can be identified. You will then develop targeted and prioritized reduction strategies. At FLOW THE KITCHEN, we are constantly working on optimising our own processes and are planning to introduce comprehensive CO₂ accounting for our catering services. Our stated goal is to give you by 2025 CO₂-neutral catering To be able to offer. This transparent and data-based process is a central component when you have a comprehensive Green Events Guide Not only want to read, but also want to put it into practice successfully.
Compensation and neutralization
The right way to deal with residual emissions
For the Compensation and neutralization of unavoidable residual emissions The careful selection of high-quality and certified climate protection projects is crucial. Once all reasonable and economically reasonable measures to avoid and reduce emissions have been exhausted, the remaining, unavoidable emissions can be offset by purchasing carbon credits. The Correct handling of residual emissions This does not mean relying on random, cheap certificates. At FLOW THE KITCHEN, we recommend and prefer projects that not only bind or avoid CO₂, but also create additional social or environmental benefits — so-called co-benefits. These include projects that promote local biodiversity, create jobs in structurally weak regions, or improve access to clean water and education. Ideally, these projects have a clear local or regional connection to make the impact more tangible for your stakeholders. When choosing, look for recognized and strict standards such as the Gold Standard, the Verified Carbon Standard (VCS) or projects that are certified as part of the UN Clean Development Mechanism (CDM). Transparent Communication about the selected compensation projects and their specific contribution strengthens the credibility of your sustainable organization of events and shows your comprehensive commitment.
Vision Net Zero Events
Die Vision Net Zero Events Describes the ambitious and future-oriented goal of reducing greenhouse gas emissions from an event to an absolute minimum across the entire value chain. This includes all three emission areas: Scope 1 (direct emissions from own sources, e.g. from the caterer's vehicle fleet), Scope 2 (indirect emissions from purchased energy such as electricity and heat for the location) and Scope 3 (all other indirect emissions, e.g. arrival of guests, production of purchased food, waste disposal). The goal is typically a reduction of at least 90 percent compared to a reference scenario. Only the remaining residual emissions, which are classified as unavoidable, are neutralized by measures for active CO₂ removal from the atmosphere (Carbon Dioxide Removal, CDR). CDR methods can be technological (e.g. direct air capture) or nature-based (e.g. reforestation, rewetting of Peatlands). Net Zero Events Go far beyond pure CO₂ neutrality through compensation and require a profound rethink and innovative solutions in all areas of Event planning sustainability. It is an ambitious goal that we, as an event industry and as FLOW THE KITCHEN, want to gradually and decisively approach as part of our long-term climate neutrality strategy by 2030.
Area of action Social Responsibility
Create events for people
Sustainability always includes the social dimension. A truly sustainable organization of events Takes into account the needs, safety and well-being of all people involved and strives for a positive social contribution. This aspect is a core of ESG criteria for events and a trademark of responsible corporate governance. FLOW THE KITCHEN attaches great importance to to create events for peopleThat promotes inclusion, fairness, and community.
Accessibility and Inclusion
Accessibility and Inclusion Ensuring means that All guests welcome And can enjoy your event fully and with pleasure, regardless of their physical, sensory or cognitive abilities. This starts with the selection of a barrier-free location with stepless access, elevators, disabled-friendly sanitary facilities and easily accessible service points. Also consider aspects such as clear and contrasting signage, inductive hearing systems for people with hearing disabilities, or providing information in simple language or alternative formats. Catering should also be inclusive, with clear labeling of allergens and ingredients and easily accessible buffet or serving areas. Inclusive communication before and during the event, which addresses different needs, makes a significant contribution to making every guest feel valued.
Promoting Diversity within the Event Team and Among Service Providers
Promoting Diversity within the Event Team and Among Service Providers Enrich your event in a variety of ways and reflects social reality. When putting together your own organizational team and choosing external partners — from catering to technology to artists — look for a diverse mix of gender, cultural origin, age, sexual orientation and different abilities. Diverse teams bring a wider range of perspectives, experiences, and creative ideas. This can lead to more innovative event concepts and helps to better understand and address the needs of a diverse group of guests. Actively promoted diversity is a sign of modern corporate governance and social responsibility.
Fair working conditions along the entire supply chain
Fair working conditions along the entire supply chain Are an indispensable part of socially responsible events. This applies to our own staff as well as to the employees of suppliers and subcontractors, be it catering staff, technicians, security personnel or cleaners. Make sure you comply with minimum legal standards regarding fair wages, reasonable working hours and break regulations. Encourage respectful interaction and a safe working environment. Actively ask your partners and suppliers about their social standards and working conditions. Give preference to companies that are demonstrably fair and ethical and may be able to prove this through certificates or voluntary commitments. This is an important aspect to be credible Organize sustainable events to be able to and to meet the social pillar of ESG criteria.
Community Engagement and Local Added Value through Your Event
Create Community Engagement and Local Added Value through Your Eventto establish a positive and sustainable connection with the region and its people. Collaborate specifically with local initiatives, social institutions, educational providers or non-profit associations in Frankfurt or at the respective venue. For example, offer local artists, musicians or cultural workers a platform as part of your program. A well-thought-out Event planning sustainability May also include donating leftover, flawless food to local food banks or food sharing initiatives, as we practice at FLOW THE KITCHEN. It is also possible to donate part of the ticket revenue or a fundraising campaign during the event to a local social or ecological project. Such measures show a sense of social responsibility and can sustainably strengthen the positive perception of your event and your company.
Implementation and follow-up
Make the positive impact visible
Careful implementation and honest, transparent follow-up make for success and positive impact Your sustainable event is complete and visible to all stakeholders. The aim is to make the planned commitment tangible and to communicate the results credibly.
Raising awareness and communication during the event
Use the Raising awareness and communication during the event, to actively inform participants, employees and service providers about your commitment to sustainability and to encourage them to participate. This can be done in a variety of ways without being instructive. Small, positively worded notes at buffets about the origin of regional products or how to avoid food waste, a short, inspiring speech by management highlighting the event's sustainability goal, or interactive elements in the program that convey knowledge in a playful way can make a big difference. Show how each individual takes conscious action to achieve the Green Events And can contribute to saving resources. Open and inviting communication promotes the acceptance and commitment of all parties involved.
Sustainable Logistics on the Day of the Event
One sustainable logistics on the day of the event Is an often underestimated but important lever for minimizing the ecological footprint. Optimize transportation routes for materials, personnel, and catering deliveries. Bundle deliveries from various service providers to avoid empty runs. Wherever it makes logistical and economic sense, rely on environmentally friendly vehicles such as electric cars, cargo bikes or vehicles with alternative drives, particularly for the so-called “last mile” in inner-city areas such as Frankfurt. Well-thought-out logistics planning, which also takes into account aspects such as staggering deliveries to avoid traffic jams and idle times, is an essential part of a comprehensive sustainable organization of events.
Performance measurement KPIs for sustainable and regenerative events
Die Measuring success using KPIs for sustainable and regenerative events Is crucial for objectively documenting progress, identifying potential for improvement for future events and credibly communicating your commitment to the outside world. Gather relevant quantitative and qualitative data. examples of KPIs Are: the amount of waste per guest (separated by residual waste, recycling, compost), the energy and water consumption of the event (per participant, if applicable), the percentage of regional, seasonal and organic food in catering, the calculated CO₂ emissions (if accounting is made) and their reduction compared to previous events or benchmarks. In the social sector, this could be the number of barrier-free accesses created, feedback from participants on inclusion, or the financial or material contribution to supported local community projects. These key figures make your commitment measurable and comprehensible.
(H3) Reporting and Communication Tell the Story of Your Engagement
Make use of Reporting and communication, in order The story of your commitment And the achieved positive impact To effectively talk about your sustainable or regenerative event. A transparent sustainability report, which clearly and comprehensibly presents the goals set, the measures implemented and the KPIs achieved, is a valuable tool for communication with stakeholders such as customers, employees, investors and the public. Create an appealing summary of the results for your internal communication, website, or social media channels. Visual elements such as photos, short videos, or infographics can support the message. Honest communication, which also addresses challenges and learning processes, strengthens credibility and can inspire other companies and event planners to also act more responsibly. This is an important step towards sustainable organization of events to establish it as a standard in the industry.
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FAQ Frequently asked questions about the sustainable organization of events
- What are the first steps to plan an event more sustainably?
The first steps to get a to organize a sustainable event, are the clear definition of sustainability goals, the selection of an environmentally conscious location and a caterer with a sustainability focus such as FLOW THE KITCHEN, and the early involvement of all stakeholders. Start with the areas where you can make the biggest impact, such as catering and mobility. - How can catering contribute to a sustainable or regenerative event?
Sustainable catering, as we practice at FLOW THE KITCHEN, contributes significantly through regional and seasonal organic ingredients, a high proportion of plants, consistent waste prevention (zero waste, reusable) and the minimization of food waste. Regenerative catering Goes even further, for example by specifically sourcing products from regenerative agriculture that promote soil health and biodiversity. - What role do ESG criteria play in organising sustainable events?
ESG criteria (environmental, social, governance) provide a strategic framework for sustainable organization of events. They help to systematically consider and improve all relevant aspects — from environmental impact to social responsibility and transparent corporate governance. - How do I measure the success and positive impact of my sustainable event?
The success and positive impact Measure by recording relevant key figures (KPIs) such as CO₂ footprint, waste rate, share of regional/organic food, water and energy consumption, as well as qualitative factors such as participant feedback on sustainability or the level of community engagement. - Where can I find support and partners for planning sustainable events in Frankfurt?
Support and partners for Planning sustainable events in Frankfurt Can be found at specialized service providers. FLOW THE KITCHEN is your experienced full-service partner for sustainable and regenerative catering as well as comprehensive event planning in the Rhine-Main Area. We have a network of sustainable locations and other partners.
