Sustainability at major events

Why sustainability is essential for major events

Sustainability at major events is a fundamental pillar of successful and sustainable event design. Die sustainable organization of events, particularly on a large scale at trade fairs, congresses and corporate events, not only reflects social responsibility, but is also increasingly becoming a decisive factor for reputation, profitability and acceptance by demanding target groups. As your multi-award winning event expert and one of the top 10 sustainable caterers in Germany, we at FLOW THE KITCHEN understand the complexity and enormous potential of a consistently sustainable approach. This guide shows you how to use the Sustainability at major events Plan strategically, implement effectively and thus not only minimize your ecological footprint, but also generate a positive social and economic impact.

The evolution of event sustainability

The development of event sustainability is showing a significant shift. Previously often dismissed as “eco-chic” with occasional green accents, the understanding of sustainability at major events has fundamentally changed. It is no longer just about separating waste or offering vegetarian food. Today, the industry and demanding customers demand a holistic approach that critically examines and optimizes the entire value chain of an event — from planning to implementation to follow-up. The focus is on measurable results, transparency and creating a real, positive contribution that goes beyond mere damage limitation and integrates regenerative principles.

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Understanding ESG criteria for major events

Focus on the environment, social issues and governance

The ESG criteria for major events provide a structured framework for a comprehensive sustainability strategy. “Environmental” addresses the protection of natural resources, the reduction of emissions and waste, and the preservation of biodiversity. “Social” includes aspects such as fair working conditions throughout the supply chain, inclusion, diversity, accessibility and commitment to the local community. “Governance” (corporate governance) refers to ethical business practices, transparent decision-making processes and the responsible management of all sustainability efforts. The consistent integration of these three pillars is crucial for the credibility and effectiveness of sustainability at major events.

The business case for sustainable major events is stronger today than ever. A clear positioning in the area of sustainability significantly strengthens the brand image and reputation. It increases attractiveness for environmentally and socially conscious customers, sponsors and qualified employees who value responsible action. Efficient resource management, for example in energy consumption or waste prevention, often results in direct cost savings. In addition, companies minimize risks by complying with environmental and social standards and meet increasing regulatory requirements, such as the Supply Chain Due Diligence Act. Sustainability at major events is therefore a strategic investment that creates long-term value and ensures competitiveness.

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The planning phase lay the foundations for your major sustainable event

The careful planning phase is the foundation of every successful sustainable organization of events. This is where the strategic course for an event with a positive impact is set and the biggest levers for improvement are identified.

What should your major sustainable event achieve?

Defining goals is the absolute first and most important step if you are serious about sustainability at major events. Ask yourself specifically: What specific positive environmental and social contribution should your event make? Is it primarily about minimizing the CO2 footprint, implementing a zero-waste concept, promoting local economic cycles or creating a particularly inclusive environment? A clear, measurable and ambitious goal as part of your event planning Sustainability serves as a compass for all further decisions and enables subsequent monitoring of success.

Clever calculation of sustainability and added value

Budgeting for sustainability requires differentiated and forward-looking calculation. It is a common pain point that sustainable measures are generally regarded as more expensive. It is true that certain aspects, such as certified organic ingredients in catering, high-quality reusable systems or the compensation of emissions, can initially cause higher costs. However, this is often offset by significant savings potential, for example through reduced energy and water consumption, lower waste disposal costs or optimized material procurement. It is crucial to consider the entire life cycle and the intangible added value that credible sustainability performance generates for your brand image and stakeholder satisfaction. A guideline for sustainability at events must clearly identify this business case.

Working together for a positive impact

Involving employees is a critical success factor for the sustainable organization of major events. Identify all relevant stakeholders — from internal teams, participants, sponsors, exhibitors, and suppliers to the local community and government agencies. Communicate your sustainability goals transparently and invite you to actively participate. The feedback and expertise of your stakeholders can provide valuable impetus for innovative solutions and significantly increase acceptance and joint responsibility for your event's sustainability goals. This collaborative approach is part of good governance.

Choosing sustainable partners for location, catering and technology

Choosing sustainable partners is crucial for the credibility and effectiveness of your efforts. When choosing your event location, caterer — such as FLOW THE KITCHEN —, technical service provider and other suppliers, pay attention not only to their expertise and pricing, but also to their demonstrable commitment to sustainability.

Checklist for sustainable event planning

Use a detailed checklist for sustainable event planning to select partners. Ask specifically about environmental certificates (e.g. ISO 20121, Green Globe), reference projects in the area of green events, their measures for energy efficiency, waste prevention, regional and seasonal sourcing, as well as their social standards and fair supply chain practice. A partner who shares your vision for sustainability at major events and proactively supports it with its own solutions is an invaluable asset.

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Location and mobility at major events

The choice of location and the design of mobility concepts are key factors at major events with a significant impact on the ecological footprint.

Find sustainable event locations criteria and certificates for major events

You can find sustainable event locations by examining specific criteria for major events. Make sure there are excellent public and long-distance public transport connections to reduce individual travel by car. Energy efficiency is a must: modern building management systems, the use of green electricity, good insulation and energy-efficient lighting and air-conditioning systems are decisive here. A comprehensive waste management concept for the location, including functioning waste separation and ideally composting options, is just as important as measures to save water. Recognized sustainability certificates such as Green Globe, EMAS or orientation to ISO 20121 can be valuable indicators. FLOW THE KITCHEN knows exactly the strengths of our partner locations in Frankfurt and Rhine-Main with regard to these criteria.

CO₂ Reduce on arrival and departure for major events

The arrival and departure of guests at major events often accounts for by far the largest share of the event's CO2 footprint. Therefore, communicate environmentally friendly travel options proactively and attractively. Offer discounted train tickets, combined tickets for public transport or arrange shuttle services from central hubs with low-emission vehicles. Provide detailed information on bike paths and parking facilities. Consider carpool incentives. Promoting direct flights and offsetting flight emissions is an important aspect of international conferences. Hybrid event formats that enable virtual participation can also significantly reduce the need for travel for part of the target group.

Local mobility concepts for intelligent solutions

Local mobility concepts are also relevant for extensive exhibition grounds or conference centers. Short, well-signposted footpaths between different event areas are ideal. For longer distances, rental bikes, e-scooters or low-emission shuttle services (e.g. with electric buses) can be offered. Intelligent routing and clear information help to avoid unnecessary routes and confusion and increase convenience for participants, while minimizing the environmental impact.

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Responsible catering for major events

Catering offers enormous potential for major events, sustainability to make it visible and tasty and even regenerative to set accents.

Sustainable catering for major events Our philosophy

Sustainable catering for major events is a matter of course for FLOW THE KITCHEN and is at the core of our corporate philosophy. We combine culinary excellence with environmental and social responsibility. Our philosophy is based on the conviction that outstanding taste and responsible action are not mutually exclusive but mutually dependent. For us, this means applying the highest quality and sustainability standards at every step — from selecting the ingredients to disposing of the leftovers.

Regionality and seasonality as a basis for freshness and quality

Regionality and seasonality are also and especially at major events the basis for freshness and quality in sustainable event catering. At FLOW THE KITCHEN, we maintain close relationships with local producers from Hesse and the Rhine-Main region. This enables us to purchase fresh produce with short transport routes even for large numbers of guests, to support the regional economy and to offer you authentic, seasonal taste experiences. The challenge of major events lies in ensuring sufficient quantities, which requires long-term planning and close cooperation with producers.

Plant-based diversity, high-quality vegan and vegetarian catering for everyone

Plant diversity is a key element of modern and sustainable catering for major events. We offer high-quality vegan and vegetarian catering that goes far beyond side dishes and impresses even discerning palates. Creative, wholesome plant-based dishes are not only more environmentally friendly, but also meet the growing dietary preferences of many guests and promote inclusivity.

Organic and fair trade ingredients for ethical enjoyment on a large scale

Wherever it makes sense and is feasible, taking into account quantities and budget, we use organic and fair trade ingredients. This applies in particular to sensitive products such as coffee, tea, chocolate or certain spices. In doing so, we support ethical production conditions, environmentally friendly agriculture and offer your guests a treat with a clear conscience.

Avoiding food waste at major events

Avoiding food waste is a particular challenge at major events, but it is also an extremely important lever for greater sustainability. Our sustainability event planning includes extremely precise quantity planning based on experience and precise numbers of participants. We rely on an intelligent menu design that enables a high recycling rate (“nose-to-tail”, “root-to-leaf”). Well-thought-out buffet concepts and live cooking stations also help to reduce overproduction. For unavoidable surpluses, we cooperate with local food rescue organizations.

Regenerative catering with a positive impact for major events

At FLOW THE KITCHEN, we see ourselves as pioneers and would like to break new ground with you. For us, regenerative catering for major events means thinking beyond simply minimizing damage and actively making a positive contribution to the environment and society.

Sourcing regenerative agriculture

Promoting soil health and biodiversity on a large scale - Our sourcing of regenerative agriculture is an ambitious goal that we are gradually expanding. We are specifically looking for and promoting partnerships with farms in the region that use regenerative methods. These practices aim to promote soil health and biodiversity, build up humus and thus sequester carbon in the soil. The integration of such products into catering for major events is a powerful statement.

How we implement regenerative principles for major events

How we implement regenerative principles in catering for major events is a process of continuous development. This starts with the selection of ingredients from farms that rely on mixed crops, underseeding or reduced tillage, for example. It can include designing menus that highlight particularly soil-friendly crops, or supporting local projects that promote regenerative agriculture. We would be happy to advise you on options for developing your major event in this direction.

Waste management and reusable catering systems for thousands of guests

Comprehensive waste management and the consistent use of reusable systems can also be implemented when catering for thousands of guests and are standard at FLOW THE KITCHEN. We use high-quality reusable crockery, glasses and cutlery. Sophisticated logistics for transport, dispensing, return and cleaning are essential for this. For unavoidable waste, we implement a strict separation system and work with certified disposal companies to achieve a maximum recycling and recovery rate.

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Efficiency and circular thinking at major events

The use of materials and resources at major events offers considerable potential for greater sustainability through efficiency and consistent circular thinking.

Waste prevention at major events - Zero Waste Hierarchy as a guideline

Waste prevention at major events is ideally based on the zero waste hierarchy: Prevention (Avoid) comes first, followed by Reduce, Reuse, Recycle and Compost (Red). Thermal recovery or landfilling is only the last option. This principle should guide all decisions in material purchasing, event design and waste management.

Sustainable materials for decoration equipment and giveaways at major events

When choosing sustainable materials for decoration, equipment and giveaways, even at major events, opt for environmentally friendly alternatives. Prefer rental furniture and equipment rather than buying new ones. Use reusable decorative elements, natural materials from the region or products made from recycled or easily recyclable raw materials. Critically question the need for giveaways. If you offer them, choose sensible, durable and fairly produced products, ideally with a connection to sustainability.

Digital solutions for paperless event management

Consistently use digital solutions for paperless event management at your major event. From digital invitations and registration processes to event apps with programs, site plans and networking features to digital feedback and attendee documents — this saves you significant amounts of paper and printing costs while modernizing your event communication.

Water management - Conserving an often overlooked resource at major events

Conscious water management is an often overlooked but important aspect of sustainable organization of major events. This includes offering filtered tap water in carafes or at water dispensers as an alternative to water in disposable plastic bottles. In catering, we use water-saving dishwashing technology. Selecting locations with efficient sanitation facilities and raising participants' awareness of how to use water sparingly also contribute to conserving resources.

Circular economy - events as an opportunity for closed systems, even on a large scale

View circular economy at events as a strategic opportunity, even on a large scale. Many materials and products used at major events can be carefully planned, reused, repaired or recycled in a high-quality manner. FLOW THE KITCHEN is constantly working on innovative concepts to close material cycles at your events in the best possible way, for example by returning food waste to composting or working with upcycling partners.

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Make the positive impact of major events visible

Careful implementation and honest, transparent follow-up are decisive for success and positive impact To complete your sustainable major event and make it visible and comprehensible for all stakeholders.

Raising awareness and communication during a major event

Use awareness raising and communication during the major event to actively and in an appealing way inform participants, employees, exhibitors and service providers about your comprehensive commitment to sustainability and to encourage them to participate. This can be achieved through clearly visible, positively formulated information at catering stations about the origin of regional products, the importance of separating waste or saving water.

A short, inspiring speech by event management, which highlights the sustainability goals and successes already achieved, can also be very effective. Interactive elements in the program, such as small quizzes or information stands on sustainability topics, can playfully promote awareness. Show how each individual can contribute to the success of the Green Event and to the conservation of valuable resources through conscious action. Open, inviting and continuous communication promotes acceptance, understanding and commitment of all parties involved.

Sustainable logistics on the day of a major event

Sustainable logistics on the day of a major event is a complex but crucial field for minimizing the ecological footprint. Optimize transportation routes for all materials, personnel, and catering deliveries through centralized coordination. Bundle deliveries from various service providers to reduce empty runs and the number of vehicles required.

Wherever it is logistically and economically feasible, rely on environmentally friendly vehicles such as electric vans, cargo bikes for short distances on the ground or vehicles with alternative drives. Detailed logistics planning, which also takes into account aspects such as staggering deliveries and deliveries to avoid traffic jams and idle time on the event site, is an essential part of the comprehensive sustainable organization of major events.

The most important KPIs for sustainable and regenerative major events

Measuring success using KPIs for sustainable and regenerative major events is essential in order to objectively document progress, identify concrete improvement potential for future events and credibly communicate your commitment to the outside world. Collect relevant quantitative and qualitative data systematically.

Examples of important KPIs include: the total amount of waste per participant (differentiated by residual waste, recyclable materials for recycling, compostable components), the specific energy and water consumption of the event (per participant or event day, if applicable), the percentage of regional, seasonal and certified organic food in catering, the detailed CO₂ emissions (if accounting is carried out) and their reduction compared to previous years or industry sectors Benchmarks.

In the social sector, these can be indicators such as the proportion of barrier-free areas, feedback from participants on inclusion and diversity, or the financial or material contribution to supported local community projects. These key figures make your commitment and the positive impact of your major event measurable, comprehensible and comparable.

Tell the story of your engagement

Use comprehensive reporting and strategic communication to effectively and credibly tell the story of your commitment and the positive impact of your major sustainable or regenerative event.

A transparent sustainability report, which clearly, honestly and comprehensibly presents the goals set, the measures implemented in detail and the KPIs achieved, is an extremely valuable tool for communication with all relevant stakeholders — be they customers, employees, sponsors, investors or the wider public. Create an appealing summary of the results for your internal communication, corporate website, or social media channels.

Visual elements such as high-quality photos, short videos from the event that show sustainable aspects, or meaningful infographics can emotionally support the message and make it easier to understand. Honest communication, which also addresses challenges, learning processes and future goals, strengthens credibility and can inspire other companies and event planners to also act more responsibly. This is an important step towards establishing the sustainable organization of major events as a recognized standard and a sign of excellence throughout the event industry.