Incorporating sustainability into event planning is crucial for both the environment and the overall participant experience. By using digital tools like Conference Manager, you can minimize resource consumption and ensure more efficient management of registrations and participant data – without compromising professionalism. Here’s an inspiration guide on how you can make a real difference.
Minimize paper usage
One of the most obvious ways to protect the environment is to move as much of the registration and participant management process as possible into a digital format. In Conference Manager, your participant lists are stored online and automatically updated if participants, for example, edit their registration – so you are already well on your way. Avoid printing participant lists and stay updated directly in Conference Manager instead. This reduces both paper waste and the risk of outdated information during the event. If you need to share participant lists, meal preferences, or accommodation choices with external vendors, you can share relevant lists directly in Conference Manager using external logins. This saves resources and ensures everyone always has the latest information.
Print only what is necessary
Although digital communication is standard in 2025, there may still be situations where printing is needed. If, for example, you need name tags for your participants, consider using onsite printing via Conference Manager. You can automatically print tags as participants check in, avoiding unnecessary pre-printed tags if the participant list changes at the last minute. This saves both paper and time. Feel free to contact us if you want to learn more about onsite print.
Order the right amount of food
Food waste is often a source of unnecessary resource consumption. With Conference Manager, you can keep track of how many participants have actually registered and monitor cancellations. By adjusting your order continuously, you avoid ending up with excess food that will go to waste. It’s also a good idea to ask about dietary preferences during registration by adding a custom information field, allowing you to order only the food that is needed.
Consider transportation early
If many of your participants are traveling long distances, transportation can quickly become the largest environmental burden. Choose a venue that is easy to reach by public transport, and clearly inform participants about carpooling and shared transport options. You can add a transportation option in Conference Manager, enabling participants to sign up for shared travel if they wish. This can be offered either for free or at a cost, depending on whether the organizer or the participants pay. This makes coordination easier and helps reduce the overall CO₂ footprint.
Review and improve
After each event, you can use the data from Conference Manager to evaluate how well you minimized unnecessary resource use. How many participants canceled last minute, and did you manage to adjust the catering in time? Did participants use shared travel, and was the information communicated clearly? The answers will help you improve the process next time and continuously make your events greener.
Organizing a sustainable event is not just about avoiding plastic cups or sorting waste. It’s equally about planning the entire process digitally and data-driven to minimize consumption, create a better participant experience, and use the digital tools already at your disposal. Conference Manager makes it easier to move in that direction.
