Venue and travel

Virtual events

Evaluate if the event could be hosted virtually or in hybrid format.

Low impact travel

Encourage attendees to use public transport, cycle, or walk, highlighting local bus routes and cycle parking facilities.

Directional signage

If signage is necessary, make sure it is either digital, or reusable and not time specific.

Food and drink

Approved caterers

Use University-approved caterers who meet sustainability and Fairtrade standards.

Make vegetarian/vegan options the default

Where appropriate, default to plant-based meals with an option for meat if requested in advance.

Lower carbon menus

If you’re offering animal products, opt for poultry or fish over beef, pork, or lamb. Offer plant-based milk alongside dairy milk and choose local beverages.

Minimise packaging

Avoid individually wrapped items and encourage attendees to bring reusable bottles and cups. Provide water dispensers or clearly communicate the location of water stations.

Maximise venue facilities

Smaller events could make use of kitchens for attendees to make their own drinks. Check ahead to see if urns and cups are available for hot drinks.

Fairtrade products

Make sure all tea, coffee, fruits, and juices are Fairtrade certified, in line with our Fairtrade Policy.

Food waste

Think carefully about the volume of food you’re ordering. Highlight the importance of sustainability to attendees and vendors to minimise food waste. If you think a surplus of food is likely, encourage colleagues or attendees to bring containers to take away leftovers.

Any food waste should be disposed of in food waste bins, found in staff kitchens and cafes.

Waste reduction

E-tickets and handouts

Use e-tickets and PDF handouts instead of printed versions.

Recycling bins

Highlight recycling facilities to attendees. For larger events where additional facilities may be appropriate, contact the Sustainability Team: sustainability-estates@bristol.ac.uk.

Avoid single-use items

Eliminate the use of condiment sachets, balloons, straws, coffee stirrers, cups, and laminated posters.

Decoration

Rent potted plants instead of using cut flowers. If you are using cut flowers, choose in-season, local, and Fairtrade options, and avoid using floral foam.

Promotional material

Avoid giveaways

Reconsider the necessity of freebies. If promotional materials are required, source them sustainably through the University's Print Services team. 

Reusable name badges

Use stickers or collect name badge lanyards for reuse. 

Sustainable clothing

If staff clothing is needed, opt for organic Fair Trade materials, or reuse existing items. 

Energy efficiency 

Reduce energy use

Turn off computers, projectors, and lights when not in use. Utilize natural light and ventilation where possible.  

Communicate sustainable practices  

Contractor and exhibitor engagement

Encourage contractors and exhibitors to bring reusable items, minimize waste, and use energy efficiently. Ensure they are aware of recycling facilities and the environmental incident procedure for handling spills (contact Estates for support). 

Align with sustainability messaging

Link your event’s choices to the University’s Environmental Sustainability Policy. Be mindful to avoid greenwashing and focus on genuine, impactful actions in areas such as dietary choices, transport, and resource use.