For a long time, trade shows have been known as events that generate considerable waste and use up a lot of resources. However, like most industries, the event industry in Quebec has started going green.

Just look at the creation of the BNQ 9700-253 standard (Sustainable Development – Responsible Event Management), which aims to help organizers, exhibitors and the public reduce the environmental footprint of events.

For this green transformation to occur, more and more exhibitors need to take steps to be environmentally responsible when participating in events. Here are a few strategies you can use to become a more eco-friendly trade show participant.

What is a sustainable trade show?

An eco-responsible event incorporates practices that reduce environmental impact while adhering to the principles of sustainability. This means minimizing greenhouse gas emissions, managing waste materials, and favoring environmentally-friendly gestures. The aim is to reduce the event’s carbon footprint while raising participants’ awareness of sustainability practices. The Conseil québécois des événements éco-responsables encourages this type of event planning as it supports the overall goal of promoting better resource management.

Why choose to participate in sustainable events?

By participating in eco-responsible events, exhibitors and event organizers demonstrate their commitment to the environment and sustainable development. Not only does this help to reduce harmful effects on the environment, it also raises awareness of current environmental issues among all those involved, from participants to suppliers. Eco-responsible events are an excellent way to stand out from the crowd: by adopting responsible practices, your event will resonate with a public increasingly concerned about the environmental impact of the events they attend.

1. Choose an event venue close to your target audience

Opting for an event site close to participants helps reduce greenhouse gas emissions linked to travel. By choosing a central location that’s easily accessible by public transport or bicycle, you limit the use of individual vehicles and encourage more sustainable transport methods. Where possible, some organizers collaborate with transportation companies to offer discounted tickets to participants, or even free access to public transport to all participants for the duration of the event, a practice often encouraged by the Conseil québécois des événements éco-responsables. This approach will reduce your event’s collective carbon footprint.

2. Optimize event logistics to reduce your carbon footprint

Optimizing logistics is key to avoiding the unnecessary movement of materials and equipment. When planning your event, group deliveries to limit the number of trips it takes to transport what you need, and choose local service providers – both of these gestures will contribute to reducing greenhouse gas emissions. Assessing the energy consumption of your temporary facilities is also an important step. For example, you can opt for energy-efficient equipment. Using digital resources to manage registrations, documents and information media will also reduce the ecological footprint of creating printed materials.

3. Offer locally sourced food and reduce the use of disposable containers

If your event includes catering, choose suppliers who give priority to local, seasonal and sustainable produce. By providing an eco-responsible food selection, you will reduce transport-related emissions and support the local economy. Opt for compostable or reusable containers, and ban single-use plastics. You can also encourage sustainable eating by offering vegetarian or vegan menus, which generally have a lower carbon footprint than meat-based dishes. Don’t forget to make your suppliers and service providers aware of your priorities and choices so they can get on board.

4. Participate in trade shows that are certified as “sustainable”

Classifying trade shows as sustainable via official certification guarantees a quality approach to eco-responsibility. Many organizations, such as the Conseil québécois des événements éco-responsables, offer certifications that act as proof of compliance with environmental practices. By taking part in certified events, you not only boost your visibility as a supporter of sustainable practices, you also prove that every stage of your event participation, from planning to execution, incorporates the principles you value. Official certification attracts an environmentally conscious audience and by participating in a certified event, you will reinforce your brand’s ethical reputation.

5. Invest in a reusable trade show booth

If your company is planning to participate in multiple trade shows and events, investing in a reusable trade show booth is a good way to generate less waste and lower your resource consumption.

Today, trade show booth designers and manufacturers can create custom booths of all shapes and sizes, using durable, resistant materials.

If you’re afraid of getting tired of your reusable booth after a few trade shows, don’t worry! There are modular trade show booths that can be configured in several different ways. With a modular solution, you can change the appearance of your booth for each trade show while being environmentally responsible.

Features to consider when choosing a reusable booth

There are certain features that can further reduce a reusable booth’s environmental footprint:

Manufacturing materials that are eco-friendly and easily recyclable such as aluminum, which is light and therefore will reduce transport costs
Visuals on fabric using water-based ink without solvents or odours

6. Create sustainable promotional products

For many years, promotional products have been considered a solid strategy for marketing a brand. However, if you want to be more environmentally responsible at trade shows and events, you need to consider the environmental impact of this approach.

On average, trade show attendees discard promotional items six months after receiving them. That’s not a long time, considering the environmental and socio-economic costs associated with manufacturing and disposing of them.

To help you ascertain whether to use or avoid certain products (from an environmental perspective), check out the Guide to Sustainable Promotional Products published by Équiterre.

Reduce paper waste

At events, companies often distribute paper documents such as brochures, flyers and business cards. Unfortunately, these documents often end up in the garbage or recycling. Companies that want to be environmentally responsible should find ways to avoid this waste of paper.

To show attendees that you care about the environment, use alternative methods and event communication tools to get your message across. There are many ways to do this with the technology we now have.

Do post-event follow-up

After the event, it’s important to measure the environmental impact of your actions as a participant. Use tools to evaluate the greenhouse gas emissions associated with all your activities, including transportation and energy consumption during the event, and to analyze how you managed waste. This will help you identify ways to improve your ecological footprint for future events. Feedback from your teams and partners can also help identify effective practices and areas for improvement so you can raise sustainability standards in the events sector.

Communicate your eco-responsible commitments and results. Publish a report on your website or social networks to highlight the concrete actions you’ve taken and reinforce your credibility with customers and partners who are sensitive to environmental issues. A well-executed post-event follow-up will transform your commitment into a competitive advantage and position your company as a responsible participant in sustainable events.

Example of eco-responsible participation in an event or trade show

Let’s take the example of an exhibitor participating in an eco-responsible trade show in Quebec. For this event, you’ve chosen a modular stand made from eco-friendly materials, with reusable panels that can be easily customized for different trade shows. Instead of printing brochures, you installed an interactive touch screen to present your products and services, allowing visitors to send documentation by e-mail via a simple QR code, which eliminates any question of paper waste.

In terms of logistics, you have consolidated the shipment of your materials into a single delivery, selecting a local carrier that uses hybrid vehicles. On site, you distribute eco-responsible goodies, such as reusable stainless steel water bottles. You also set up sorting bins at your booth to collect any waste materials, including recycling and composting options.

When it comes to sustainability, be like totm and put your words into action!

Don’t forget that environmentally responsible participation in events and trade shows sends the message that your company is committed to protecting the environment. That could make a huge difference to potential business partners and clients who share the drive to save the planet. Reducing the ecological impact of events through transport and the use of eco-responsible objects and stands is already a first step. It is also possible to reduce the ecological impact of an event through energy and catering.

As a manufacturer of environmentally responsible trade show booths, totm is proud to help trade show participants and organizers promote sustainable development. We plant trees to offset the GHG emissions generated by our business activities and reduce our environmental footprint by recycling our materials as much as possible.

Organizing a Sustainable Event: A 6-Step Guide to Eco-Responsible Trade Show Participation