How Event Software Can Help Deliver More Sustainable Events

Creating Sustainable Events with Event Software

1. Optimising Venue Selection

Selecting a sustainable venue isn’t just about finding a location with good transport links or great catering; it’s about choosing a space that actively reduces its environmental footprint. Event management software with a venue marketplace helps by showcasing venues actively committed to eco-friendly practices—whether they have energy-saving lighting systems, use renewable energy, or recycle waste efficiently. You no longer need to rely on manual research or word of mouth— the right event management software can showcase these venue options to you, saving time and ensuring your event’s location aligns with your sustainability goals from the start.

2. Streamlining Communication and Cutting Paper Waste

The amount of paper traditionally used in events—from flyers to programmes and registration forms—adds up quickly. By shifting to digital communication through event software, you can significantly reduce this waste. Invitations, event agendas, and even feedback forms can all be shared and accessed digitally, whether via email or event apps.

This doesn’t just benefit the environment—it’s also more convenient for attendees. No more juggling paper invites or searching for printed tickets; everything is accessible in one place on their devices. For larger events, real-time updates and push notifications can further cut back on the need for printed materials, contributing to both efficiency and sustainability.

3. Minimising Resource Waste with Real-Time Booking and Availability

Sometimes, planning an event can be a bit tricky, especially when it comes to coordinating with venues or services, which can lead to unnecessary time and resources wasted. Event management software like iVvy helps by providing real-time updates on venue and supplier availability. This way, you can make instant bookings and make sure everything is used efficiently, avoiding any wasted space or extra supplies.

With real-time management, you can keep a close eye on what's needed, make quick adjustments, and dodge any last-minute surprises that might cause waste, like extra food or energy. 

4. Sustainable Catering Management

Food and drink are central to many events, but they’re also a major source of waste. Event software can help you plan and manage catering more effectively. By tracking guest numbers, dietary requirements, and even food preferences in real-time, you can adjust your orders accordingly, avoiding over-catering and reducing food waste.

Certain event management platforms include integrations with restaurant reservation systems, allowing you to conveniently book attendees at on-site establishments that uphold sustainable principles.

5. Efficient Supply Chain Management

The materials and supplies needed to run an event can have a significant impact on its overall sustainability. From sourcing eco-friendly decorations to choosing recyclable or compostable materials, event management software can help by providing you with access to sustainable suppliers.

Many platforms have partnerships with suppliers that use responsible production methods, such as using recycled materials or reducing packaging. With software, you can easily keep track of orders, manage your event’s inventory, and ensure you’re choosing options that align with your environmental goals. By taking control of your supply chain, you can make your event greener from start to finish.

6. Hybrid and Virtual Event Capabilities

The rise of hybrid and virtual events has been one of the most significant developments in recent years. These formats are a simple way to drastically cut your event’s carbon footprint. By using event software that supports virtual or hybrid capabilities, you can reduce travel emissions by allowing some attendees to join remotely, while others attend in person.

In addition to reducing travel-related emissions, virtual events can also help you save on materials like printed programmes and reduce the amount of physical waste generated. Hybrid events offer the best of both worlds, making your event more accessible while also cutting its environmental impact.

7. Real-Time Data for Sustainable Decisions

One of the great benefits of using event software is having access to real-time data. This means that you can make quick adjustments during the event to improve sustainability. For example, if you notice that fewer attendees than expected have arrived, you can scale back on catering or make changes to energy use, such as adjusting lighting or heating.

This flexibility not only makes the event more environmentally friendly but ensures you aren’t wasting resources unnecessarily. Real-time data helps you act fast to make more sustainable choices on the day.