Your Guide to Creating a Sustainable and Accessible Event Experience

Everyone wants to make sure that their business practices are harming the environment as little as possible. Here are 5 of the best ways to create a sustainable and accessible event experience for your virtual or hybrid event.

The damage an average event causes

Recent research indicates that over five tonnes of waste and over 170kg of CO2 emissions come from an average in-person event. This is a massive problem for the events industry.

However, when an event is held online (in either virtual or hybrid format) this number is greatly reduced. Although this won’t be 100% environmentally friendly, there are ways to reduce this number by higher margins:

1. Utilize digital advertising

One of the most common forms of advertising is print, whether it’s leaflets, posters or direct mail. However, businesses can reach out to potential event attendees just as well, if not better, by using digital advertising.

Digital advertising allows you to specifically pinpoint the audience you want to target, which is almost impossible to do with print advertising. Social media advertising and PPC (pay-per-click) advertising are great examples of digital advertising which can reach your intended target audience, all the while being better for the environment.

This can be pushed one step further by issuing digital QR tickets instead of sending out paper tickets to all attendees when the time comes to do so.

2. Use mobile apps to communicate with event goers

How do you normally communicate with your event goers before, during and after your events? Many send letters or other forms of traditional media to update attendees on all the latest information they should know. However, you can avoid this sustainability issue by using mobile apps to communicate.

By creating a mobile app and encouraging your attendees to download it, you can provide every little bit of information you need to send them in an easy-to-see, digital format. What’s more, through the app, you can let the attendees know what sustainability practices you are using at the event to make it as environmentally friendly as possible, giving them peace of mind.

Usually, in order to gain feedback on whether the event has gone well or not, many decide to hand out surveys for participants to fill out before they go. Now, this can all be done on a digital app.

3. Reduce resource consumption

One of the biggest benefits of hybrid events in comparison to in-person events is the fact that the venues will be much smaller, resulting in less waste and consumption.

However, there are more things that can be done, such as switching to energy-efficient lights and turning them off when not in use, along with recycling and conserving water as much as possible throughout the event’s duration.

4. Provide accessibility options

If the event isn’t accessible, a considerable number of attendees won’t show. Therefore, time should be taken to provide relevant information about getting to the event. For example, a common way to communicate accessibility options is via email. These options can be written clearly to navigate participants to the event.

Remember to include all modes of transport, as not everyone drives. With crystal clear instructions directing attendees on how to reach the event venue, any worries they may have can be quickly resolved. Furthermore, be sure to mention public transport options, taxis, and other options available.

Another point to think about is disability access. It’s best to notify all participants about wheelchair accessibility and where they can find it. Otherwise, if the event cannot provide disability access, the attendees must be made aware of this to prevent issues from occurring down the line. The result of not taking the necessary steps to inform the participants about the lack of disability options could result in a disastrous event, giving the host a bad reputation.

Traditional events can’t always accommodate everyone, and as a result, many businesses are swapping to hybrid platforms. Going hybrid can improve the overall customer experience, adjusting for the needs of those attending, as it may not be financially viable or possible for them to come to the event in-person.

5. Discuss other related event details

Will the event have flash photography? What about strobe lights? If so, then you’ll need to let people interested in the event know beforehand. All of these factors play a huge part in whether the event turns out to be successful or not.

Seating is another crucial factor to consider. Sessions can sometimes be long and jam-packed with information that cannot be missed. However, if there is inadequate seating to accommodate everyone participating, problems will start to occur.

Food options should also be clearly stated. If food is provided, the selection should be provided to the attendees ahead of the event. This way, any food allergies can be noted. When this happens, additional options may be needed to ensure all individuals are well-catered for and don’t have to leave the event early.

If all the accessibility options are carefully reviewed and implemented correctly, the event will benefit greatly from accessible event marketing. New audiences can be included, helping to promote that all individuals across the board are welcomed and have a voice.

Create a sustainable and accessible event experience today

Taking care when planning events to ensure they are sustainable and accessible by all can have a massive impact on their success. As we’ve discussed, there are many aspects that must be analyzed carefully to develop the type of event that is envied by all.

One of the major changes that event hosts can do to make sure they’re on the right track is to swap from hosting traditional events to hybrid or virtual ones. This step removes the need for transport, helping to cut down on CO2 emissions while promoting greater accessibility.