Checklist of sustainable meeting arrangements

With help of this list you can check that your meeting arrangements meet the principles of sustainability. By doing that you will ensure that the carbon footprint caused by the meeting is as small as possible.

Own organization


  • that the environmental/sustainability policy can be found on the website.
  • that your organization has an environmental label or certificate, and whether it can be found on the website.
  • that there are training courses for the staff focused on environmental responsibilities and opportunities.


  • to consider sustainable options before making any decisions.
  • to inform the service provider on the exact numbers of participants for lunch and dinner

Venues for meeting and evening programme, hotels 


  • venues and hotels that are close to each other

Check that

  • venues are accessible
  • in the meeting room there is space for visually impaired and hearing-impaired people close to the stage, and also a possibility for hearing-aid users to benefit from the use of and induction loop
  • service providers have an environmental/sustainability policy
  • lighting and air conditioning systems are ecological, and the use of water is minimized
  • use of daylight is maximized
  • LED lamps are being used in meeting rooms
  • green electricity is being used
  • temperature regulation of meeting rooms is on a sustainable level
  • venue has adequate recycling system
  • recycling bins are available also in the meeting rooms and lobbies as well as in hotel rooms
  • cleaning staff uses eco-labelled cleaning products
  • screens are energy-efficient
  • interior design materials are recyclable and environment-friendly
  • exhibitors are also informed about the environmental/sustainability policy

Catering at the meeting venue, evening programme venues and hotels


  • local catering company


  • vegetarian and vegan options
  • organic products
  • local products
  • fair trade products (coffee, tea)
  • fresh and seasonal products
  • fish products that are caught/produced using sustainable methods
  • tap water


  • minimizing and recycling of all waste (paper, plastic, metal, organic)
  • traceability of food
  • sustainability and visibility of the production chain of food products
  • consideration of well-being of production animals
  • informing visibly about the ingredients of the dishes
  • informing visibly about organic and local food products, e.g. on the menu card
  • printing the menu cards on a recycled paper material


  • single-packaging, single-serve containers
  • plastic packing, dishes, cutlery and straws
  • single-use dishes
  • plastic water bottles
  • paper napkins
  • single-use table cloths
  • aluminium or plastic wrapping

Increasing awareness

  • inform about the sustainable choices (on the website, during the meeting at the meeting venue, in the meeting application, on social media)
  • ensure that the website and the mobile application are in accordance with the directive of the EU
  • offer the participants a possibility to calculate their carbon footprint during the meeting, e.g. on the website
  • enable on-line participating in the meeting
  • organize a lecture on a subject of the meeting for local inhabitants

Travelling and getting around

  • inform about ecological forms of travelling to the meeting city (boat, train)
  • give links to online maps with walking routes to the participants
  • ensure possibility to walk or travel by public transport to the meeting venue
  • inform about electric buses, in case they are available
  • inform about the use of city bikes


  • organize a paperless meeting
  • use electrical systems for registration and abstract submission as well as for delivering practical information (maps, programmes), website and mobile application
  • use screens as sign boards, in case they are available at the meeting venue
  • purchase pens and notepads (if needed) that are produced of recycled material
    • give immaterial, local gifts, such as:
    • entrance to local museums
    • ticket to public transportation for the duration of the meeting.
    • pay emission compensation fees for the participants
    • if you wish to give material gifts, purchase
      • products made of recycled material (by a local organization)
      • local and organic, edible and drinkable products
      • products that have a purpose of further use
  • in case you wish to give bags or folders, make sure they are produced of recycled material
  • make a plan for recycling the surplus material
    • can the name badge cases be used again?
    • can we donate the surplus material to a reuse centre?