UK Conference (300 attendees) - End-to-end delivery with measurable sustainability actions

The event involved multiple stakeholders and a high standard of delivery. The priority was predictable execution, clear supplier coordination and sustainability actions that could be evidenced without disrupting the guest experience.

​Compliance-first planning with a structured timeline and run-of-show, supplier briefing standards, and practical sustainability actions focused on materials reduction and waste prevention. Evidence capture was built into delivery to support post-event documentation.​​

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Examples of practical sustainability actions and evidence capture used for conferences include:

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• Materials: digital programmes and signage where appropriate; limited, purpose-led print; reusable lanyards or badge holders; clear collection points for re-use.

• Catering: accurate numbers and portion planning to reduce food waste; water refill points; clear allergen labelling; preference for seasonal menus.

• Waste and materials handling: supplier briefings on waste separation; back-of-house checks; agreed responsibilities for collection and reporting.

• Supplier governance: minimum supplier standards and evidence requests (e.g., waste handling approach, sourcing statements, delivery schedules).

• Discovery and requirements (stakeholders, objectives, constraints, accessibility needs)

• Plan, budget and run-of-show (timings, room flows, speaker cues, contingency planning)

• Supplier coordination (venue, catering, AV, print, logistics) including briefing notes and deadlines

• On-site delivery management and issue resolution (registration, room transitions, speaker support, supplier check-ins)

• Close, debrief and documentation pack (actions taken, supplier confirmations, improvement plan)

A smooth attendee journey supported by clear operational documentation, and a stakeholder-ready pack summarising actions taken, supplier standards, operational decisions and improvement recommendations.

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Examples of outputs that support stakeholder confidence include:

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• A single master run-of-show and timings document shared across suppliers and internal stakeholders

• Supplier briefing notes and checklists (venue, catering, AV, print)

• A simple evidence log (what was done, who confirmed it, and where the evidence sits)

• Post-event debrief notes and improvement actions for the next event

​Sustainability actions land best when they are agreed early with the venue and embedded into supplier briefings. A single owner for evidence capture prevents gaps in post-event reporting.