Sustainable Event Planning

Before you begin planning, take a moment to consider what sustainability goals you want to achieve. Whether it’s starting with small steps like reducing single-use items or aiming for larger impacts like hosting a zero-waste event, setting intentions early helps create a more sustainable event. Use the questions below to guide discussion during your planning meeting.

Questions to ask:

• What is one small action we can take to reduce waste at this event?
• Are there any single-use items we can eliminate or replace with reusable options?
• How can we encourage attendees to participate in our sustainability efforts?

Thoughtful choices about decorations and event materials can significantly reduce waste and our environmental impact. The suggestions below offer practical ways to design campus events that are both engaging and resource-conscious. 

Decorations

• Reusable: Choose decorations that can be reused year after year or repurposed afterward, such as potted plants that attendees can take home.
• Rent or borrow: Institutional Advancement maintains an event resource closet available for campus use, and several local companies offer event décor and equipment rentals nearby.

Meeting Materials

• Handouts: Go digital when possible using technology like QR codes or apps. If printing is needed, offer a small number of copies or print double-sided and on post-consumer recycled paper.
• Name tags: Use reusable name tags, and collect them afterward.
• Swag and giveaways: Choose reusable, high-quality items when offering giveaways, or opt for a small number of prize drawings instead. Prizes can be experience-based or gift cards to local eateries.
• Signage: Design signage without event-specific dates or use sign systems with replaceable inserts, so materials can be reused for recurring events.  

Intentional food and beverage planning helps create campus events that support community well-being and sustainability by reducing waste and conserving resources.  

Alternatives to Plastic Water Bottles

Reducing plastic use benefits both our health (by minimizing chemical leaching and microplastics in our water supply) and the environment (by decreasing plastic waste and conserving resources like petroleum). However, offering water at meetings and events is a healthy and common practice.

Here are some options for providing alternatives to plastic bottled water:

• Water Dispensers
  • Sustainability offers six 5-gallon jugs with dispensers, available upon request at no charge. Pair these with compostable or reusable cups for a sustainable setup. Contact Sustainability to learn more.
  • Torched Apron and Four Star can utilize water dispensers for events instead of bottled water per your catering request. Pair these with compostable or reusable cups for a sustainable setup.
• Canned or Carton Water
  • Various canned water options are available locally at nearby grocery stores, such as Natural Grocers and Target on 7th Street. Natural Grocers offers a store-brand canned water that is more budget-friendly than brands like Liquid Death.
  • Many brands of carton water such as Boxed Water or Just Water can be found at retailers like Natural Grocers and Amazon.
• BYOB (Bring Your Own Bottles)
  • UNT Health provides over 50 quick-fill water stations across campus. Encourage people to use these stations with their own bottles rather than taking a disposable option.

Sustainable Disposables

Compostable disposables like cups, plates and utensils are made from rapidly renewable resources or plant-based materials instead of plastic. They can help reduce landfill waste and contribute to soil when properly composted. Look for products labeled “commercially compostable” or “BPI Compostable.”

Sustainable Options for Coffee

Coffee is a common event offering, and there are several ways to serve it more sustainably. Here are a few approaches to consider:

• Cups
  • Encourage attendees to bring their own mug. If single-use cups are provided, consider the options listed above under Sustainable Disposables.
• Coffee
  • Provide locally brewed or coffee with a third-party certification.
    • Fair Trade - Ensures that farmers receive fair prices, promotes safe working conditions, and encourages environmental sustainability.
    • Rainforest Alliance - Promotes sustainable farming practices to protect forests and their communities, improves the livelihoods of farmers, and promotes human rights.
    • USDA Organic - Verifies that the coffee is grown without synthetic pesticides or fertilizers

Incorporating recycling and composting into event planning helps minimize waste and supports a more circular use of materials.

Recycling

Ensure there are recycling bins in the place of the event. Additional bins can be requested from Facilities (call ext. 2181 or submit a Facilities Work Order). Complete this step at least five days before the event.

Because food and drinks are common recycling contaminants, it’s important to communicate with attendees about emptying containers before recycling.

Composting

Collect food waste and compostable items for composting, either by taking them to a drop-off location or arranging for a pick-up service.

Follow these procedures:

• At least two weeks prior to the event, prepare for a campus drop-off or a pick-up service. For drop-off, contact Sustainability for bins and compostable bags. If requesting pick-up, contact Cowboy Compost at operations@cowboycompost.com. Inform them of expected attendance, event date and location, and items to be collected. Cowboy Compost will charge a small fee for this service and deliver bins to your desired location prior to the event.
• At the event, collect food waste and compostable items in the designated bins. If possible, remove any contamination such as aluminum cans and plastic.
• For drop-off, take the compost to one of the following locations:
  • UNT Health Community Garden (3621 W. 7th St.): There are compost bins to the right of the tool shed, and the grounds can be placed in Bin #1. These bins can accept basic organics such as fruit/vegetable scraps, coffee grounds and egg shells. It cannot accept bones, dairy products, grains and compostable tableware.
  • MET loading dock: There is a small, receptacle to the right of the dumpsters. This receptacle can accept all organic food waste including bones, dairy, and grains as well as compostable tableware.
• For pick-up, arrange a time and place with Cowboy Compost to obtain the bins after the event. Cowboy Compost can accept all organic food waste including bones, dairy, and grains as well as compostable tableware.

Bulk Serving: A Better Alternative to Individually Packaged Boxes

Food platters or bulk serving typically generate less waste, as attendees can choose what and how much they want. Collaborate with the caterer to explore options and ask for their recommendations to minimize food waste. Our own campus vendor (Torched Apron and Four Star Café) can customize requests and serve bulk items like sandwiches, burrito bowls, hors d’oeuvres and more. They are also highly accommodating to departments providing their own tableware and tailoring the event to suit specific needs. 

Sustainable events rely on strong communication across all involved groups. Early coordination with planners and volunteers, paired with clear messaging to attendees, helps the event run smoothly.

Planners and Volunteers

• Start early: Discuss sustainability goals early in the planning process and ask for feedback and suggestions.
• Define roles: Clearly define roles and responsibilities as they relate to the sustainability efforts before, during, and after the event.
• Clear instructions: Provide clear instructions at the event and provide a primary contact for sustainability-related questions

Signage

• Clear and simple: Signage should be clear, simple and use photos of actual event items (cups, plates, etc.) when possible.
• Strategic placement: Place signs at key locations such as near the food/beverage areas and recycling stations.
• Speak to the “why”: Highlight why the action matters to the event.