How To Plan A Sustainable Event That Doesn’t Break The Bank

Julie Starr • June 29, 2022



What is the average cost of running an in-person business event? For small companies, a business event can be a significant burden on the corporate budget, as they will need to consider the costs of:

  • hiring the venue
  • catering for guests and staff
  • entertainment
  • marketing
  • furniture and decor
  • transportation (not just staff but also equipment, which may require specialist transport)
  • staff wages
  • registration 
  • lodging when relevant

At the best of times, it can cost anything between $20,000 and $75,000 to hold a two-day event where you can interact with your audience. When you wish to make it a sustainable event, you will also need to consider strategies that will reduce waste. As the typical event attendee can produce up to 2kg of waste per day at an event, it can be tricky to keep both expenses and waste low. So, how can a small company throw an engaging and eco-friendly in-person event when working on a shoe-string budget? 

Focus on local suppliers

Local suppliers can prevent multiple advantages. First of all, when it comes to sustainability, local businesses will keep their carbon footprint low as they do not require intensive transportation solutions. 

They are also less likely to charge extra. Indeed, transportation, additional staff, and overnight services can rapidly double or even triple your costs. But when the supplier is local to the venue, they do not need to increase their fees. Even if you need the supplier to provide extra staff, such as to help with specialist equipment setup or service, staff will only be present when needed. This could mean having someone with you to serve food at lunchtime or to install professional gadgets in-situ, which is unlikely to require more than a couple of hours during the day. 

Can suppliers make it cheaper? 

While local suppliers will save you costs, it doesn’t necessarily mean that event planning will be more affordable. When costs remain a source of problems, it can be worth getting in touch with your suppliers to discuss your options. Learning effective negotiation skills from a training place as prestigious as Karrass could equip you with the tactics and strategies you need to shave off some fees from the final bill. 

Ideally, you want to provide a fair exchange rather than asking for a discount. For example, suppliers may be willing to consider a reduced price if:

  • They can promote their services on site
  • They enter a long-term agreement to cover your future events
  • You introduce new clients to them 

Can you remove unnecessary services?

A minimalist business event can help you stick to your budget and reduce waste. So, it may be a good idea to make a list of the potential services and items that can both increase waste and costs:

  • Packed snacks and treats for your visitors
  • Plastic bottles
  • Multiple screens on a small surface
  • Pens and paper
  • Gimmicks and giveaways for your visitors
  • Paper brochures, flyers, magazines, etc. 
  • Exciting furniture such as sofa, massage chair, etc. 

More often than not, opting for simple furniture, communal catering, and minimal decor will save you logistic hassle and costs while keeping your carbon footprint low. 

Hopefully, these few ideas can give you some direction to make in-person events less harmful to the environment and the company finances. More is not always the best option when less can get the job done! 

 

The Business Case for Sustainability: Communicating Your Strategy in an Evolving Landscape

By Julie Starr • February 17, 2025
A shifting political landscape can create uncertainty for businesses committed to sustainability, but one thing remains clear: the need for transparency and strategic communication has never been greater. As the federal government moves to roll back environmental and social policies, companies must proactively define their sustainability strategies, ensuring stakeholders—employees, customers, investors, and partners—understand their commitments and the business value they create. The Power of Clear Communication Sustainability is not a trend; it’s an imperative driven by economic, environmental, and social realities. Despite policy shifts, the forces of market demand, global regulation, and risk mitigation continue to push companies forward. To maintain momentum, organizations should : Clarify Their Sustainability Position: Companies must articulate their approach in ways that resonate with stakeholders. Whether reducing emissions, improving supply chain resilience, or advancing diversity, equity, and inclusion (DEI) efforts, leaders should communicate clearly how these strategies align with long-term business success. Leverage Data-Driven Insights: In an era of skepticism, relying on factual, measurable sustainability outcomes strengthens credibility. Stakeholders need more than broad commitments—they need clear, quantifiable impacts. Maintain Focus on Global Markets: While federal policies may change, international regulations and customer expectations continue to favor sustainable business models. Companies operating across borders must ensure their sustainability strategies align with evolving global standards. Staying the Course in a Changing Environment While some companies may feel pressure to scale back sustainability efforts in response to shifting political winds, leading organizations recognize that progress is a long-term game. Now is not the time to retreat but to double down on: Resilient Supply Chains: With new tariffs and policy changes affecting imports, companies should evaluate how sustainability-driven supply chain diversification can reduce risk and enhance efficiency. Operational Decarbonization: The financial and strategic benefits of decarbonization—from renewable energy investments to energy-efficient operations—remain strong, independent of policy shifts. Workforce and Customer Engagement: Employees and consumers increasingly expect businesses to uphold their values. Companies that maintain commitments to social responsibility and environmental impact will strengthen brand loyalty and attract top talent. Sustainability leadership is about more than responding to regulatory shifts—it’s about defining the future. Companies that stay the course, communicate effectively, and align their sustainability strategies with business objectives will be the ones that thrive in the years ahead.

Connecting the Dots: Air Quality, Climate Messaging, and Stakeholder Engagement

By Julie Starr • February 7, 2025
I n a world increasingly affected by environmental change, it’s critical to recognize the everyday impacts of air pollution beyond the commonly cited respiratory and cardiovascular risks. A recent study, published in Nature Communications , reveals that even short-term exposure to air pollution can impair cognitive function, affecting focus, emotional recognition, and task performance. This groundbreaking research underscores the urgent need for effective climate communication and stakeholder engagement to address air quality issues. At Taiga Company, we specialize in climate-focused stakeholder engagement, helping organizations bridge the gap between scientific findings and actionable change. Our services provide a crucial platform for educating stakeholders—including businesses, policymakers, and communities—on the dangers of air pollution and the strategic steps needed to mitigate its effects.  The Link Between Air Quality and Cognitive Function The study found that exposure to high concentrations of particulate matter, even for just an hour, reduced participants' ability to maintain focus, process emotions accurately, and avoid distractions. Such cognitive impairments can have profound implications in workplace productivity, education, and public safety. For instance, employees working in environments with poor air quality may experience diminished concentration, leading to decreased efficiency and increased errors. Similarly, students exposed to air pollution may struggle with academic performance due to impaired attention and emotional regulation. These insights reinforce the idea that air pollution is not just an environmental concern but a societal and economic one, requiring a holistic approach to policy, corporate responsibility, and community engagement. The Role of Climate Messaging in Air Quality Awareness Despite overwhelming scientific evidence, public awareness of air pollution’s cognitive and behavioral impacts remains limited. This is where strategic climate messaging becomes essential. Effective communication can: Translate complex scientific research into accessible, actionable insights for diverse audiences. Drive policy advocacy by equipping decision-makers with data-backed arguments for stricter air quality regulations. Encourage behavioral change among businesses and individuals by highlighting solutions, such as cleaner transportation, sustainable energy sources, and indoor air quality improvements. However, simply disseminating information is not enough. Stakeholder engagement ensures that communities, businesses, and policymakers are not just informed but also motivated and equipped to take action. Moving Forward: A Collective Responsibility The study’s findings make one thing clear: air pollution is not just an environmental issue—it’s a cognitive and social issue with wide-reaching consequences. As we navigate an increasingly complex climate landscape, it’s crucial to integrate air quality concerns into broader discussions on sustainability, health, and productivity. At Taiga Company, we believe that effective stakeholder engagement is the key to transforming awareness into action. By educating businesses, policymakers, and communities, we can drive the changes necessary to create a healthier, more sustainable future for all. To learn more about how Taiga Company can help your organization develop impactful climate communication and stakeholder engagement strategies, contact us today.
Share by: