The Eco-Chic Event
Planning Sustainably can be Stylish, Cost-Effective and Fun
by Nicole Sillapere | Published in July 2006 Focus on Production
As event professionals, we all have a lot in common. We want to create events that are absolutely gorgeous. We want to have fun. And at the end of the day, we want to be “good.” Why not go for broke and have it all?
So…let’s start with environmental issues.
Now you’re probably either thinking, “Oh great, here comes a guilt trip” or “Ohmigodtheplanetis-abouttofry-IshouldbuyaPrius!” But wait. Before you decide, have a read. You might actually think, “That sounds cool. Bring it on!”
As event professionals, all of us experience how events have impact — from the gratifying smiles of clients and guests, to the not-so-gratifying blisters on our feet the next day. We know how much energy, stuff, time, manpower and more stuff go into executing and planning an event. Each of our decisions and actions represents a range of possible impacts, and as event professionals, we are well-positioned to effect positive outcomes.
Designing a more “sustainable” event is about asking questions, gathering information, asking more questions, weighing options and making informed decisions (all of which we are already experts at) in order to use resources in a way that won’t degrade or deplete the vitality of the planet. Yes, this can be quite a bit to juggle, but juggling is fun when you feel deeply rewarded and satisfied with the results. Imagine that down the road, you’re making no more decisions than you did last year, but this year you feel like you’re not only making a difference to your clients, your business and your retirement fund, but that you’ve had a really positive impact on our planet. How’s that for satisfaction?
Here are just a few ideas to consider adding to your planning practices. Don’t go crazy and try them all at once (you know who you are, overachiever!). Start with one that is easy for you. Then once that becomes a natural part of your process, challenge yourself to another. Celebrate the difference you are making, and be sure to brag about it — that helps effect change too!
Localize It
As a good guiding principle for planning a more sustainable event, pretend your event is on an island (yes, you can choose Bora Bora) and imagine that in order to meet your budget and client’s requirements, all of your labor and materials must be sourced locally. It’s easy to see the resource (and monetary) savings from sourcing food and décor materials locally rather than shipping them 5,000 miles using non-sustainable fossil fuels and excess packaging that ends up in a landfill.
Additionally, sourcing food and flowers locally goes hand in hand with utilizing what’s in season, which requires less toxic pesticides, is healthier for your guests and the planet, and oftentimes gives you a much higher-quality product. Financially, this pays off too. For example, a local grower will sell you a bunch of tulips for as little as $3.50 when they’re in season, versus $12 per bunch when they must be imported.
There’s a deeper sense of rightness for your guests and for the community surrounding the event, as well. If you were traveling to Arizona, wouldn’t you be more enriched sampling a delightfully fresh and unique cactus salad, rather than a previously-frozen jumbo shrimp cocktail? And imagine how much fun your designer could have coming up with a concept that fits with the desert style, perhaps commissioning a local Native American artisan to craft custom props, rather than importing thousands of orchids from South America. Guests visiting from out of town will feel delighted and encompassed by experiencing their surroundings in these ways — adding to the overall success of the event!
The benefit of choosing local resources obviously extends to the community as well. Instead of importing mass-produced materials made in factories where workers may not even receive a fair wage, local artisans and growers are supported financially and appreciate the opportunity your business has provided them. See? You’ve already helped reconnect us to the sources from which we are commonly so isolated in the modern world!
Rent Away!
Renting is a super sustainable activity, so if you’re already doing a lot of that, keep it up! To reduce shipping impacts, try to utilize local companies whenever possible (without sacrificing your design of course).
Remember that on average a product generates 70 times its weight in waste during the manufacturing process! Renting props and innovative re-use of existing inventory cut down hugely on resource use and on many of the toxic chemicals involved in manufacturing. It’s also healthy for your budget!
Be Choosy
Choosing a Venue
Let’s face it, some days it’s hard to imagine sustaining yourself, let alone the planet, so conserve your own energy by being picky about your venue. Choosing one that is well-suited to your client, concept and audience increases efficiency and decreases the amount of resources, materials and energy necessary to create your event.
Start off by looking at the requirements and limitations given by the client and let those criteria guide your choice. For instance, if you know you’ll need to suspend items such as lighting and props from the ceiling, you can avoid consuming excess man-power, fossil fuels and money for transport and setup by choosing a site that has trusses in place, sufficient power, and not too many competing elements hanging from the ceiling.
Choosing your venue before any other contracts or decisions are firmed up with other vendors is also the most efficient. Your vendors can be informed from the get-go, visit the site with you and generate contracts according to the needs of the situation, without costly repeats, retrofits or wasted resources (such as more budget spent on man-hours versus product).
For example, waiting until the venue has been selected to choose a color palette that works with the existing décor reduces the need to bring in extra materials to transform the space and allows you to utilize existing elements.
Other factors such as proximity to lodging or airports can mitigate environmental impacts incurred by transportation, along with saving your guests time and hassle.
Choosing a Designer
Clever, sustainability-savvy designers will ask the right questions about where and how materials are made and whether anything toxic is involved in the product or its manufacturing process. They will generally shop locally for fresh products. If your designer does not make mention of sustainability practices, bring it up! You’ll likely find these concerns well received, and if not, it’s a chance to educate. Remember, you’re the client, so if you want a stunning event that is also sustainable, make sure you find vendors who are open to it.
In the event field, we are perfectly positioned to be great teachers of sustainability practices. As we ship goods, plan menus, choose flowers and décor, create brochures, and book hotel rooms and transportation, we have the opportunity to make a positive difference not only in our industry, but for the people, the planet and the future. Oftentimes, making even the smallest decisions with the planet in mind can have a huge impact. Events are fundamentally about cultural, social and professional enrichment, so it makes more sense that they should support rather than degrade the fabric of life around us — and including us! As you can see, creating a sustainable world can be quite fun, thoroughly satisfying, highly stylish, and in many cases, surprisingly cost-effective. This is truly a cause to celebrate — with more parties of course!
About the author: Nicole Sillapere
Nicole Sillapere is the creative director and innovative force behind Sillapere, an event design company based out of San Francisco.
Contact: info@sillapere.com