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Sustainability
Sustainability Guidelines (SHIFT Compliance)
SHIFT
Column 2
A. Communication & Awareness
Clearly communicate that sustainability is a core value of the event, both in promotional materials and during the event itself.
Include a short sustainability statement in your event description, program, or opening remarks, highlighting your efforts and encouraging participants to contribute.
Use signage and announcements at the venue to explain sustainable features (e.g. waste sorting, public transport access, plant-based catering)
B. Governance & Accountability
Include clear sustainability commitments in all MoUs or contracts with hosts, venues, suppliers, and partners
Assign roles and responsibilities for implementing sustainability measures within the organising team and partner organisations
Monitor implementation throughout the planning and event phases
Report openly on sustainability outcomes and challenges to stakeholders
C. Venue & Accommodation
Prioritise venues with eco-certifications or visible sustainability measures such as renewable energy, waste sorting, or water-saving infrastructure
Select locations with strong public transport access. If this is limited, consider organising shared transport or shuttle services
Offer a variety of accommodation options close to the venue, including both eco-certified and budget-friendly choices
D. Travel & Mobility
Choose destinations accessible by direct train or low-emission routes for international participants
Encourage alternatives to air travel, such as night trains or carpooling, when feasible
Provide practical travel advice (e.g. transit maps, bike-sharing info, carpool links) on your event website or information pack
Include a travel mode question in your registration form to support carbon impact assessment
E. Materials & Waste
Use digital alternatives for tickets, signage, and programmes wherever possible
If printing is necessary, use recycled or sustainably certified materials
Avoid single-use plastics. Use compostable, reusable, or recyclable alternatives for food and drink service
Provide clearly labelled recycling and waste stations, and brief staff or volunteers on how to support guests in using them properly
Avoid unnecessary giveaways. If you provide event materials or bags, make them useful, minimal, and eco-friendly
F. Catering
Offer a vegetarian or fully plant-based menu as the default, and ensure options are inclusive of dietary needs
Work with caterers who use local, seasonal, and low-waste ingredients
Avoid over-packaging and plastic service items
G. Procurement & Reuse
Source event materials and services locally to reduce transport-related emissions
Work with suppliers who apply sustainable practices, such as minimal packaging, ethical sourcing, and energy efficiency
Reuse decorations, signage, or other materials where possible, or donate useful items to local groups after the event
H. Measurement & Feedback
Estimate the event’s environmental impact, especially related to travel and materials. (You can contact CAE team for a carbon calculator if you need one.)
If possible, offset emissions through certified schemes (carbon, biodiversity, or water-focused) and communicate this in your post-event reporting
Include questions in your post-event survey about sustainability practices and gather ideas for improvement
I. Inclusion & Accessibility
Design sustainability efforts to be inclusive and avoid undue burdens on those with financial, dietary, or accessibility needs
Make reasonable adjustments where needed, and prioritise open communication with attendees about available options
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