Checklist – Sustainable Events
Overview
Events in public space create encounters, visibility, and participation. At the same time, they use areas, resources, and infrastructure. Without forward-looking planning, the environment, the climate, and the neighbourhood can be put under strain.
This checklist bundles key recommendations for sustainable and open-space-compatible events. It supports you in planning, implementation, and evaluation. It does not replace official conditions.
Further measures and more in-depth hints on how to make your event more sustainable can be found in the complementary Event Planning Guides in the Raumsonde Support Center, for example in the guides:
- Waste Management & Sustainable Procurement
- Food & Beverage (Catering)
- events on Public Green Spaces (nature and site protection)
- Safety & Insurance (handling weather risks)
An overview with further information and links can be found at the end of the checklist.
Organisation and communication
- Anchor sustainability in the team with clear responsibilities.
- Name a responsible person for environmental and social aspects.
- Set concrete goals (e.g. reusable quota, waste reduction, energy consumption).
- Collect data on energy and water use, waste, and mobility.
- Document measures and evaluate them after the event.
- Inform authorities and visitors early about sustainability measures.
- Involve the team and service providers early.
- Make measures visible at your event.
Climate and resource protection
Energy and power
- Use existing power connections where possible and procure green electricity.
- Check more climate-friendly alternatives to diesel generators (e.g. battery storage, solar).
- Use energy-efficient technology and lighting (e.g. LED).
- Switch devices fully off outside operating times.
- Document energy consumption for larger events.
Water and sanitation
- Plan sufficient sanitation facilities, preferably with connection to the water and wastewater system.
- Check more environmentally friendly alternatives to chemical toilets (e.g. composting or separating toilets).
- Use biodegradable cleaning and washing agents.
- Dispose of fats and oils properly and not via the sewage system.
Mobility
- Choose a location that is easy to reach with public transport.
- Actively inform about climate-friendly travel without a car.
- Bundle delivery traffic and plan combined transports.
- Encourage artists and speakers to travel sustainably.
- Commission local or regional service providers.
Waste management and sustainable procurement
Waste management
- Plan waste management and expected waste volumes early.
- For larger events: create a waste concept.
- Avoid waste wherever possible. Use reusable solutions.
- Avoid disposable packaging and portion packs.
- Reduce promotional materials and giveaways.
- Avoid confetti, balloons, and scatter items.
- Provide clearly visible, consistently marked separation systems.
- Empty bins regularly and use waste helpers if needed.
Sustainable procurement
- Borrow or re-use equipment and decoration.
- Check the need before purchasing new items.
- Pay attention to durability, repairability, and recyclability.
- Consider environmental labels (e.g. Blauer Engel).
- For print products, use environmentally certified paper
- Use reusable signage and avoid PVC banners.
- Commission local or regional service providers where possible.
- Pass on materials you no longer need (e.g. to collection points).
Catering
Reusable and deposit systems
- Use reusable tableware, reusable cups, and reusable cutlery.
- Use a consistent deposit and return system.
- Use napkins made from recycled paper or reusable alternatives.
- Offer drinks in reusable packaging where possible.
- Offer tap water if it is possible on site and can be implemented hygienically.
Sustainable catering offer
- Prefer seasonal and regional products.
- Use organically produced food where available, especially for animal products.
- Offer vegetarian and vegan options.
- For coffee, cocoa, and tea, use recognised labels (e.g. Fairtrade).
- Plan realistic quantities of food and drinks.
- Pass on surplus food in line with hygiene rules (e.g. to food banks or foodsharing structures, where available).
- Work with local catering companies where possible.
Nature and site protection and climate adaptation
- Avoid sensitive or protected areas.
- Fence off sensitive areas (beds, tree and root zones, biotopes).
- Use ground protection systems on unsealed areas.
- Do not attach cables or equipment directly to trees.
- Avoid confetti, balloons, and fireworks.
- Use insect-friendly lighting and avoid lighting on trees.
- Remove waste regularly and fully from green spaces.
- Plan measures for storms, heavy rain, and heat.
Accessibility and inclusion
In terms of social sustainability, accessibility means that people with different physical, sensory, or cognitive requirements can participate independently.
Access and participation for everyone
- Choose a step-free, accessible event location / venue.
- Provide accessible toilets.
- Mark obstacles with high contrast.
- Get expertise for low-barrier implementation if needed.
- Plan diversity in booking and in the team with transparent criteria.
- Use inclusive networks, e.g. Pinc Music, if suitable.
Information and communication
- Use low-barrier communication (e.g. clear language, good readability).
- Provide key information in plain language.
- Use sign-language interpreters or translation offers where possible.
- Provide information about ground surface, travel, accessible entrances, and on-site offers.
- Work with inclusive and social networks.
Awareness and anti-discrimination
Awareness means mindful handling of discrimination and boundary violations.
- Develop an awareness concept with clear responsibilities.
- Provide trained contact persons and an awareness team.
- Communicate rules of conduct (code of conduct) visibly and clearly.
- Define reporting paths and procedures for incidents and practise them within the team.
- Use gender-neutral and respectful language in public communication and signage.
- Set up protection and rest areas if the site allows it.
- Train the team and service providers on diversity and dealing with discrimination.
Neighbourhood and conflict prevention
- Plan noise protection and respectful coexistence.
- Inform early about possible impacts.
- Involve the neighbourhood in planning where possible.
- Create formats for encounters, participation, and exchange.
Further information
Climate-neutral and sustainable event planning
- Action guide for climate-neutral events in Berlin (incl. checklists), GRÜNE LIGA Berlin
- Guide for the sustainable organisation of events (BMUV/UBA)
- Guidebook Labor Tempelhof
- Green Events Network
Greener music events and clubs
- Greener Fête de la Musique – practical guide
- Greener Fête de la Musique – link collection
- Greener Fête de la Musique – compact checklist
- Green Club Guide (Clubtopia)
Low-waste events and tableware selection
- Guide to low-waste major events (BSR/SMVKU)
- Decision tool for ecologically meaningful tableware selection for events
CO₂ accounting
Events on green and open areas
Accessibility and inclusion
Awareness and anti-discrimination
- Awareness in the cultural sector – guide for mindful events (Diversity Arts Culture)
- Tips for anti-discriminatory public communication (Green Events Network)
- Awareness guide for events in the city of Leipzig
- How to be aware?! Impulses for mindful event planning