Sustainable Events at the University of Reading
Create events that minimise environmental impact while delivering an exceptional experience for your attendees.
Whether you’re organising a small meeting, workshop or large conference, the choices you make - from catering and travel to waste and energy - can significantly reduce carbon emissions and resource use. This guide provides practical steps and tools to help you plan events that are both successful and environmentally responsible.
Sustainable Events Checklist
Planning sustainably is easiest when you think ahead - but we know event planning timelines can vary.
If you're short on time, use our Sustainable Events Checklist for a quick, practical overview of the key actions to take.
If you have more time to plan, explore the full Sustainable Events Guide below, which provides detailed explanations, tips, and additional actions to help you maximise your event’s positive impact.
Promote Your Sustainable Event
Clear communication helps attendees understand what you’re doing and how they can contribute. We’ve created ready-to-use sustainability messaging that you can copy and adapt for:
- Event webpages
- Email invitations
- Posters and signage
- Social media
Using consistent messaging reinforces your commitment to sustainability and supports the University’s wider environmental goals.
Food choices are one of the biggest contributors to an event’s environmental impact.
Reusable Catering Items
- Use reusable crockery and cutlery wherever possible.
- Venue Reading can provide minimal single-use items if required.
Tea & Coffee
- Request china cups and metal spoons instead of disposable options.
- Use pots or urns rather than individual sachets.
- Keep unused items separate so they can be reused.
Water
- Provide water jugs and glasses rather than bottled water from Venue Reading.
- Encourage use of the University’s water refill points.
- If bottled water is unavoidable, consider cans rather than plastic bottles and ensure bottles are recycled.
- For outdoor events, an external water fountain can be arranged by contacting sustainability@reading.ac.uk.
Alcohol
- Where possible, use University venues with bars to reduce single-use packaging and plastic waste.
- Ask Venue Reading about Sale or Return quantities to avoid over-ordering.
Food Waste & Portions
- Order only what you need and update Venue Reading with accurate attendee numbers.
- Take dietary requirements from guests so you can order accordingly.
- Allow sufficient time in the programme for people to eat properly.
- Encourage guests to return for seconds rather than over-serving.
- Prioritise vegetarian or plant-forward food options, which have a lower carbon footprint.
There is more information about sustainability and catering here.
Fairtrade
- The University offers Fairtrade food and drink options.
- Ordering through Venue Reading supports Fairtrade producers and aligns with the University’s Fairtrade commitments.
Reducing waste starts with thoughtful planning.
Reduce
- Question whether printed materials are necessary - use digital alternatives wherever possible.
- Only print what is genuinely required and for the correct number of attendees.
- Avoid unnecessary giveaways or “goodie bags”.
Reuse
- Check existing stock before purchasing new items.
- Use the University’s Warp It reuse system to share and reuse items across departments.
Recycle
- Ensure clearly labelled recycling and waste bins are available at your event.
- Extra bins can be requested via porters@reading.ac.uk.
- For larger waste requirements, contact waste@reading.ac.uk.
- Familiarise yourself with what can and cannot be recycled on campus by visiting the recycling page.
Decorations & Materials
- Avoid single-use or disposable decorations.
- Do not use confetti or materials that are difficult to clean up.
- Aim to leave the venue cleaner than you found it.
- If using decorations, make sure they can be easily removed.
- Avoid using tape or other adhesives that can damage surfaces.
Travel is often one of the biggest contributors to an event’s carbon footprint.
- Consider whether all travel is necessary and whether local speakers or attendees can be prioritised.
- Offer online or hybrid attendance where appropriate.
- Encourage walking, cycling and public transport in event communications.
- Share links to the University’s sustainable travel guidance so attendees can plan low-carbon journeys.
Choosing the right space and using it efficiently can significantly reduce energy use.
Venue Selection
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Book a room that is appropriately sized for your event - avoid heating or lighting unnecessarily large spaces.
Energy Use
- Switch off lights, AV equipment and other electrical items when not in use or when leaving the room.
- Close windows when heating is on.
- Heating is not on out of hours unless requested.
- If heating is needed outside normal hours, submit a WREN request to Estates.
- If your event finishes early, inform Estates so heating can be turned off.
Water Use
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Use refillable water stations and minimise bottled water consumption.
Sustainability responsibilities extend to everyone involved in your event.
- Ask contractors to avoid single-use items and bring reusable equipment where possible.
- Ensure contractors understand the University’s recycling systems.
- Request that equipment is switched off when not in use to save energy and water.
- Reduce vehicle travel where possible (e.g. grouping deliveries on to one vehicle and carpooling).
- Contractors using chemicals or fuels must bring appropriate spill kits and follow environmental procedures - If there is a spill, they need to clear it up; but also make sure it's reported by following the environmental incident procedure. If you or the contractor are having problems clearing it up, contact Estates on x7000 (8am-4pm) or Security on x7799 (out of hours) promptly for help.
Clear communication helps attendees play their part.
- Highlight your sustainable actions in invitations, programmes and signage.
- Encourage behaviours such as bringing reusable bottles and using correct bins.
- Share links to relevant sustainability resources (e.g. travel and recycling guidance).
- Use the ready-to-use sustainable events statements to make communication easy and consistent.
Leave No Trace
- Remove all litter and materials after your event.
- Do not pour anything down external drains - these flow directly into campus lakes or the River Thames.
- Clean up spills immediately and responsibly.
Review & Improve
- Reflect on what worked well and what could be improved.
- Consider gathering feedback from attendees.
- Share learning with colleagues or future organisers to improve sustainability across campus.
Need Help?
The Sustainability team can support you with planning, advice and practical solutions.
Whether you’re planning a small meeting or a major event, we’re happy to help you make it more sustainable.